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How it works

See how it works, step by step.

Watch a sample AI receptionist call for your industry, then see what each service is, how it helps your business and how it works.

AI receptionist

How a call would go

  1. Call comes in
  2. AI answers
  3. Understands the need
  4. Books or hands over
  5. Updates the CRM
  6. Sends your team a summary

Urgent calls go to a person. You decide what counts as urgent and who gets the call. Choose “Home services” to see an example.

Example Law FirmSample call

Incoming call

AI receptionist: Thank you for calling Example Law Firm. I’m the firm’s automated assistant. How can I help?

Caller: Hi, my landlord is keeping my deposit. What are my rights?

AI receptionist: I’m sorry to hear that. I can’t give legal advice, but I can book you a consultation with an attorney. May I take your name and a good number?

Caller: It’s Sam Taylor, on 555-0142.

AI receptionist: Thanks, Sam. There’s a consultation available on Thursday at 11am. Would that work?

Caller: Yes, please.

AI receptionist: You’re booked for Thursday at 11am, and we’ll text you a confirmation. Please bring your lease and any letters from your landlord.

CRM updated: New contact added: Sam Taylor, consultation booked

Summary sent to your team: Sam Taylor: deposit dispute with landlord. Consultation Thursday, 11am.

This is a sample conversation written to show how the service could work, with a fictional business and caller. It isn’t a recording of a real call. Each real receptionist follows a script you approve.

Every service

What each service is, how it helps and how it works

Appointment Setting

What it is

Appointment setting follows up new leads for you and books them into your calendar, so nobody has to chase each inquiry by hand.

How it helps your business

  • New leads hear back while they’re still interested
  • Fewer inquiries go cold or get forgotten
  • Reminders help reduce missed appointments
  • Less back-and-forth to find a time that works

How it works

New leads get a prompt reply and a simple way to book, wherever they came from.

  1. A new lead arrives

    An inquiry comes in from your website, ads or phone.

  2. A prompt follow-up goes out

    The lead gets a reply using wording you’ve approved.

  3. Available times are offered

    The system checks your calendar and offers times that suit you.

  4. The appointment is booked

    The booking goes straight into your calendar.

  5. Reminders go out

    Reminders are sent automatically, and rescheduling is handled along the way.

  6. Your CRM is updated

    The conversation and the outcome are saved against the lead.

Sample text conversation

Automated assistant: Hi Jordan, thanks for your inquiry to Example Home Services. This is our automated assistant. Would Tuesday at 10am or Wednesday at 2pm suit you for a quote visit?

Lead: Wednesday at 2 works.

Automated assistant: You’re booked for Wednesday at 2pm. We’ll send a reminder the day before. Reply here if you need to change it.

Fictional example.
More about Appointment Setting →

AI Receptionist

What it is

An AI receptionist is an automated assistant that answers your phone calls and messages. It takes details, books appointments and passes urgent calls to the right person, following a script you approve.

How it helps your business

  • Fewer missed calls and lost inquiries, including out of hours
  • Your team can focus on the customer in front of them
  • Every call gets a consistent response and leaves a clear record

How it works

Every call gets answered, including when your team is busy or closed. Urgent calls go to a person.

  1. A call comes in

    The call reaches your AI receptionist when your team can’t answer, or at the times you choose.

  2. The AI answers

    It greets the caller with your business name and says it’s an automated assistant.

  3. It works out the need

    It asks the questions you’ve approved and takes the caller’s details.

  4. It books or hands over

    It books the appointment, or passes anything urgent to the right person.

  5. Your CRM is updated

    The caller’s details and what happened are saved in your CRM.

  6. Your team gets a summary

    You see who called, what they needed and what happens next.

Watch a sample call for your industry ↑More about AI Receptionist →

Workflow Automation

What it is

Workflow automation hands repetitive admin to software, such as confirmations, follow-ups, data entry and passing information between tools.

How it helps your business

  • Your team spends less time on repetitive admin
  • Fewer errors from retyping information
  • Tasks happen consistently, not only when someone remembers
  • Your business can handle more work without the admin growing at the same rate

How it works

We automate the repetitive admin first, then check it works the way your team does.

  1. Review your manual tasks

    We look at where your team retypes, copies or chases information.

  2. Choose what to automate

    We agree which tasks are worth automating and which should stay with people.

  3. Connect the tools

    We link the tools you already use so information moves between them.

  4. Test with your team

    Your team tries it on real examples, and we adjust what doesn’t fit.

  5. Launch

    The automation goes live, with clear steps for handling exceptions.

  6. Monitor and improve

    We check it’s working and refine it as your business changes.

More about Workflow Automation →

CRM Integration

What it is

A CRM is the system that holds your customer records. We connect it to your website, phone, bookings and email, so everything about a customer is in one place.

How it helps your business

  • One up-to-date record for every customer
  • Fewer leads fall through the gaps between tools
  • Your team can see what’s already been said and what happens next
  • Clearer information about where your inquiries come from

How it works

We bring your customer information into one place, starting with what you already have.

  1. Audit your current tools

    We map where customer information lives today and where it gets stuck.

  2. Choose or tidy up a CRM

    We recommend a CRM that fits, or clean up the one you’re already using.

  3. Move and clean the data

    We bring records across and remove duplicates and outdated details.

  4. Connect your channels

    Forms, phone, bookings and email all feed into the same record.

  5. Train your team

    We show your team how to use it day to day.

  6. Provide support

    We help with questions and make adjustments after launch.

More about CRM Integration →

Website Design

What it is

We design and build fast, clear websites that explain what you do and make it easy for visitors to get in touch or book.

How it helps your business

  • Visitors understand what you offer more quickly
  • A clearer route from visiting your site to making an inquiry
  • A more professional first impression
  • Inquiries go straight into the tools you already use

How it works

We plan the website around what you want visitors to do, then design and build it.

  1. Agree the goals

    We agree who the site is for and what you want visitors to do.

  2. Plan structure and wording

    We map out the pages and write clear, plain copy.

  3. Design

    You review the design and tell us what to change before it’s built.

  4. Build and connect tools

    We build the site and connect its forms and bookings to your other tools.

  5. Test speed and accessibility

    We check it’s fast and works across devices and for people using assistive technology.

  6. Launch and support

    We publish the site and stay on hand for updates.

More about Website Design →

Search Engine Optimization

What it is

Search engine optimization (SEO) improves your website so search engines understand what you offer and can show it to people looking for it.

How it helps your business

  • More chances to be found by people already searching for what you offer
  • Less reliance on paid ads alone
  • A faster, clearer website for your visitors too
  • Pages that keep working for you long after they’re published

How it works

We fix the technical foundations first, then improve the content your customers are looking for.

  1. Technical audit

    We check how search engines crawl and understand your site.

  2. Fix speed and structure

    We resolve the problems that matter most, starting with speed and site structure.

  3. Research customer searches

    We find out what your customers actually search for.

  4. Improve the content

    We create and improve pages that answer those searches.

  5. Track results

    We measure the goals agreed at the start.

  6. Keep refining

    We use what we learn to decide what to improve next.

More about Search Engine Optimization →

AI Search Optimization

What it is

AI search optimization makes your business information clear and easy for assistants such as ChatGPT and Gemini to read, understand and cite.

How it helps your business

  • Better chance of appearing when people ask AI for recommendations
  • Fewer wrong or missing details about your business
  • Clear answers to the questions customers ask, on your own site
  • Preparation for more customers using AI to search

How it works

We make your business information easier for AI assistants to read, understand and cite.

  1. Check how AI describes you

    We ask assistants such as ChatGPT and Gemini about your business and your market.

  2. Fix gaps and errors

    We correct the sources behind wrong or missing information where we can.

  3. Structure your information

    We organize your business details so they’re easy for software to read.

  4. Publish clear answers

    We add plain answers to the questions customers commonly ask.

  5. Recheck regularly

    AI answers change over time, so we check again and adjust.

More about AI Search Optimization →

The exact steps depend on your business and the tools you already use. We agree them with you before any work starts.

Want to see how this would work for your business?

Tell us where your business could work better. We’ll come back with practical next steps.

Arrange a consultation →hello@alderwicktechnologies.com