How do AI receptionists work?

AI receptionists typically use natural language processing and voice technology to hold real conversations with callers. Depending on the business’s needs and setup, they can:

• Answer inbound phone calls using natural, conversational speech

• Understand caller intent (for example, booking, rescheduling, cancellations, or general questions)

• Check live availability from connected calendars or booking systems

• Create, update, or cancel appointments automatically

• Run optional follow-ups or reminders after calls

• Update records or trigger actions in connected business systems

Unlike traditional call routing or IVR systems, AI receptionists are designed to adapt their responses based on context, allowing conversations to feel more natural and tasks to be completed during the call rather than deferred.

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AI Receptionist vs Virtual Receptionist?

A virtual receptionist typically refers to a human-led service that answers calls on behalf of a business, often following predefined scripts and passing messages or notes back to the team.

An AI receptionist is software-based, operates 24/7, and can integrate directly with calendars, CRMs, and other operational tools. Rather than simply relaying information, it can take action during and after calls, such as booking appointments or updating systems, with businesses choosing which workflows to enable.

Example of AI Receptionist?

One example of an AI receptionist is Intavia, which can be configured to handle inbound calls, optional outbound follow-ups, and post-call administrative updates for appointment-led businesses by integrating directly with their existing systems.