Inbound Agent
The same rules on your web forms and inbox, so a web lead is qualified and booked the way a caller is.
See Inbound AgentAI phone answering and booking agent. Your calls, answered.
Webaroo's Voice Agent is an AI agent on your phone line and your website chat. It picks up on the first ring, books into your calendar, takes intake, and brings a person in when your rules say so.
Ask Roo: Could an AI agent answer our calls and book into our calendar?
Phone line / Rulebook / Calendar / Front desk
- Built for
- Patient access and scheduling desks, contractor and field service offices, insurance claims lines, and front desks that lose calls to voicemail
- Time to live
- Timeline quoted on a call
- How it is priced
- A fixed fee for a defined scope, quoted on a call, then a monthly Run plan from go-live. No hourly billing.
- Pairs with
- Inbound Agent, Knowledge Agent, Workflow Agent
Every call picked up. Every outcome logged.
It speaks in your tone, knows your hours and services, and follows the rules you set. When a call needs a person, the person gets the whole story.
Picked up on the first ring
Day, night, weekend, lunch hour. The agent speaks in your tone, knows your hours and services, and follows the rules you set.
Caller “Can a technician look at our rooftop unit today?”
Booked into the calendar you already use
It reads live openings from the scheduling tool you already run and confirms a time while the caller is still on the line.
Caller “The earliest slot after 3 PM on Tuesday, please.”
Intake captured the same way every time
Name, reason, address, insurance, photos by text if you need them. Every record lands in the same fields in your CRM or practice system.
Caller “The unit is on the roof of our Main Street store. I can text a photo.”
Passed to a person with the whole story
When a question is outside the rules, the agent brings a human in with the transcript and a one-paragraph summary. The caller never repeats themselves.
Caller “I need to talk to someone about a charge on my last invoice.”
Every call on the record
Transcripts, summaries, and outcomes sit where your team can search them. Anyone on your team can flag a call. We turn each flag into a rule change.
Caller “Someone told me last week the warranty covers this. Can you check?”
Examples are illustrative
What ships, and what we keep running.
The agent is the part your callers hear. A written rulebook, the rules your team approves, says what it may handle on its own, and the review queue and the monthly operation keep it right as your business changes.
You get
Delivered by go-live.
- One agent on your phone number and your website chat, set up with your hours, services, and rules
- Connections to your calendar and your CRM or practice management system, so bookings and intake land where your team already works
- A written rulebook of what the agent may handle on its own and what always goes to a person
- A review queue for the first live weeks, where your team grades every call
- A report: calls answered, bookings made, intake captured, handoffs and why
We run
Every month, for as long as it is live.
- Monitoring on the line, with alerts when the answer rate or the handoff rate drifts
- Rule and script updates when your hours, services, or staff change
- A pass through handoffs and flagged calls, with each miss turned into a rule change
- Model and integration updates, with nothing new switched on until your rulebook allows it
- Caller asked for a Saturday windowAgent offered Monday. Corrected: Saturday 8 to 12 is bookable.Corrected
- Rooftop unit not cooling at a storeBooked tomorrow 8 to 10 from the dispatch board. Approved.Approved
- Question about a charge on an invoiceSent to the office with the transcript. Handoff.Handoff
Kickoff to live.
It takes the overflow first and the whole line only after your team has graded its calls.
Step 1
Load the business
We write the rulebook with you: hours, services, what it may book, what it must hand off. We connect the calendar and the CRM.
Step 2
Overflow and after hours
The agent takes the calls your team misses: overflow, lunch, nights, weekends. Your team grades every call in the review queue.
Step 3
Take the line
The agent answers first on every call and transfers to your team when the rules say so. Monthly operation starts.
After go-live
Review queue open
A review queue for the first live weeks, where your team grades every call.
How it is priced
Voice Agent is a fixed fee for a defined scope, quoted on a call. After go-live, our support and maintenance team runs it on a monthly Run plan. No hourly billing.
Where a call leads next, and what picks it up.
The phone is usually the first build. Each of these picks up work a call starts: the web lead, the policy question, the next step.
Knowledge Agent
Callers ask about policies, warranties, or prep instructions. With Knowledge Agent behind it, the agent answers from your documents, and your team sees which document each answer came from.
See Knowledge AgentWorkflow Agent
A booked call starts the next steps: a work order, a deposit request, a reminder sequence.
See Workflow AgentOne call, start to finish.
One agent, three phone lines. Pick one and follow a single call through Request, Knowledge, Action, and Handoff.
Caller
Can I get the first morning slot with someone who takes my plan?
Agent
Yes. Thursday at 9:20 is open with a provider who takes your plan. Can I verify your date of birth and hold it for you?
01Request
A new patient calls at 7:40
The desk at one clinic of a multi-site physician group opens at 8:00. The agent answers, hears what she needs, and looks for the first morning slot with a provider who takes her plan.
02Knowledge
It knows the schedule and the clinic's rules
It reads open slots, which providers take her plan, and the new patient visit length from the practice system. The clinic's handoff list says medication questions go to the nurse.
03Action
It books Thursday at 9:20
The visit is written into the practice system, and the intake link goes out by text before the call ends.
04Handoff
Clinical questions go to clinicians
She asks whether to stop a medication before the visit. The agent says the nurse will answer that, logs the question for the nurse, and gives a callback window.
Caller
This is the site super at the Maple Street job. We need the drywall delivery pushed to Thursday morning.
Agent
Got it. I will log the change to Thursday morning for Maple Street and send it to your project manager for sign-off.
01Request
A super calls before the office opens
Crews start at 7. The office does not. The agent answers, matches the caller to the project, and hears what needs to change.
02Knowledge
It knows the project and who decides
Project names, the delivery schedule, and the rule that every change order goes to the PM come from the job list and the rulebook you wrote.
03Action
It logs the change where the PM will see it
The delivery change becomes a task on the project with the caller, the time, and the ask. The PM gets a text.
04Handoff
Money decisions stay with people
The question about extra framing is a change order. The agent does not quote it. It hands the PM the transcript, and the super gets a callback window.
Caller
A sprinkler line burst in our warehouse overnight. I need to report it.
Agent
I can take the first report now. What is the policy number, and when did your team find the water?
01Request
A facilities manager calls at 6:05
Water from a burst sprinkler line is on the warehouse floor, and the claims desk opens at 8. The agent answers, matches the caller to the policy, and takes the first notice of loss.
02Knowledge
It knows the policy and the claim rules
The policy status comes from the policy system. The carrier's written claim rules say which losses go to which desk and how soon an adjuster calls back.
03Action
It logs the claim and books the callback
The first notice of loss is written to the claims system with the caller, the time and the loss. A photo link goes out by text, and an adjuster callback is booked for 9 AM.
04Handoff
Coverage questions go to the adjuster
The caller asks whether the stock on the floor is covered. The agent says the adjuster will answer that, logs the question with the transcript, and confirms the callback time.
Built for front desks, and the calls they miss.
Patient access and scheduling desks, contractor and field service offices, insurance claims lines, and front desks that lose calls to voicemail.
Industries
- Healthcare operationsPrior authorizations tracked. Intake ready before the visit.
- Construction and field servicesThe paperwork keeps up with the job.
- InsuranceThe underwriter gets a clean file, not an inbox.
- Hospitality and luxuryEvery request taken, day or night. Your team keeps it personal.
- Retail and ecommerceEvery question answered before the shopper leaves.
Playbooks
- AI for clinicsNew patient calls, reschedules, and refill requests arrive while the desk is checking people in, so the desk answers the room and the phone goes to voicemail.
- Appointment booking agentsThe front desk cannot answer the phone, check people in, and keep the schedule full at the same time, so booking calls go to voicemail and open slots stay open.
- AI phone and chat agentsThe phone rings while the one person at the desk is checking in a guest, and the call goes to voicemail.
Asked before every kickoff. Answered in plain words.
If yours is not here, ask it on the 15-minute call.
Webaroo's Voice Agent answers your phone line and your website chat, books appointments into the calendar you already use, collects intake details, brings a person in when your rules say so, and logs every conversation where your team can review it.
Voice Agent is a fixed fee for a defined scope, quoted on a call. After go-live, our support and maintenance team runs it on a monthly Run plan. There is no hourly billing.
Why we don't bill by the hourThe agent brings a person in with the transcript and a short summary, or logs the question and gives a callback window if nobody is free. You decide which topics always go to a human, such as clinical questions, pricing a change order, or complaints.
It connects to your scheduling tool and to your CRM or practice management system, so bookings and intake land where your team already works. We confirm on the first call which of your systems it can connect to, and we build those connections first.
Yes. The agent tells callers it is an AI assistant for your business and puts a person on the line when the caller asks. We write the greeting with you and change it whenever you ask, and the AI disclosure stays in it.
No. It starts with the calls your team misses: overflow, lunch, nights and weekends. Your team grades every call in the review queue before it answers first on every call.
Start with the calls you miss. A straight answer first.
For a business that misses calls, Voice Agent is a natural first build.
Book 15 minutes with Connor