No call unanswered. Every appointment, in your calendar
An AI voice agent picks up your business's phone at any hour, resolves the usual questions and books, moves or cancels appointments in your real calendar. No waiting, no missed calls and no extra hires.
The problem
Every call nobody answers is a customer calling the business next door. It happens at night, on Saturdays and mid-morning, when reception is already with someone else. No team can take two calls at once or be on the phone at eleven at night. This agent can.
What it does on every call
| The caller wants to… | The agent… |
|---|---|
| Book an appointment | Starts from the day or time they already mentioned, checks your real calendar and offers two or three slots, never the whole list. Repeats day and time, waits for the “yes”, asks for their name and books it. |
| Move their appointment | Recognises them by the number they call from, names the appointment (“the one on Thursday at five”), looks for another time and moves it. It books the new one and checks it went in before removing the old one. |
| Cancel their appointment | Finds it the same way and cancels it. If they want, it books another one on the spot. |
| Ask about the business | Answers in two or three sentences with what you taught it: services, hours, how you work, frequent questions. And offers an appointment once, without pushing. |
| Speak to a person | Transfers the call to the number you configured. Also if they insist, if the conversation gets stuck or if it sounds urgent. |
| Never be called again | Opts them out on the spot, for good and on every channel. Without trying to talk them out of it. |
An example
Hello, I'm the clinic's artificial intelligence assistant. This call is recorded so we can help you better; the details are on our website. How can I help?
I wanted to change my appointment.
Of course, Ana. You have one on Thursday at five. Which day shall I move it to?
Friday morning would be better.
On Friday I have nine, ten or half past eleven. Which do you prefer?
Ten.
Done, it's now Friday at ten. Anything else?
What happens behind the scenes, without you doing anything
- As soon as it picks up, it recognises the caller by their number: if they called or wrote before, it knows who they are and which appointment they have. Nobody tells their story twice.
- The appointment goes into your calendar as pending confirmation, with name, phone and what they are looking for. The person gets no automatic invitation: you confirm whenever you want.
- If it was moved or cancelled, the old one is marked “CANCELLED” in your calendar (and, with the Panel, a task appears in To-dos). The agent never deletes an appointment on its own.
- With the Panel, the person is stored as a lead and the call in their history, with how it ended: appointment booked, transferred, information given, message taken or unresolved.
- If the calendar does not respond, it confirms nothing: it says the business will call back and leaves a note.
What it never does
- Say “booked”, “moved” or “cancelled” if the calendar has not confirmed it.
- Make up prices, timings, services or facts you have not given it.
- Give health advice. If it sounds serious, it offers to transfer to a person.
- Read out phone numbers or store details the person did not say.
- Pretend to be a person.
How it sounds
Natural Spanish from Spain, friendly and professional, in short sentences. It says times like a person would (“five in the afternoon”, “this Friday”). If interrupted, it stops and listens. If it does not understand something, it says so and asks differently; it never repeats the same question with the same words. It double-checks unclear names with a yes or no. And before saying goodbye it sums up in one sentence what it did.
Built around your business
- Its knowledge is yours: who you are, what an appointment is, which services you offer, what people ask most, how to answer about prices and what is never said.
- Your hours and your appointments: opening slots per day and appointment length from 5 minutes to 4 hours.
- Your calendar: today it connects to Google Calendar; if you use another one, we look at it in the first conversation.
- Your numbers: which phone calls are transferred to, and whether it answers a new number or your own, forwarded.
- Its voice: you choose among several Spanish voices.
Optional: a CRM built 100% around you
The agent works on its own: appointments reach your calendar. If you also want to see everything in one place, connect it to a fully customisable CRM built around your needs: your key KPIs, analysis of your leads, call recordings within legal limits, alerts or reports. And if you have more than one voice agent, they share the same knowledge, calendar and record: whoever called yesterday is recognised today.
Compliance, by design
For clinics and practices this is not small print: it is a reason to buy. The system enforces it on its own; it does not depend on someone remembering to do it right.
| What the law requires | How AutenIA complies |
|---|---|
| State that it is an AI from the first sentence (EU AI Act, art. 50) | Every agent introduces itself as “your business's artificial intelligence assistant”. If asked whether it is a person, it says no and offers to transfer to one. |
| Announce that the call is recorded (GDPR) | It says so at the start and points to your privacy policy. |
| Respect anyone who does not want to be recorded | If the person says so, the call continues and the recording is deleted on hang-up. |
| Keep only what is necessary | Recordings and transcripts delete themselves after 30 days. Addresses, ID documents, cards and bank details are redacted automatically. |
| Commercial calls only in permitted hours | Conversion and Reactivation call only Monday to Friday, 9:00 to 21:00 (Spain), never on a national holiday. The system checks it on every call: it depends on nobody. |
| AI calls only with prior, explicit consent | Only to people who ticked the box. Proof of every consent is kept: which box, which wording, when and from where. |
| Honour a “no” immediately | If someone asks not to be contacted, they are opted out that instant and for good, on every channel. |
| Keep each client's data separate | Each business sees only its own data. It is enforced in the database itself, not just on screen. |
Where the data lives: the database is in Ireland and the servers in Germany, both in the European Union. The agents' voice is provided by a US supplier under a data-processing agreement and the European Commission's standard contractual clauses.
If you are a clinic: I act as data processor, with a contract and an impact assessment. Calls are recorded only if the patient agrees, the reason for the visit is never written into the calendar, the agent never gives health advice, and a lawyer reviews everything before each go-live.
Live in a few days
I do almost all of it; from your business, only what is yours.
- First conversation what an appointment is in your business, how long it lasts, your hours, what people ask most on the phone and what must never be said.
- What the agent knows about you services, hours, frequent questions, how to answer about prices, which details to ask for and who to transfer a call to. It is its only knowledge: what is not there, it does not say.
- Your calendar you share your calendar and we set opening hours and appointment length. Today it connects to Google Calendar; if you use another calendar, we look at it in the first conversation.
- The number a new one the agents answer, or your usual one forwarded to them.
- Your website form if you are going to use Conversion: a phone field and the two consent boxes.
- Testing you and I call it: book, move, cancel, ask a question, ask for a person. I tune it until it sounds natural.
- Live calls and appointments start reaching your calendar; and, if you have the Panel, your team logs in with their email and sees everything.
What I need from you: your services, hours and frequent questions · access to your calendar · a phone number or a forward from yours · who to transfer a call to · if you add the Panel, the emails of the people who will use it · your website form, if you use Conversion.
Frequently asked questions
Does it sound like a robot?
What if it is asked something it doesn't know?
Can it get the calendar wrong?
What happens if the system goes down?
Are calls recorded?
Do I have to get the CRM?
Can I keep my usual number?
Do I need to be technical?
How long until it is running?
Price
Price per agent. The custom CRM is optional and quoted on what you need. Call usage and phone number billed separately.
The launch price is for 3 businesses over 6 months. In return: a publishable case with real numbers, a named testimonial and permission to use it on the website and in sales.
I want one of the places ↗The other agents
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I'll propose the most practical solution for your business. No commitment.