Different fields for emergency vs. quote vs. existing.
An active-leak caller hears different questions than someone scoping a future tear-off. Sarah branches the intake based on what the caller actually needs — no robotic 20-question script.
02Capability · Booking & intake
She doesn't just answer — she books the job.
Sarah runs a full intake on every call, then writes the appointment to your real calendar. Right tech, right time, right tools on the truck — no double-bookings, no follow-up messages, no missed details.
73%Calls that end in a booking
0Double-bookings in 2025
38Fields captured per call
4.2mAvg. call → calendar event
Marcus Reid
(602) ••• 7193 · Phoenix, AZ
Solar · Site survey
Sunbelt Solar · pre-rebate-deadline booking
Saturday, 10:00 AM~45 min on-site
Diego RamosSenior designer · this week
Site survey · $0 todaySystem quote within 48 hrs
By the numbers
Every call is a chance to fill the calendar.
Most receptionists take a name and a number. Sarah captures everything you'd need to dispatch the right tech to the right address with the right gear — and writes the appointment to your real calendar before the call ends.
73%
End in a booking.
Three out of four real customer calls finish with a calendar event, not a callback request. The rest get an SMS follow-up the next morning.
0
Double-bookings.
Sarah checks tech availability, drive time, and equipment needs before she ever offers a slot. We've shipped 211,000 jobs in 2025 without one conflict.
38
Fields per call.
Name, callback, service area, urgency, insurance, gate code, dog at the door, preferred tech — anything that matters to YOUR shop.
4.2m
Call → event.
Average length of a booked-job call. Customer hangs up, the job is on Mike's truck, you've got the SMS recap. No "I'll get back to you."
The intake
Every call ends with a job, an address, and a time.
Sarah works through your intake checklist while the customer's talking — captured live, validated against your service area and pricing rules, and ready to dispatch the moment she hangs up.
- Customer nameCarlos Martínez
- Callback number(512) 555-9341
- Service typeWater heater out
- Address615 Bouldin Ave, Austin
- UrgencyToday · no hot water
- Insurance / billing…asking now
- Existing customer?—
- Gate / pets / parking—
- Best callback window—
Address checked. Urgency rules applied.
If the address is outside your service area, she says so before booking. If it's flagged as an emergency, she pages on-call before the customer hangs up.
Validation rule"No hot water" + "kids in the house" → urgency: same-day · in-network tech only
Caller's own words preserved.
Beyond the structured fields, Sarah keeps a verbatim transcript of anything the customer says — so the tech rolling up already knows it's the wife who called, the dog is in the backyard, and the leak is over the kid's room.
The booking
Real calendar. Real slot. No double-bookings.
Sarah writes to the same calendar your dispatcher does. She sees what's already on the truck, factors in drive time, and only ever offers a slot that actually fits.
Before she offered 4:30 PM.
Every slot Sarah suggests has already been checked against four things you'd want a real dispatcher to check.
- Tech availableDiego · free 4–5 PM
- Drive time12 min from prev job
- EquipmentWater heater · on truck
- Customer window"ASAP" · prefers tonight
Double-booking guarantee0 conflicts since launch
Routing & escalation
Three calls. Three different outcomes.
Sarah doesn't book every call the same way. A vet emergency pages the on-call doctor. A new-client legal intake runs a conflict check. An auto-shop status check routes straight to the service writer. You set the rules per industry — she follows them.
Scenario 01Emergency
"My dog ate a whole bar of chocolate — she's shaking. What do I do?"
- Sarah triagesChocolate + symptoms = critical, large breed
- Pages on-call vetDr. Patel, while owner stays on the line
- Books urgent intake9 PM tonight, ER protocol prepped
Scenario 02Quote request
"I was in a car accident on Sunday — I'd like to talk to an attorney."
- Runs conflict checkOther party, insurance carrier, jurisdiction
- Captures intakeIncident summary, injury, police report, photos
- Books consultThursday 2 PM with Mara, engagement letter sent
Scenario 03Existing customer
"Hey, I dropped my truck off yesterday — any update on the brake job?"
- Looks up recordPhone match → active work order found
- Routes to writerDirect to the service writer assigned to the job
- Logs the touchAdds to work-order timeline so the tech has context
Integrations
Plugs into the tools you already use.
If your dispatcher uses it, Sarah does too. No new system to learn — bookings land where your jobs already live.
- Reads availability and writes events in real time.
- Two-way sync — edits in your CRM update Sarah's intake.
- Connect in two clicks. No engineer required.
- Missing your tool? We add new integrations in about a week.
Calendars
GGoogle CalendarOOutlookAApple CalendarCyCalendly
Field service & CRM
STServiceTitanJbJobberHCHousecall ProSFSalesforceHsHubSpot
Payments, comms & automation
StStripeSqSquareQBQuickBooksSlSlackZZapier
“
We used to lose two or three bookings a day because the dispatcher was at lunch or on another line. With Sarah, the calendar fills up while we're on the roof. She's a better dispatcher than the one we hired.
DR
Daniel ReyesCo-owner · Ridgeline HVAC · Phoenix, AZ
+41%Booked jobs vs. Q1
$0Spent on a dispatcher
The rest of Sarah's playbook
Booking is one of four things she does.
Here's everything else.
01 · Capability
Live answering.
Voice, bilingual, brand-trained, in under a ring. The first impression that decides whether they hang up or hire you.
Read about live answering03 · Capability24/7 coverage.
Nights, weekends, holidays, vacation, overflow at noon. She never goes on break and she never forgets to check voicemail.
Read about 24/7 coverage04 · CapabilityRecaps & transcripts.
Every call ends with an SMS to you. Address, urgency, what they want, what she promised. Full transcript in the dashboard.
Read about recaps & transcriptsSee your calendar fill up
Book a demo. We'll actually book a job on your trade's calendar.
Fifteen minutes on Zoom. We connect a test calendar, you call Sarah's line, and she books a real-looking appointment while you watch.
Or ring the demo line right now —(855) 555-0721