{"id":28179,"date":"2020-05-13T17:14:19","date_gmt":"2020-05-14T00:14:19","guid":{"rendered":"https:\/\/birdeye.com\/blog\/?p=28179"},"modified":"2026-03-24T07:12:00","modified_gmt":"2026-03-24T14:12:00","slug":"virtual-receptionist-call-answering","status":"publish","type":"post","link":"https:\/\/birdeye.com\/blog\/virtual-receptionist-call-answering\/","title":{"rendered":"How to turn missed calls into opportunities with a virtual receptionist"},"content":{"rendered":"\n<p>A virtual receptionist helps businesses capture missed calls by answering, recording, and responding to callers automatically, often through voicemail transcription and instant text replies, so no customer inquiry is lost and every interaction can be followed up efficiently.<\/p>\n\n\n\n<p><strong>Summary<\/strong><\/p>\n\n\n\n<pre class=\"wp-block-preformatted\">Missed calls can directly impact revenue, with a significant percentage of callers never reaching out again. A virtual receptionist helps brands bridge this gap by ensuring every call is captured, responded to, and converted into a follow-up opportunity.<br><br>In this blog, we explore how virtual receptionists work, their key benefits, and how they help brands improve responsiveness and customer experience and <a href=\"https:\/\/birdeye.com\/blog\/winning-customer-engagement-strategy\/\">customer enagagement<\/a>. We also look at how platforms like Birdeye use an agentic approach to automate call handling, messaging, and follow-ups, turning missed calls into measurable business opportunities.<\/pre>\n\n\n\n<div class=\"wp-block-yoast-seo-table-of-contents yoast-table-of-contents\"><h2>Table of contents<\/h2><ul><li><a href=\"#h-what-is-a-virtual-receptionist\" data-level=\"2\">What is a virtual receptionist?<\/a><\/li><li><a href=\"#h-answer-calls-round-the-clock\" data-level=\"2\">Answer calls round the clock<\/a><\/li><li><a href=\"#h-understanding-the-power-of-receptionist\" data-level=\"2\">Understanding the power of Receptionist<\/a><\/li><li><a href=\"#h-turn-missed-calls-into-conversations-with-birdeye\" data-level=\"2\">Turn missed calls into conversations with Birdeye<\/a><\/li><\/ul><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-a-virtual-receptionist\">What is a virtual receptionist?<\/h2>\n\n\n\n<p>A virtual receptionist is a remote service or software that manages tasks such as answering calls, scheduling appointments, and providing customer support. It can be either human-operated or powered by AI with 24\/7 availability, helping businesses save money and manage communication without needing on-site staff. Common examples include automated phone menus and AI chat assistants.<br><\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img decoding=\"async\" width=\"354\" height=\"627\" src=\"https:\/\/birdeye.com\/blog\/wp-content\/uploads\/receoptionist-recording.png\" alt=\"receptionist recording\" class=\"wp-image-29149\" style=\"width:259px;height:459px\" srcset=\"https:\/\/birdeye.com\/blog\/wp-content\/uploads\/receoptionist-recording.png 354w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/receoptionist-recording-169x300.png 169w\" sizes=\"(max-width: 354px) 100vw, 354px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Setting up your Birdeye Receptionist<\/h2>\n\n\n\n<p>To start using <a href=\"https:\/\/support.birdeye.com\/activate-call-forwarding\/1205107-how-to-setup-birdeye-receptionist\">Birdeye Receptionist for your business<\/a>, follow these simple steps:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">1. Access settings<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Go to the \u2018Settings\u2019 tab in your Birdeye dashboard.<\/li>\n\n\n\n<li>Select \u2018Inbox\u2019 and click on the \u2018Receptionist\u2019 option to start customizing.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">2. Customize voicemail greeting<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Customize the voicemail greeting for all your business locations to ensure a professional and <a href=\"https:\/\/birdeye.com\/blog\/customer-experience\/\">consistent experience<\/a>. Click the &#8216;Personalize&#8217; button to make it unique.<\/li>\n\n\n\n<li>You can preview your greeting by clicking the \u2018Play\u2019 button.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">3. Create auto-reply text messages<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Set up an auto-reply text message that will automatically be sent to customers after they hang up. Personalize these messages using tokens for a more personalized experience.<\/li>\n<\/ul>\n\n\n\n<p>For a step-by-step guide on setting up the Birdeye Receptionist, you can watch the following video:<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe title=\"Set up Birdeye Receptionist\" width=\"810\" height=\"456\" src=\"https:\/\/www.youtube.com\/embed\/qveAyQXf22U?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Key features of Birdeye Receptionist<\/h3>\n\n\n\n<p>Birdeye Receptionist helps businesses stay connected with customers, manage missed calls efficiently, and improve communication without extra effort.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Automated Call Handling<\/strong>: If no one answers the phone, Birdeye Receptionist picks up the call and lets the caller leave a voicemail.<\/li>\n\n\n\n<li><strong>Voicemail Transcription<\/strong>: It automatically converts voicemails into text and sends them to your Birdeye Inbox so you can read and respond easily.<\/li>\n\n\n\n<li><strong>Instant Text Replies<\/strong>: After leaving a voicemail, callers get an automatic text confirming their message was received and that someone will get back to them soon.<\/li>\n\n\n\n<li><strong>Unified Messaging Inbox<\/strong>: All voicemails and transcriptions are stored in one place, making it easy for your team to manage and respond to messages.<\/li>\n\n\n\n<li><strong>Customizable Greetings and Responses<\/strong>: Businesses can personalize voicemail greetings and auto-reply texts to match their brand and make communication feel more natural.<\/li>\n\n\n\n<li><strong>24\/7 Availability<\/strong>: The receptionist works all day, every day, so you never miss an important call, even outside business hours.&nbsp;<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-answer-calls-round-the-clock\"><strong>Answer calls round the clock<\/strong><\/h2>\n\n\n\n<p>Let the Receptionist answer phone calls when you can not get to the phone. Robin, our <a href=\"https:\/\/birdeye.com\/blog\/website-chat\/\">AI chatbot<\/a>, can instantly answer frequently asked questions without you having to lift a finger. All of your missed calls and voicemail transcripts will be available in the unified inbox of <a href=\"https:\/\/birdeye.com\/messaging\/\">Birdeye Messaging AI<\/a>, so you can listen to the caller&#8217;s voicemail or read the transcripts at your convenience. Engage your callers by responding via text message from within Birdeye Messaging or give them a callback.<br><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"808\" src=\"https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Receptionist-Launch_Content-Image1-1024x808.png\" alt=\"receptionist message\" class=\"wp-image-30544\" srcset=\"https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Receptionist-Launch_Content-Image1-1024x808.png 1024w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Receptionist-Launch_Content-Image1-300x237.png 300w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Receptionist-Launch_Content-Image1-768x606.png 768w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Receptionist-Launch_Content-Image1-1536x1211.png 1536w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Receptionist-Launch_Content-Image1-810x639.png 810w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Receptionist-Launch_Content-Image1-1140x899.png 1140w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Receptionist-Launch_Content-Image1.png 1883w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-understanding-the-power-of-receptionist\">Understanding the power of Receptionist<\/h2>\n\n\n\n<p>Birdeye Receptionist does not only answer the phone for you &#8211; it also captures the caller\u2019s contact information, helps you answer questions automatically, and more.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-know-who-called-you\">Know who called you<\/h3>\n\n\n\n<p>See the calls you have missed by customer name and phone number. If you have interacted with this person before, you can see your prior conversation history before responding. Know the caller and have all of your communications stored in one spot.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large is-resized\"><img decoding=\"async\" width=\"1150\" height=\"824\" src=\"https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Missed-Calls-Mockup.png\" alt=\"\" class=\"wp-image-28187\" style=\"width:522px;height:373px\" srcset=\"https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Missed-Calls-Mockup.png 1150w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Missed-Calls-Mockup-300x215.png 300w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Missed-Calls-Mockup-1024x734.png 1024w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Missed-Calls-Mockup-768x550.png 768w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Missed-Calls-Mockup-810x580.png 810w, https:\/\/birdeye.com\/blog\/wp-content\/uploads\/Missed-Calls-Mockup-1140x817.png 1140w\" sizes=\"(max-width: 1150px) 100vw, 1150px\" \/><\/figure>\n<\/div>\n\n\n<h3 class=\"wp-block-heading\">Auto-answer questions<\/h3>\n\n\n\n<p>Our chatbot Robin engages the caller immediately. Robin can interpret the content of each voicemail and send relevant answers to frequently asked questions automatically. It also frees up your staff to respond to more complicated questions.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Text responses<\/h3>\n\n\n\n<p>Sometimes callers prefer to use text. With Receptionist, you can read the transcript of a voicemail or listen to the audio recording, then continue the conversation through text. Bonus: Our <a target=\"_blank\" rel=\"noreferrer noopener\" href=\"https:\/\/birdeye.com\/blog\/customer-messaging\/\">text message platform<\/a> also supports sending photos and attachments!<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Professional greeting<\/h3>\n\n\n\n<p>It&#8217;s important that your business is able to maintain its brand. Customizable voicemail greetings aim to do just that. Edit your voicemail greetings to match the voice and tone of your company and provide a consistent experience across all your businesses&#8217; virtual addresses.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Anytime, anywhere<\/h3>\n\n\n\n<p>Whether it&#8217;s on your desktop or mobile app, get notified immediately when you&#8217;ve missed a call. Listen, read, and respond to the missed call through your Birdeye dashboard or through the Birdeye mobile app.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Capture new leads with Birdeye Receptionist<\/h2>\n\n\n\n<p>Don&#8217;t let missed calls lose you any more business! Receptionist is here to help you turn your missed calls into new opportunities. Never miss out on another customer interaction, and make your customers feel valued every time. Head to our Interactions page to learn more about Receptionist and the <a href=\"https:\/\/birdeye.com\/blog\/introducing-teams-from-birdeye-interactions\/\">other features<\/a> that make Birdeye Interactions a must-have in order to grow your business.<\/p>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1742569834503\"><strong class=\"schema-faq-question\">What happens when the virtual receptionist answers my call?<\/strong> <p class=\"schema-faq-answer\">When you can\u2019t answer, a professional receptionist on phone greets the caller, encourages them to leave a message, and transcribes the voicemail. You\u2019ll receive the transcription and can respond via text or a callback.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1742569852872\"><strong class=\"schema-faq-question\">How does the virtual receptionist help me manage missed calls?<\/strong> <p class=\"schema-faq-answer\">The virtual receptionist captures missed calls, transcribes voicemails, and sends text responses to callers, helping you turn missed calls into opportunities.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1742569873295\"><strong class=\"schema-faq-question\">Can I customize the voicemail greeting?<\/strong> <p class=\"schema-faq-answer\">Yes, you can edit your voicemail greetings to match your company\u2019s tone and provide a consistent experience for your callers.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1742569891903\"><strong class=\"schema-faq-question\">Can I respond to calls via text?<\/strong> <p class=\"schema-faq-answer\">Yes, you can respond to voicemail transcriptions or missed calls through text, allowing you to engage with customers conveniently.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1742569910573\"><strong class=\"schema-faq-question\">Can the virtual receptionist automatically answer common questions?<\/strong> <p class=\"schema-faq-answer\">Yes, the virtual assistant can automatically respond to frequently asked questions, saving you time and allowing your staff to focus on more complex inquiries.<\/p> <\/div> <\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-turn-missed-calls-into-conversations-with-birdeye\">Turn missed calls into conversations with Birdeye<\/h2>\n\n\n\n<p>Missed calls are often lost opportunities, especially when customers don\u2019t try again. The challenge isn\u2019t just answering every call, it\u2019s ensuring every inquiry gets a timely response and moves forward.<\/p>\n\n\n\n<p>Birdeye, the #1 <strong>Agentic Marketing Platform<\/strong>, helps businesses capture and convert missed interactions by using AI agents to manage conversations across channels, without relying solely on phone-based support.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Messaging AI: Capture and respond to every opportunity<\/h4>\n\n\n\n<p>Birdeye <a href=\"https:\/\/birdeye.com\/messaging\/\">Messaging AI<\/a> helps you stay connected with customers even when calls go unanswered by shifting conversations to faster, more convenient channels like text and webchat.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Capture customer inquiries and continue conversations via text<\/li>\n\n\n\n<li>Centralize messages from multiple channels into one inbox<\/li>\n\n\n\n<li>Respond faster without switching between tools<\/li>\n<\/ul>\n\n\n\n<p>As message volume grows, Messaging AI agents assist by drafting contextual responses, prioritizing conversations, and helping your team respond efficiently, while maintaining full control through approval workflows.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Chatbot AI: Engage customers instantly<\/h4>\n\n\n\n<p>When customers reach out, speed matters. Birdeye <a href=\"https:\/\/birdeye.com\/webchat\/\">Chatbot AI <\/a>ensures that inquiries are acknowledged immediately, even outside business hours.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Automatically respond to common questions<\/li>\n\n\n\n<li>Engage website visitors in real time<\/li>\n\n\n\n<li>Reduce response delays and improve customer experience<\/li>\n<\/ul>\n\n\n\n<p>This helps ensure that customers always receive a response, even when your team is unavailable.<\/p>\n\n\n\n<p>Traditional systems stop at voicemails. Birdeye helps you extend every missed interaction into an ongoing conversation by combining messaging and automation.<\/p>\n\n\n\n<p>By moving beyond call-only systems, businesses can improve response times, reduce missed opportunities, and create a more seamless customer experience across channels.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Don\u2019t let missed calls turn into lost customers<\/h4>\n\n\n\n<p>Every missed call is a chance to connect, if you have the right system in place to follow up instantly and effectively.<\/p>\n\n\n\n<p>Want to see how you can capture more leads and respond faster without relying on phone calls alone? Click the banner below and watch a free demo to see how Birdeye helps you turn missed interactions into real business opportunities.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><a href=\"https:\/\/birdeye.com\/free-demo\/\"><img decoding=\"async\" src=\"https:\/\/birdeye.com\/blog\/wp-content\/uploads\/NEW-Watch-Demo-Regular.png\" alt=\"Watch demo\" class=\"wp-image-46282\"\/><\/a><\/figure>\n\n\n\n<p><gwmw style=\"display:none;\"><\/gwmw><\/p>\n","protected":false},"excerpt":{"rendered":"<p>A virtual receptionist helps businesses capture missed calls by answering, recording, and responding to callers automatically, often through voicemail transcription and instant text replies, so no customer inquiry is lost and every interaction can be followed up efficiently. Summary Missed calls can directly impact revenue, with a significant percentage of callers never reaching out again. [&hellip;]<\/p>\n","protected":false},"author":96,"featured_media":28492,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[8541],"tags":[],"class_list":["post-28179","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-messaging"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.5 (Yoast SEO v26.5) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Learn about virtual receptionist | Birdeye<\/title>\n<meta name=\"description\" content=\"Every missed phone call is a missed opportunity. Birdeye\u2019s Receptionist answers your calls for you when you can\u2019t get to the phone in time.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/birdeye.com\/blog\/wp-json\/wp\/v2\/posts\/28179\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to turn missed calls into opportunities with a virtual receptionist\" \/>\n<meta property=\"og:description\" content=\"Every missed phone call is a missed opportunity. 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