Meet Imagicle Virtual Receptionist, the digital twin of your human receptionists.

Let’s start with the basics. I don’t want to bore you with details about how social media, generative AI, and self-service support are changing people’s expectations of businesses. We all know how these tools truly, deeply transformed our society, but this is too broad a statement to sustain without critical thinking. 

How is social media changing what customers want out of your business? What does generative AI even have to do with customer service? Why should you care about people turning to self-service support if you have a great support team covering your phone lines?

Let’s break this down in a few points. But if you’re in a rush and want a quick discovery, you can use this Virtual Receptionist interactive demo and understand how it works in a few minutes.

Immediacy leads to impatience.

Instagram, TikTok, instant messaging—what do they have in common? They’re fast and interactive, keeping users glued to screens with constant new content. According to GWI, users spend an average of 2 hours and 23 minutes daily on social platforms, receiving immediate answers to their queries.

Imagine how these individuals feel when they call your company for support and have to wait even 2 minutes. If it takes 3 to 5 seconds to close a tab due to slow internet, why expect patience for a phone call? Here’s why you should care: people are impatient. Even the best customer service agents can’t prevent hang-ups or negative impressions during peak call times if the wait is too long. 

People want to solve issues on their own.

Social media and AI share the ability to provide instant answers. For example, 64% of Gen Z use TikTok as a Search Engine, with informational content alongside entertainment. ChatGPT is also popular for this reason.  

In short, people are increasingly used to finding information on their own, without needing to contact anyone. This affects customer service along with the demand for immediacy, highlighting the importance of self-service options for users seeking support or info. However, while people prefer self-service, they still want backup available—so yes to self-service, but also ensure escalation to an operator remains an option.

First impressions count.

In a competitive global economy, standing out is crucial, and first impressions matter. Forbes says prospects judge businesses in 7 seconds, often through customer service. 74% of Gen Z are willing to spend more for good service, so you must act fast. Ensure self-service options, avoid losing calls, and respond promptly—it’s where business is won or lost.

So what does a business do when it’s time to step up the customer service game? Let’s be honest – there is no one size fits all solution for this, but there surely are some horizontal truths to making customer service more powerful in any business.

That’s why today I’m introducing you to the Imagicle Virtual Receptionist, one of the products released with the Imagicle Summer Release ’24. It’s the digital twin of human receptionist that connects customers to the contact they’re looking for through AI-powered intuitive and natural voice interactions.

AI Virtual Receptionist, the first step towards the experience customers deserve.

Let’s get one thing straight from the beginning: if you’re worried about those frustrating automated voices that never seem to understand you and make talking to a human feel impossible, take a deep breath and relax.  We’re talking about something entirely different here.

Think of Virtual Receptionist as a new colleague for your receptionist team – it is eager to learn your tone of voice and improve the way it answers and transfers the call to right contact to make sure it provides the best experience possible, and you’re the one who has to teach it. Except that you can give it the voice and accent you prefer and it sounds human either way, and it doesn’t need breaks or time off, ensuring a 24/7/365 service.

So why you should hire Imagicle Virtual Receptionist?

• Reducing costs and optimize the number of receptionist. Save the costs associated with hiring and training a human receptionist, while also being able to adjust staffing levels according to demand.
• Eliminating waiting times – It gives customers the immediacythey’re looking for, because it answers call on ring number 1 every single time, any time of day.
• Ensuring 24/7 coverage and self service options, because it can answer quickly to all the questions you allow it to, while providing users with a parachute since it’s always possible to scale the phone call to a human receptionist. 
• Managing service peaks. It can back up your human receptionist when they’re overwhelmed, allowing them to focus on more complex tasks.
• Conversing in the preferred language of the caller. Say goodbye to language barriers—your new colleague can respond in six languages fluently.
  

Ready to explore Virtual Receptionist yourself?

Enjoy an interactive demo where you can browse Virtual Receptionist and see how each section of the product works.

Alright, now let’s jump into the main features of Imagicle Virtual Receptionist and see how it works firsthand!

No Waiting, No Office Hours—Quick Responses Anytime

As said before, Virtual Receptionist won’t allow customers to feel frustrated due to waiting times and can handle up to 10 calls simultaneously. In fact, if customers call looking for a busy contact or just need information, Virtual Receptionist will manage their inquiry, transfer to the right contact and notify missed calls via email to colleagues if needed.

Speak your customers’ language

International business know language barriers are hard to break. With Virtual Receptionist, customers get the privilege to speak their language and receive a localized service, as it speaks English, Italian, French, Spanish, German and Arabic (coming soon) even at the same time. 

A cohesive brand voice for all your channels, human like. 

When speaking to an AI receptionist, customers expect not only a human voice, but to recognize the brand they’re speaking to through the bot’s voice. Virtual Receptionist offers you a way to choose and keep a consistent brand voice across channels worldwide, unifying and improving customer experience. Your AI will communicate naturally, like a human receptionist, using Amazon’s transcription service for accuracy. For tricky words like last names, we use phonetic search to understand based on sound, ensuring clear communication even if the transcription isn’t perfect.

Customize FAQs and behaviours

One of the best features of Virtual Receptionist is its customizable nature. Through an easy to navigate interface, you can customize it to your business needs, making sure it not only understands what customer needs, but also that it provides answer to frequently asked questions for you, with the information you want it to provide to the caller. Moreover, you can set up Virtual Receptionist to be triggered on specific hours or events or even leave it always on, ensuring a 24/7/365 cover of your phone lines with a friendly, human voice. 

Now that you have a comprehensive understanding, are you eager to see it in action through a demo? Watch the video below, where our Virtual Receptionist, Grace, will handle the request of John Smith, the caller. 

Up and running in seconds, scalable to your needs.

The best part of Virtual Receptionist is how easy it is to set up. There’s no developer skills needed, the interface is intuitive, it can be activated in literal minutes, upsized according to your business needs, and integrated with . Keywords: fast, easy.

By accessing into the Imagicle UCX Platform, you’re just a few steps away from setting up your very own Imagicle Virtual Receptionist with ease:

• Start by choosing a name for your receptionist, then pick the language and voice type (male or female) you’d like it to have.
• You can decide on the greetings and farewells the VR will use to give your calls a warm touch.
• Set up different behaviours so your receptionist knows exactly how to handle various call scenarios.
• Easily import your contacts with a CSV file so the Virtual Receptionist can transfer calls to the right colleague.
• Upload an FAQ CSV file so your Virtual Receptionist is ready to answer specific questions like a pro.
  
  

Not only customer experience

Virtual Receptionist doesn’t only improve customer experience. It’s also able to reduce your teams’ workload and allow supervisors to make better decisions, faster.

When receptionists are overwhelmed with calls, on break, or out of office, a virtual twin can answer calls for them, reducing their workload and increasing their job satisfaction. 

On the other hand, thanks to Virtual Receptionist’s reporting capabilities, supervisors can focus on managing their teams, taking care of critical escalations, and improving strategies – while AI works for them, they have a clear view of how many calls were answered, transferred, received or made outside working hours and more. 

To conclude, getting lost in new trends, platforms, and needs is incredibly easy and gets overwhelming fast. Virtual Receptionist is nothing but the first step towards a future proof customer service, where speed, friendliness and and quality coexist. 

Want to see Virtual Receptionist in action?

Discover every feature of Virtual Receptionist and understand how it will help your business.