Features
Everything a great receptionist does. None of the hold music.
From the first ring to the follow-up message, Recepteca handles the whole call — and leaves a clean record in your tools.
Inbound calls
Answers every call, instantly
No rings into the void, no voicemail, no phone menus. Recepteca picks up immediately and understands what the caller needs in their own words.
- Answers on the first ring, 24 hours a day
- Handles several calls at the same time, depending on your plan
- After-hours, weekend and public holiday modes
- Filters spam and robocalls before they reach you
Answering rules
- Opening hoursTakes overflow when the line is busy
- Lunch · 13:00–14:30Answers every call
- After 19:00Answers every call
- Public holidaysAnswers with holiday hours
Appointments
Books, reschedules and cancels appointments
Recepteca checks real availability in your calendar or booking system and confirms on the call — then sends the confirmation by SMS or email.
- Real-time availability by person, room or service
- Your rules: buffers, durations, notice periods
- Confirmation and reminder messages
- Refills cancelled slots from the waiting list
Clínica Sorriso
14:31
Hi Ana, your cleaning with Dr. Silva is confirmed for Thu, 8 Oct at 14:30. Reply C to cancel or R to reschedule.
Delivered
Meetings & leads
Schedules meetings and qualifies leads
Recepteca asks your qualifying questions, figures out who the caller should talk to, and books the meeting directly in the right calendar.
- Custom qualifying questions per service
- Round-robin or rule-based routing to your team
- Calendar invites with the call summary attached
- New leads created in your CRM automatically
Lead qualification
- Type of space
- Offices · 3 units
- City
- Porto
- Budget confirmed
- Yes
- Decision timeline
- This quarter
Qualified → meeting booked with Rita
Transfers & messages
Transfers calls and takes messages
When a call needs a human, Recepteca transfers it with context. When no one is available, it takes a clear, structured message.
- Warm transfers with a spoken summary
- Rules by time of day, topic or VIP caller
- Messages sent by email, SMS, Slack or WhatsApp
- Urgent calls flagged and escalated
Routing rules
- IfCaller mentions pain or an emergencyThenTransfer to reception
- IfExisting client of Rui MendesThenTransfer to Rui
- IfIt's after 19:00ThenTake a message → email
- IfPress or partnership requestThenMessage to management
Questions & answers
Answers questions about your business
Point Recepteca at your website, price list and policies. It answers with your information — and knows when to say “let me check with the team.”
- Learns from your website, documents and FAQs
- Prices, hours, parking, services and policies
- Never invents answers: unknown questions become messages
- Update your knowledge base anytime, instantly live
Most asked this week
- Do you have parking?48 times
- Do you accept Médis?31 times
- What time do you close on Saturday?27 times
- How much is a cleaning?19 times
CRM & POS
Syncs with your CRM, POS and calendar
Every call leaves a trail in the tools you already use: contacts created, notes logged, bookings made, orders sent.
- Creates and updates contacts in your CRM
- Logs call summaries and transcripts
- Sends orders and reservations to your POS
- Zapier, Make, webhooks and a REST API
Sync activity
- 14:31
Google Calendar
Appointment created · Thu 14:30
- 14:31
HubSpot
Contact updated · Ana Ferreira
- 13:12
Vendus
Takeaway order #1042 sent to kitchen
- 12:47
Slack
Message posted to #reception
Insights
Transcripts, recordings and insights
See every call, what it was about and how it ended. Spot busy hours, common questions and missed opportunities.
- Searchable transcripts and recordings
- Automatic intent and outcome tagging
- Weekly reports in your inbox
- Export to CSV or your BI tools
This week
Calls answered
312
Bookings made
96
Calls by hour
Top reasons
- Bookings42%
- Opening hours21%
- Prices14%
- Reschedules11%
And all the details that make it work
Custom greeting
Greet callers with your business name, tone and style.
Choice of voices
Pick the voice that fits your brand — warm, formal or friendly.
Multilingual
European Portuguese, English, Spanish and French.
Business hours
Different behaviour during opening hours, after hours and holidays.
Caller recognition
Greets returning customers by name using your CRM.
SMS follow-ups
Sends confirmations, directions and links after the call.
Team notifications
Instant alerts for bookings, messages and urgent calls.
Multiple locations
One account, separate rules and calendars per location.
Recording controls
Turn recording on or off and set retention per number.
Spam protection
Robocalls and spam are filtered before they reach anyone.
API & webhooks
Build on top of Recepteca with real-time events.
Human handoff
Transfer to any phone, extension or team at any time.
Put every feature to work this week.
Start with the calls you miss most — lunchtime, evenings or weekends — and expand from there.