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AI Voice Reception

Viva AI Receptionist

Never miss a business opportunity. Viva AI Receptionist answers calls instantly, engages customers in natural conversations, handles enquiries, and connects callers to the right team — 24/7.

Hear it in action
  • Talk to a Viva AI specialist

Never lose another customer to a phone that rings out.

Viva's AI Receptionist answers, routes and books on your business number, then hands calls to your team with a summary. We provide the line, the agent and the monitoring, so there is one provider to call if anything goes wrong. It works alongside your existing phone system, Microsoft Teams or CRM.

Why is Viva AI Receptionist ideal for business?

  • No more missed calls

    A caller who reaches voicemail often rings the next business. Busy mornings, lunch breaks and sick days no longer leave calls unanswered.

  • Cover after hours

    Enquiries arrive in the evening and at weekends. Every one is answered and passed on, instead of waiting until the next working day.

  • Consistent, cost-effective reception

    Extending cover with staff is expensive, and answers vary by who picks up. Every caller gets the same approved answer.

An AI receptionist does not replace your team. It takes the routine calls so your people can give their time to the ones that need them.

Caller AI Receptionist Answers · Routes · Books · Takes messages Your team with a summary

What is it?

An AI receptionist that answers your business calls, responds from information you approve, books appointments and takes messages, then passes calls to your team with a summary.

How can it help you?

It takes the routine calls so your people can focus on the ones that need them, with one provider accountable for the line, the agent and the monitoring.

Features & Benefits

What it handles, and what it passes to your team.

  • Answers every call

    Picks up in hours and out of them, so callers reach a helpful voice instead of voicemail.

  • Answers from approved information

    Hours, services, location and fees, answered only from information you approve. If it does not know, it says so.

  • Books, moves and confirms appointments

    Offers free slots, updates the diary and confirms with the caller.

  • Captures and summarises

    Records the caller's details and reason for calling, then sends a summary to the right person.

  • Routes by name, department or reason

    Sends each call to the right place using rules you set with us.

  • Text or WhatsApp confirmations

    Callers receive a written confirmation, so nothing depends on memory.

  • Hands over to your people

    Complaints, distressed callers, urgent calls and anyone asking for a person go to your team, with a short summary.

  • One provider, line to agent

    Telephony, session border control, SIP and number handling sit with the team that runs the receptionist. One contract, one service level, one operations team.

  • Data, consent and control

    Callers are told they are speaking with an automated assistant. Recording, retention and access are agreed with you at setup.

Case Studies

How it works in your sector.

Example scenario

Healthcare: moving an appointment at 9am

The front desk is busy with check-ins. The receptionist moves a patient's appointment and texts a confirmation.

Example scenario

Legal: a new enquiry at 6:30pm

A prospective client rings after hours. Their details and urgency reach the right fee-earner by email.

Example scenario

Real estate: a viewing while agents are out

A buyer rings about a listed flat. A viewing is booked and confirmed without anyone leaving a viewing early.

Example scenario

Travel: a booking change in the middle of the night

A traveller's request is captured and handed to the morning team with a summary.

Example scenario

Logistics: a shipment query out of hours

A customer gets the status the company has chosen to share, and delays are logged for follow-up.

Example scenario

Recruitment: a candidate returns a missed call

The receptionist confirms the role, collects availability and books a screening call.

These are example scenarios that illustrate how the receptionist handles typical calls. They are not customer results.

Talk to us before you commit to anything

In 15 minutes we will ask how many calls you miss, when, and what happens to them. You leave with a clear view of whether an AI receptionist fits and what it would involve.

Call for our expert

We'll call you

Book a free 15-minute discovery call with a Viva specialist.

Prefer to try it yourself? Ask for a live demonstration on your discovery call and we will show you the receptionist answering a call on your own scenario.

FAQs

Questions we are asked.

1.How does it work?
  1. We connect your number. We forward or port your business number to Viva, or add the receptionist alongside your existing phone system.
  2. We teach it your business. It is trained on your website, FAQs and documents, with your opening hours, routing rules and the details you want captured on each call.
  3. It answers and hands over. It greets callers, answers common questions, books appointments and takes messages. When a caller needs a person, it transfers the call with a short summary so nobody has to repeat themselves.
  4. We watch it with you. Our operations team monitors the service. Your account manager reviews call summaries with you and corrects anything that needs it.
2.How accurate is it?

It answers from the information you approve, so it is only as accurate as that information. If it does not know, it says so and passes the call to your team or takes a message instead of guessing. We review call summaries with you and correct anything it got wrong. We do not quote one accuracy figure because it varies by call type.

3.What happens when a caller wants a person?

The call is transferred with a short summary. You set the rules: who receives which calls, at what hours, and what happens when nobody answers, whether that is a message, a callback or voicemail.

4.Which languages does it speak?

Language support depends on your callers and your market. Tell us which languages and accents matter to you on the discovery call, and we will say plainly what the receptionist can handle before you commit.

5.Is it secure, and will callers know it is AI?

Callers are always told they are speaking with an automated assistant and, where recording applies, that the call is recorded. Recording, retention and access to call records are agreed with you at setup, and you decide how long recordings and transcripts are kept. We will confirm data location and our certifications on the discovery call.

6.Can we keep our existing number?

Yes. Your customers keep dialling the number they know. We manage the porting or forwarding of your existing numbers. Porting timelines depend on your current provider and the type of number.

7.Will it work with our phone system, Teams or CRM?

It is designed to fit what you already use: your existing business phone system, Microsoft Teams through Viva Teams Connect, Viva Meet, your calendar and CRM, WhatsApp through Viva WhatsApp for Business, and Click-to-Call for outbound calls from your own systems.

If your system is not on the list, tell us on the discovery call and we will say plainly whether it fits.

8.How long does it take to go live?

It depends on number porting, how much information we train it on and your routing rules. After the discovery call you receive a dated plan.

9.How is it priced?

It is quoted to your call volume and needs, so there is no public price list. After the discovery call you receive a written quote. We confirm what is included, usage limits, overage rules and the contract term in writing before you sign, and we tell you before any usage limit is reached.

Book a free 15-minute discovery call

No obligation. You will speak to a Viva specialist.

Thank you. Your account manager will confirm a time shortly.

We will use your details to arrange this call and to contact you about it. See our privacy policy.

Example scenario