Customer calls after hours. IBIOS will answer.
An out-of-hours call that rings out can easily become a job for someone else. Once launched, IBIOS will answer every call, book callbacks, and make sure your team knows about every enquiry by morning. The IBIOS Receptionist is coming soon and is not live yet — this scenario shows how it will work.
What happens when a trade business misses a call after hours?
A homeowner has just decided they want a new bathroom. They’ve seen your van, they’ve googled you, they’re ready to talk. They call on a Tuesday evening. The phone rings out. No voicemail, or they don’t leave one. Before long they’ve called the next number on their search results.
This is not an edge case. A caller who reaches nobody often does not try again. They have already moved on, and the job goes to whoever picked up.
The cost is invisible because you never see the lead. You don’t know the caller existed. Your diary doesn’t show the gap. But it’s there every week, adding up to a substantial revenue leak that a single change in how you answer the phone can close entirely.
How will the IBIOS AI receptionist recover missed calls (coming soon)?
A step-by-step walkthrough of what the system will do from the moment the call arrives.
Call arrives out of hours
Your team is unavailable. Instead of ringing out or hitting voicemail, the call will be answered by the IBIOS Receptionist (coming soon), in a professional voice that matches your brand.
AI gathers the enquiry
The AI will ask for the caller’s name, number, and what they’re looking for. It will handle common questions — bathroom fitting, quote requests, existing job updates — using information from your live CRM and product catalogue.
Callback booked or message logged
If the caller wants a callback, the AI will offer a slot from your team’s availability. If they just want to leave a message, it will capture everything and create a CRM lead record with full transcript.
Confirmation SMS sent to caller
The caller will receive an immediate confirmation SMS with the callback time and your business name. That gives the caller less reason to ring elsewhere — they’ve already made an appointment.
Staff see it first thing
Every overnight or out-of-hours enquiry will appear in the IBIOS dashboard with full context: caller name, number, requirement, and any slot booked. Your team will start the day knowing exactly who to call and why.
The expected outcome
Answered
after-hours calls picked up by the AI Receptionist once it launches (coming soon)
Logged
each enquiry becomes a CRM lead record
Ready
overnight enquiries waiting for your team in the morning
The shift is not just in the number of answered calls. It’s in the confidence your team will start each morning with — knowing that every enquiry from the previous evening is logged, prioritised, and ready to act on. No more wondering whether the phone rang while you were at dinner.
Questions about missed call recovery
What if the customer hangs up before the AI answers?
Coming soon. Once the AI Receptionist launches, the system will register the missed call from your phone provider and trigger an automatic outbound callback or SMS, depending on your settings. You won’t need the caller to stay on the line for the lead to be captured.
Can the AI actually book appointments?
Yes, once it launches. The AI Receptionist (coming soon) will check your live calendar before offering slots and only confirm times that are genuinely available. It will not invent a slot or double-book an existing appointment. Once confirmed, the booking will appear in your IBIOS dashboard instantly.
What happens to the call recording?
Coming soon. Once the AI Receptionist launches, its calls will be recorded and stored securely in your IBIOS system, linked to the customer record. Recordings will be accessible to authorised staff only and subject to your GDPR retention policy. A notification will be played at the start of the call to inform the caller that the call may be recorded.
Does it work on my existing phone number?
Yes, once it launches. The AI Receptionist (coming soon) will connect to your existing business number via call forwarding. When a call is unanswered or arrives outside hours, it will divert to the AI Receptionist. You keep your number and your customers call the same number they always have.
How does IBIOS comply with GDPR for captured enquiries?
Once the AI Receptionist launches (coming soon), caller details captured during a call will be stored as a CRM lead record within your IBIOS system. Your business acts as data controller. A DPA (Data Processing Agreement) is in place between your business and IBIOS. Callers can request deletion of their data at any time, and the system supports subject access and erasure requests within the statutory one-month deadline.
Related features
Coming soon: stop losing jobs to an unanswered phone.
The IBIOS Receptionist is coming soon and will answer calls when your team can’t. Early access by waiting list.