Home / How it works
An AI front desk, step by step.
From first call to every call answered. Here is exactly what happens.
The process
How an AI receptionist works, step by step
Setup takes five steps, and we write the timeline down after the first call. To see the result first, look at the AI receptionist.
01
A 30-minute call
You tell us your services, hours, prices and the questions your team answers all day. You also tell us what counts as urgent and who to ring. That call is the whole briefing.
02
We build it
We write your answers into the front desk in your voice. Then we connect your calendar, so it reads live openings and keeps bookings from clashing.
03
You try to break it
Before a customer hears it, you call it yourself. Spell an odd name, interrupt, ask something strange. We tune it until you are happy.
04
Calls start reaching it
Forwarding goes live for all calls or just the busy and out-of-hours ones. The number on your door and website can stay the same.
05
You get the list
Each morning you see everything that happened, and what went to a person. We tune it with you as your business changes.
Why it can be trusted
The decision layer, in three checks.
Our decision layer checks the answer before the voice reaches the customer.
01
Live facts
Hours, prices and openings come straight from your systems while the caller is on the line.
02
Private details
Access checks are set up to match the caller before a private record opens.
03
A person when needed
An unconfirmed answer goes to your team with the caller's question attached.
Why Vidhani AI
Four reasons it behaves differently.
It checks. It doesn't guess.
Answers come from your own systems, checked before they are spoken.
Privacy rules outside the AI.
Built to keep who may hear what in rules the model cannot rewrite.
Caller checks before private details.
Set up to match the caller to your records before sharing private details.
We build it. We run it.
No builder, no prompts, no homework. You hear it before your customers do.
What it reads
Where the front desk learns your business.
- A services and prices sheet. Your menu of work, in your wording.
- Your calendar. Real openings, in real time.
- Your policies. Cancellations, deposits, accepted plans, pets, parking, anything callers ask about.
- Your urgent list. The calls that cannot wait for morning.
You and us
Who does what, stage by stage.
| Stage | You | Vidhani AI |
|---|---|---|
| Briefing | Describe your business | Turn it into the front desk's knowledge |
| Connecting | Grant calendar access | Wire in the calendar and tools |
| Testing | Call it and try to break it | Tune it until you approve |
| Live | Read the morning list | Watch the calls and adjust |
Week one
What the first week after launch looks like.
Read each morning list closely and mark anything that surprises you. We go through the marks with you and adjust the wording, the rules or the handoffs. By the end of the week the front desk answers the way you would.
What we ask of you
Four things, and nothing else.
- Your facts. Services, hours, prices and policies, as you would tell a new hire.
- Your calendar. Access to the one your team already books into.
- Your escalation list. Who to ring for an emergency, and in what order.
- Your limits. The few things it must never do on its own.
After launch, a new price or a holiday closure is a message to us. We update the front desk and you hear the change before it goes live.
Built for your industry
Tuned to the business you run.
Each front desk is set up around its own world. Pick yours.
Family dental practice
HotelBoutique hotel
PropertyResidential property manager
Home servicesHVAC and plumbing company
SalonHair salon and spa
LawNeighborhood law office
ClinicPhysical therapy clinic
ParkingParking operator
MedicalMedical practice
InsuranceIndependent insurance agency
Questions first? Read the AI receptionist FAQ, see AI receptionist pricing or use the buyer's guide.
Questions
Setup, in short answers.
How long does setup take?
The 30-minute call comes first, then we build it, you test it and calls start reaching it. How long that takes depends on your phone and your questions.
Do I need to change my phone number?
No. Callers can keep dialing the number they already know. We set up the forwarding with you, and the number plan is written down in setup.
Who looks after it once it is live?
We do. Changes to prices, hours and policies go through us, and we review how it handles calls with you.