What is an AI receptionist?

An AI receptionist is software that answers business phone calls using a conversational voice, follows approved business rules and can complete tasks such as answering FAQs, qualifying leads, booking appointments, taking messages and transferring callers.

Unlike voicemail, it interacts with the caller in real time. A well-configured system is grounded in the business’s services, hours, service area, escalation rules and calendar availability.

How AI phone answering works

  1. A call is routed. A business can forward its existing number full-time, after hours, or only when staff do not answer.
  2. The receptionist identifies the need. It asks relevant questions and uses an approved business knowledge base.
  3. The call moves forward. It can capture a lead, check a calendar, book a time, send an SMS or transfer the caller.
  4. The dashboard is updated. Authorized users can review the call, summary, transcript, lead and appointment.

Union Bay can answer calls, qualify leads, check Google Calendar availability and book appointments. Clients can view calls, leads, transcripts, summaries and appointments in the private Union Bay dashboard.

AI receptionist vs voicemail, answering services and staff

Voicemail

Records a message but cannot answer questions, qualify the caller or book while the person is on the line.

Traditional answering service

Provides human coverage, often with message-taking and escalation. Service capabilities and pricing vary by provider.

Human receptionist

Offers judgment, empathy and flexible problem-solving, but cannot personally cover every line around the clock.

AI receptionist

Provides consistent 24/7 coverage for defined tasks. Humans should take over where judgment, sensitivity or exceptions are involved.

What an AI receptionist can do

Lead qualification and appointment booking

The receptionist can collect contact details, service needs, location and urgency, then check permitted availability and create an appointment. Booking rules should prevent unsuitable time slots and define when staff confirmation is required.

After-hours and overflow answering

Businesses can use Union Bay for full-time answering, after-hours calls or overflow/no-answer routing. This lets existing staff answer when available while the AI covers gaps and seasonal spikes.

Transfers, SMS and reporting

Calls can transfer to staff according to agreed rules. The system can send approved SMS confirmations and record structured call outcomes in the dashboard.

How much does an AI receptionist cost in Canada?

Union Bay AI Receptionist costs $497 CAD per month plus a $750 one-time setup fee.

The plan includes 24/7 phone answering, business knowledge configuration, lead qualification, appointment booking, Google Calendar integration, SMS confirmations, call transfers, transcripts, summaries, lead and appointment tracking, and the Union Bay client dashboard. Complex, multi-location or high-volume operations use custom enterprise pricing.

Privacy, security and responsible escalation

Call data can contain personal information. Businesses should assess consent requirements, retention, access controls and vendor agreements for their jurisdiction and use case. Customer dashboards should require authenticated sessions and tenant-level server authorization; hidden or noindex URLs are not access control.

What happens when the AI does not know an answer?

The safest design is to avoid guessing. The receptionist should take a message, explain that the team needs to confirm, or transfer the caller according to the business’s escalation rules.

When should a human take over?

Human escalation is appropriate for emergencies, sensitive complaints, unusual exceptions, regulated advice, vulnerable callers, or any situation outside the approved call flow. AI receptionists support a team; they do not eliminate the need for human judgment.

Common buyer questions

Do I need to change my phone number?

Usually no. Existing business numbers can typically use forwarding or no-answer routing, depending on the phone provider.

Can it book appointments?

Yes. Union Bay can check connected Google Calendar availability and book within rules configured for the business.

Can callers reach a person?

Yes. Union Bay can transfer calls to staff when configured transfer and escalation conditions are met.

Can I see transcripts and summaries?

Yes. Authorized clients can review call transcripts, summaries, leads and appointments in the private dashboard.