Guide: How Ruby virtual receptionists work

How virtual receptionists work

Missed calls are missed opportunities.

Every call that goes to your voicemail but doesn’t leave a message, is a lost opportunity.

That’s where a virtual receptionist comes in. The word virtual might imply smart A.I., robots, and holographic receptionists, but that’s not what Ruby is all about. Ruby’s live virtual receptionists are real people. Real people making real connections with your callers that help your business grow.

We combine smart technology and highly-trained receptionists to create the best possible experiences for your customers, customized to your needs.

You can download our guide to get the full scoop, or scroll down farther for a quick look into the basics.


What our virtual receptionists do

While the word ‘virtual’ may bring futuristic images of holographic receptionists to mind, when referring to our award-winning receptionists it describes the sophisticated technology working behind-the-scenes to power every call—supporting (never replacing) real, live human connections.

Here is how Ruby might answer your office’s inbound calls:

  1. We greet your caller.
    “Thank you for calling ABC Company, how may I help you today?”
  2. We dial your line.
    “I’d be happy to try the attorney’s line for you. Will you hold for just a moment, please?”
  3. If you’re available, we connect you with your caller.
    “Hi Morgan! I have a potential new client on the line. Her name is Holly. Would you like the call?”
  4. If you’re unavailable, we’ll take a message or offer the caller a voicemail.
    “Thank you for holding, Holly! Morgan is away from the line at the moment. May I take down your name and number so that they can reach out to you?”
  5. We send an email, text, or app notification with the caller’s message.
    “Holly is a potential new client seeking your services. Her phone number is…”

Part-time, full-time, or just there as a back-up solution for when you can’t be everywhere at once, our virtual receptionists serve as an extension of your in-house team.

The benefits of virtual receptionists for businesses

Bringing a consistent, quality experience to your customers can be the difference between thriving and surviving. And with the right virtual reception service at the helm, you can foster loyalty from they very first “hello.”

To a caller dialing up a company, a virtual receptionist is indistinguishable from an in-house employee. From answering and transferring calls, scheduling new appointments and taking messages to collecting caller information, answering basic FAQs and more, virtual receptionists work the same way conventional receptionists do, at a fraction of the cost.

Unlike the traditional answering service in the form of large call centers, Ruby’s virtual receptionist service is rooted in the small business experience. Ruby receptionists are trained on the value of the phone call for small business and are dedicated to the creation of real, meaningful connections–it’s not just answering the phone. It’s about introducing a wow-factor and taking the time and experience of our customer’s customers to heart.

Looking for more? Download our guide to learn more about how virtual receptionists work, who Ruby is, and how we can help you take your business to the next level.