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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.

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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

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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.

Legal: a new enquiry at 6:30pm

EXAMPLE SCENARIO

A prospective client rings a small firm at 6:30pm about a property dispute. The receptionist records their name, number, the type of matter and how urgent it is, offers a consultation slot and emails a summary to the right fee-earner.

It does not give legal advice.

 

Book a free 15-minute discovery call

No obligation. You will speak to a Viva specialist.

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

    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.

     

    Legal: a new enquiry at 6:30pm

    EXAMPLE SCENARIO

     

     

    Book a free 15-minute discovery call

    No obligation. You will speak to a Viva specialist.

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

      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.
       

      Legal: a new enquiry at 6:30pm

      EXAMPLE SCENARIO

       

       

      Book a free 15-minute discovery call

      No obligation. You will speak to a Viva specialist.

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

        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.
         

        Legal: a new enquiry at 6:30pm

        EXAMPLE SCENARIO

        A prospective client rings a small firm at 6:30pm about a property dispute. The receptionist records their name, number, the type of matter and how urgent it is, offers a consultation slot and emails a summary to the right fee-earner.

        It does not give legal advice.

         

        Book a free 15-minute discovery call

        No obligation. You will speak to a Viva specialist.

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

          Ware House

          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.

           

          Legal: a new enquiry at 6:30pm

          EXAMPLE SCENARIO

           

           

          Book a free 15-minute discovery call

          No obligation. You will speak to a Viva specialist.

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

            Example scenario

            Recruitment: a candidate returns a missed call

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

            Legal: a new enquiry at 6:30pm

            EXAMPLE SCENARIO

            Book a free 15-minute discovery call

            No obligation. You will speak to a Viva specialist.

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

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

               

              Other Offerings

              If call volumes grow beyond a receptionist, or your team works in Microsoft Teams, these Viva services work alongside it.

              Voice AI by Viva

              For high-volume virtual agents handling customer service at scale.

              Cloud Contact Center

              For when call volumes grow beyond a receptionist.

              Viva Teams Connect (VTC)

              Brings calling inside Microsoft Teams.

              Also from Viva: Viva Meet · Click-to-Call · CRM Integration · Viva WhatsApp for Business · Managed Internet Leased Lines

              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.

              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.

              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.

              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.

              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.

              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.

              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.

              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.

              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.