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Use Case

AI Receptionist for Barbershops

Answers, books, reschedules and confirms appointments across channels.

WWhatsApp
Google Calendar
Calendly
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Pain Points

  • Missed calls during working hours
  • Manual rescheduling and no-shows
  • Back-and-forth for simple questions

Opportunity

Automate booking and reminders to reduce no-shows.

How AI can help?

Your AI Receptionist handles inbound calls, WhatsApp and web chat to book, reschedule and confirm appointments.

It can: Appointment booking and rescheduling; Waitlist & walk‑ins with auto‑notify on openings; Multi‑stylist selection; per‑service durations & add‑ons (beard/care); Deposit / no‑show fee collection via secure payment link; Send confirmations, day‑before/day‑of reminders, and map directions link; Answer pricing and availability.

  • Calendar syncGoogle/Outlook/Calendly; per‑service durations and buffers.
  • Smart remindersDay‑before/day‑of reminders; add‑to‑calendar (.ics).
  • PaymentsDeposit/no‑show fee links; confirmation gated on payment if required.
  • Waitlist & walk‑insCapture, prioritize and auto‑fill cancellations.
  • Multi‑stylist & add‑onsStylist choice, beard/care add‑ons, combined duration.
  • MultichannelVoice, WhatsApp/SMS and web chat with directions links.

How it works

Step 1

Caller messages/calls; agent collects service, add‑ons, stylist, and duration.

Step 2

Suggests slots by stylist; optional deposit/no‑show link.

Step 3

Books and sends confirmation + .ics + directions link.

Fast setup, iterative rollout
Step 4

Day‑before/day‑of reminders; waitlist auto‑fills on cancellation.

Voice experience

  • Latency target: <300–500 ms turn-taking.
  • Barge‑in (interruption) and voicemail detection supported.
  • Confirmations/rephrasing for critical steps (e.g., dates, amounts).
  • Accents and languages configurable; speech rate and tone control.

Results & Benefits

  • Calendar fill

    +15%

    Calendar utilization uplift

  • No‑shows

    −30%

    Reduction with deposits & reminders

  • Time‑to‑answer

    −45%

    Faster pickup during rush hours

Figures are indicative “up to” ranges depending on scope, timeline and volume. Methodology available on request.

Integrations

WWhatsApp
Google Calendar
Calendly

Personalization

  • Custom pricing and services
  • Brand tone and languages

Common setups by vertical: scheduling (Cal.com / Google / Outlook), support (Zendesk / Intercom / HelpScout), workflow glue (Make / Zapier).

Security & Compliance

  • GDPR (EU), TCPA / Do‑Not‑Call (US/CA), SMS consent management and opt‑out.
  • Encryption in transit and at rest; configurable retention; PII redaction.
  • Region hosting options (EU / US); audit logs; role‑based access (RBAC).
GDPR logoGDPRTCPA logoTCPADNC logoDNCRBAC logoRBACPII logoPIIEU logoEUUS logoUS

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FAQ

Questions?

We got the answers

Short answers that cover process, timelines and integration. Still unsure? Book a quick call.

We target sub‑300–500 ms turn‑taking for natural conversations. Barge‑in (user interruption) and voicemail detection are supported to keep flows snappy.

Multiple languages and accents are supported. We can tune speaking rate, prosody and tone to match your brand, with male/female and regional variants.

We design for high availability with monitoring and alerting. Availability commitments are available on paid tiers; details on request.

Typically 5–10 business days after we receive access and assets (onboarding, integrations, flow tuning, QA, launch). Faster for standard stacks.

Yes. We customize prompts, policies and voice settings (pace, politeness, formality). We provide samples and iterate until it feels right.

We respect TCPA/Do‑Not‑Call and support consent capture, opt‑in/opt‑out keywords, and suppression lists per campaign and region.

Encryption in transit/at rest, configurable retention, PII redaction, audit logs and RBAC. EU/US regional hosting available. A DPA can be signed.