How it works

From ring to booked job, in four steps.

No new phone system and no new number. Here’s exactly what happens.

  1. 1

    Forward your calls

    Keep your number and your phone company. Forward every call — or just the ones you don’t pick up — to your Call Captain number.

  2. 2

    Ava answers and books

    She asks the right questions for your kind of business, offers real open times, and books the one the caller picks.

  3. 3

    Emergencies ring your on-call team

    After hours, she gets the details and rings whoever is on call — in order, until someone presses 1 to take it. If nobody does, she promises the caller a call back.

  4. 4

    You see every call

    Each call lands in your portal with a summary and the full transcript, linked to the customer and the appointment.

Getting set up

What we’ll set up together.

Most of it is a short conversation and a few settings.

  1. Your business details. Hours, type of business, what you book and how long each job takes, your service area.
  2. Your calendar. Connect Google Calendar or Outlook through Cal.com so Ava only offers times you’re free.
  3. Who gets the calls. Your team, your press-1 number or ring list, your after-hours on-call rotation, and any VIP clients. Optionally, a Slack or Google Chat channel for alerts.
  4. Call forwarding. Most phone companies let you forward unanswered calls with a short code. We’ll walk you through yours.
  5. Test calls. Call your own line, try booking, try pressing 1, and check the call shows up in your portal.

Example

What callers hear.

Example call Written to show how a call goes — not a recording of a real caller.
  1. AvaThanks for calling Summit Roofing. This is Ava, the virtual assistant. This call may be recorded. How can I help you today?
  2. CallerHi, a shingle blew off in the storm and I think there’s a small leak.
  3. AvaOh no, okay, let’s get someone out to you. Is water coming in right now?
  4. CallerJust a little drip in the attic.
  5. AvaGot it. Can I get your first and last name?
  6. CallerSam Rivera.
  7. AvaAnd how do you spell your last name?
  8. CallerR-I-V-E-R-A.
  9. AvaThanks, Sam. Is this number, 5 0 8, 5 5 5, 0 1 4 2, the best one to reach you?
  10. CallerYes.
  11. AvaIs it okay if we text this number with your confirmation and updates? You can opt out anytime.
  12. CallerSure.
  13. AvaWhat’s the address for the visit — street, city and zip?
  14. Caller12 Elm Street, Fall River, 02720.
  15. AvaI have 1 2 Elm Street, Fall River, 0 2 7 2 0. Is that right?
  16. CallerYes.
  17. AvaAnd what email should we use for the confirmation?
  18. Callersam@example.com
  19. Avas, a, m, at example dot com. Did I get that right?
  20. CallerYep.
  21. AvaI can do Thursday at 9 AM or Thursday at 1 PM. Which works better?
  22. CallerThursday at 9.
  23. AvaThursday at 9 AM at 12 Elm Street. Shall I book it?
  24. CallerYes, please.
  25. AvaYou’re booked for Thursday at 9 AM. If you’d like to speak with someone on our team, press 1 or just say transfer. Otherwise, you’re all set.

Hear it answer a call.

Call the demo line as if you were a customer. It answers as Summit Roofing, a made-up roofing company.

Call (401) 417-4142 Sign up