The workshop’s phone, answered without coming out from under the car.
It takes the calls while your technicians are under a car: the booking for a service, the eleven o’clock “is it ready yet?” and the customer who wants to know how much it is going to cost. It confirms which car it is and its registration from the record, and it does not offer a time if no bay is free.
What happened on the phone
Example workshop · 3 technicians
The agent checks the registration against what is in the record. If the customer has two cars, it asks which one they are bringing in before giving a time.
A day on the phone
Four calls that pull you out from under a car
In a workshop, the phone rings when everyone’s hands are full. These four come in every morning.
“Is the car ready yet?”
The most frequent call a workshop gets, and the one that interrupts the most repairs. If you have connected the status of your work orders, the agent looks it up there and then and tells the customer. If not, it takes note and opens a request with an assignee and a committed date, so that nobody finds out three days later.
A service appointment
The customer calls to bring the car in. The agent recognises them by their number, looks at the vehicles in their record and confirms which one they are bringing, reading the registration aloud. The service takes as long as it takes, and the time it offers has a technician and a bay behind it.
“It’s making a strange noise”
What the customer says is written down in their own words, not half-summarised on a sticky note. The repair is opened with its priority and its deadline, and the technician reads what they said before touching the car.
No bay, no slot
Lifts and bays are booked as resources. If they are all taken at that time, the agent does not offer it, however much the caller insists. When a time frees up, it becomes a slot again and the next person who calls can take it.
What changes
Four things change from the first call
On the call, in what you then see in the panel, in what you decide when you set it up and in what the law requires of you.
On the call
It recognises the customer by their number, looks at the vehicles in their record and confirms the car and the registration aloud before giving a time. It books, changes and cancels appointments on the real calendar and only offers times with a free technician and bay. It says registrations letter by letter and phone numbers digit by digit, and if someone talks over it, it stops talking. When someone asks for a person, it transfers the call to whoever is accepting calls at that moment.
In the panel
Every call is transcribed turn by turn, with what the agent looked up and how long it took to answer. The calendar has one column per technician, and lifts and bays are booked separately, as resources. Anything not resolved on the call lands in the requests inbox, with an assignee and a committed date set by the system: four hours if it is urgent, twenty-four if it is high, seventy-two if it is normal and seven days if it is low.
When you set it up
The agent is test-run before it is published, and the panel shows the list of what it still needs before it can take real calls. The voice can be that of your reception, cloned from ten or twelve seconds of recording and with their express consent. For each piece of data that comes from your workshop software, you decide what the agent does with it: says it, says it only if asked, confirms the last four digits, uses it for identification or never shares it.
What the law requires
An announcement says, as soon as the call is answered, that an artificial intelligence is answering, and it cannot be removed. Recording is off by default, and recording does not start if that notice has not played. You choose how long transcripts are kept, between seven days and three years. There are five access roles, anyone who only views sees sensitive data masked, and every time someone listens to a recording it is logged.
Tuesday morning
Bay 2 · Lift · Javier Ruiz
The bay and the lift are resources with their own hours, just as the technician has theirs. If either is missing, that time does not exist for the agent.
An example call
An appointment with two cars in the record
This is what a customer hears through the earpiece and what is left in writing when they hang up.
Good morning, you’ve called the workshop. You’re speaking to an automated assistant: I’m telling you this because the EU AI Act requires it. How can I help you?
Good morning. I wanted to bring the car in for its service.
Of course. I have two cars in your record: a Seat León, registration 1234 ABC, and a Renault Clio, 5678 BCD. Which one are you bringing in?
The León.
The sixty-thousand-kilometre service takes two hours on a lift. I can offer you Tuesday the 15th at nine or Thursday the 17th at half past eleven. Which suits you better?
Tuesday.
Booked: Tuesday the 15th at nine, Seat León 1234 ABC, with Javier in bay 2. I’ll send you the link in case you need to cancel it.
What was written down without anyone typing it:
Dialogue re-created for this page, with made-up names and registration numbers. It is not the recording of any real call.
What your team sees
The panel, in a workshop’s words
Customers, technicians and repairs. Both screenshots are of the panel exactly as it is delivered.
The requests inbox
Every message the agent does not resolve stays here, with an assignee and a committed date. At the top, whatever is about to fall due.
The call, turn by turn
What the customer said, what the agent replied, how long each response took and what it looked up to answer. If the call was not recorded, it says so.
As standard
What a workshop finds already set up
It is in place from the first day and adjusts to your services, your technicians and your bays.
Lifts and bays as resources
Each bay and each lift has its own hours and is booked as well as the technician. Without a free bay, that time is not offered over the phone.
Technicians with their own hours
Each technician has their hours, their specialities and their days off, and the calendar shows one column for each of them.
Customer record with their vehicles
Make, model and registration number of each car. The agent reads them from the record and confirms which one is coming in before giving a time, and if the customer is new, the record is created automatically.
Repairs and messages with deadlines
Anything not resolved on the call becomes a request with an assignee and a committed date: four hours if it is urgent, twenty-four if it is high, seventy-two if it is normal and seven days if it is low.
Services with their price
Each appointment takes the price the service had on the day it was booked and keeps it even if your prices go up later.
Payments and payment links
The agent sends payment links and takes card payments during the call. Only the last four digits of the card are stored.
Frequently asked questions
What workshops ask
Four answers to have before you sit down to watch a demo.
How does it know which car they are talking about?
From the customer record, which holds their vehicles with make, model and registration number. The agent recognises the number they are calling from, reads the cars in the record and, if there is more than one, asks which one they are bringing in and confirms it aloud before giving a time. If the customer is new, the record is created automatically with what they tell it.
Can it give a time if there is no free bay or lift?
No. Bays and lifts are set up as resources with their own hours, and an appointment needs a technician and a resource at the same time. If either is missing, that time is not offered even if it is asked for. Your team can place it from the panel, and it is recorded for what it is.
Can it say what a repair is going to cost?
It gives the price of the services you have on your price list, with the exact amount. It does not make up what is not priced: it takes note of what the customer says and opens a request with an assignee and a committed date so that someone calls them back with the quote.
Can it take payment over the phone?
It sends payment links and takes card payments during the call, and the payment appears in the panel with its description and status. Only the last four digits of the card are stored, and your payment gateway credentials live in a vault and never go back to the browser.
Try it with your services and your bays
We take your services with their length and price, each technician’s timetable, the bays and the lifts, and we show you the call made with that. For the demo you do not need to send us any customer data.