Don't hire a receptionist yet: the 3 system checklist

These three systems cover the parts of a receptionist's job that happen most: answering, following up and booking.

System 1: Missed-call text back

• Every missed call gets a text from your business within a minute
• The text says who you are and asks what they need
• It includes your booking link
• You get a notification for every reply

System 2: AI call answering

• An AI answers calls you can't take (after a few rings, or after hours)
• It asks for name, number, what they need, and the address or job details
• It sends you a written summary of every call by text or email
• It never quotes prices you haven't given it
• Test it: call it yourself 3 times with 3 different requests

System 3: Self booking link

• A booking page connected to your real calendar
• It only shows times you actually work
• It adds a buffer between jobs for travel
• It sends the customer a confirmation text or email
• The link is in your text back, your Google profile and your Instagram bio

When to still hire someone

If you get more calls than these systems can sort, or callers need real judgment on the phone, hire. But hire for that job, not for answering and booking.