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Virtual Receptionist

A virtual receptionist service providing an enterprise reception solution to businesses small and large


Employing professional in-house reception and switchboard operatives can become a costly and time consuming exercise. This means a constant drain on your bottom line.

Our virtual receptionist service provides a diligent resource with added flexibility and scalability, ensuring your business will never miss a new lead from a missed call ever again.  

A virtual receptionist comes at a fraction of the cost of employing your own staff - which makes the decision to outsource your receptionist a no-brainer.

 

What you receive when hiring a virtual receptionist:

 

  • Up to 5 predefined call types available to the caller, allowing us to qualify the nature of the call on your behalf
  • Up to 10 questions per call type (name, address, email, telephone number etc.)
  • Database lookup functionality for requested individuals
  • Call forwarding which meets your specified criteria
  • Messages we take on your behalf will be forwarded using delivery methods of your choice. We can send messages to multiple email addresses or SMS text messages directly to nominated mobile phones

 

Benefits of hiring a virtual receptionist:

 

  • A professional virtual reception service creating great first impressions for your company
  • Flexibility to use the service as and when required
  • Reduce on-going employment and expensive equipment costs
  • Minimise wasted time dealing with unwanted sales calls
  • Our 24 hour service means your out of hours or international business is never lost



Spikes in demand mean more potential sales. Call us free on 08082 503001 to discuss how a virtual receptionist can ensure you don’t miss a lead through lost calls.

Additional Bolt-Ons Open

*All additional items are charged at £50 per month each unless otherwise specified

HTTP

Our I.T Team would set up an instant data post to your current system allowing details captured in our scripting system to be directly posted to your own saving time in duplicating information and providing an instant update to your system.

FTP

Used for bulk reporting, like a daily or weekly spreadsheet of data. We run the report automatically here and it gets uploaded to your FTP server by our system.

Reporting

We can provide anything from hourly to monthly reporting on statistics i.e. call totals, durations and outcomes as well as providing a full list of call data captured within the month. This can be sent via Excel, CSV and automated to run to specific personnel.

Email/SMS Confirmations

We can email your callers once the call has been actioned. We can send confirmation emails/SMS or just a “Thank you for your call today” customer service notification.

Outlook Diary Function

This can be updated 24/7 in house allowing you to amend the order of who we call or the contacts themselves. An ideal function should you wish to amend the contacts on a week by week basis or update the contacts last minute.

Email Handling

We can respond to your business email enquiries much in the same way we do with your inbound calls. We can tailor this service to meet your exact requirements and as long as there is a set process to follow, we can handle your customer’s enquiries 24 hours a day, 7 days a week.

We help many of our existing clients with:

- Call Out co-ordination
- Email forwarding requests for information packs and sales brochures
- Answering your business FAQ’s
- Booking requests etc….

Monthly Fee: £50

Email responses can either be charged at the same rates as your inbound calls where you are charged for the duration of our agent’s time to deal with your customer’s enquiry, or in some circumstances charged at a fixed cost per email.

Our Technology:

We are able to automatically monitor multiple mailboxes and pre-populate a reminder to our agents that an email needs to be viewed ensuring emails are responded to quickly at all times.

Call Parking

The call parking function allows us to park the call in the system for however long you’d require, giving the engineer time to recognise he/she has had a missed call. We could then try him/her again i.e after 5 mins. If we had no success with the 1st contact we would try contact 2 and follow this same process.

CRM Function

Being provided with a database of your customers we can take their account number/company name and locate them in the CRM. This allows us to locate the customer having all of their details already and creating a more personalised service.

ICS Payment System

Our agents can capture payment details securely and email this to you via an encrypted file which can only be opened with a secure key you download onto your computer.

Fax to Email

We can provide your business the convenience of fax machine functionality without the need for you to physically own a fax machine yourself. Our ‘Fax to Email’ service will seamlessly convert all received faxes to PDF format ready to be automatically emailed to your nominated email address 24 hours a day, 7 days a week. Multiple email recipient functionality is also available if required.

We will provide you with a 0845, 0800 or a local fax number for you to advertise as your fax number as part of the service.

Setup Fee: £30
Monthly Fee: £5 (Unlimited faxes per month)

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