Core tasks you can expect

An AI receptionist answers the phone, listens to the caller, asks a short set of approved questions, and then takes one of a few actions: book an appointment, create a lead, schedule a job, route the caller to the right team, or transfer to a human. It can also confirm details by SMS or email.

• Answer and greet callers using your business name and hours.
• Ask for and record name, phone, address, and basic job details.
• Offer available appointment windows and book directly into the calendar or job system.
• Send a confirmation text or email and follow up with reminders.

Concrete example

A plumbing business receives a morning call about a leaky hot water tank. The AI asks for the address, urgency (e.g., no hot water vs. minor drip), and preferred appointment times. If the caller chooses a time, the system books the job in the calendar or Jobber, sends a text confirmation, and creates a lead record for your team.

A practical workflow

Start with a short script of approved questions. Configure which calls the AI should handle (e.g., new bookings, quotes, status checks). Connect the AI to your phone number so it answers inbound calls. Point it at your calendar, CRM, or job system so it can write bookings and leads. Define clear handoff rules for complexity or emergencies.

• Decide: which call types are fully handled vs. routed to a person.
• Set firm scripts and time windows (e.g., after-hours only handles bookings, not refunds).
• Confirm that bookings show up in the same calendar or Jobber schedule your team uses.

Calendars, CRM and Jobber

A direct calendar or Jobber connection lets the AI check availability, create jobs, and update status without extra manual steps. Jobber integrations are commonly available for home‑service teams and let the AI create jobs with customer address, description, and time slot.

• Calendar syncs (Google, Office 365) for appointments and double‑book protection.
• Jobber for job creation, quotes, and technician assignments.
• CRM entries for sales leads and follow‑up lists.

Phone and messaging

The AI sits behind your business phone number. It should transfer calls to humans when needed and send confirmations by SMS or email. Confirm whether your phone vendor supports the connection method the AI service requires.

• VoIP or hosted phone systems are typically compatible.
• Ask whether the provider records calls and how recordings are stored.

Keep humans for safety and sensitivity

Always route emergency calls, safety or hazardous situations, complicated complaints, and requests involving legal or medical decisions to a person. For example, if a caller reports carbon monoxide, the AI should instruct them to call emergency services and then immediately transfer to a human.

• Define clear keywords or phrases that trigger an immediate human handoff.
• Train staff on call-transfer etiquette and how to take brief context from the AI.

Privacy and Canadian rules

Canadian privacy law (PIPEDA) and federal guidance on AI expect reasonable safeguards for personal data. Confirm how the AI vendor stores recordings, where data is hosted, and whether customer consent for recording is obtained. If you need more detail, review PIPEDA and the Office of the Privacy Commissioner’s AI guidance.

• Ask where voice recordings and transcriptions are stored and backed up.
• Confirm subprocessors, cross‑border transfers, and retention periods before you sign up.
• Make a simple customer notice about call recording and data use part of your greeting.