Tell us about your business, your preferred greeting and how you’d like us to interact with your callers. Then simply confirm who should receive messages or, depending on your plan, call transfers when they’re available.
Customer calls you
By forwarding your business phone to the unique number we provide, we’ll know when an incoming call is for you. You’ll have flexibility to send all calls to us or only unanswered calls.
We answer for you
Our friendly and professional UK-based receptionists will answer your business calls with your preferred greeting, 24/7 if you wish. Depending on your plan, we can take messages, transfer selected calls, answer FAQs, submit leads into your CRM, take orders, process payments, schedule your appointments and more.
We deliver your messages
After each call you’ll immediately receive a message by email, SMS or both (as chosen by you) including details such as the caller’s name, phone number and, of course, the reason for their call.
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Why should I get a live call answering service?
Many callers hang up when their call goes to voicemail, so you can miss out on vital conversations or leads. Ensuring your calls are answered by a live person, increases customer satisfaction, builds loyalty and improves your opportunity to create a rapport and obtain caller details.
Live call answering also allows you to screen calls, as you can advise your receptionist to transfer or take messages for only those call types you wish to receive. Once answered, you can see each message as it’s taken and prioritise who you will call back first.
Live call answering increases revenue through better customer connections, reduces costs as you’re not paying for a full time receptionist and helps you to be more efficient with your time.
Where is ReceptionHQ based?
ReceptionHQ is a subsidiary of OfficeHQ, a global virtual reception company headquartered in Australia.
ReceptionHQ receptionists are on-shore and based in the UK, so important details such as language, accents and tone naturally complement your business. While the majority of calls during standard office hours are answered locally by these UK-based receptionists, our team in Australia answers after-hours calls to provide 24/7 coverage for businesses that need it and also assisting during periods of peak demand.
Can you prevent me from missing calls?
Yes, our receptionist can answer calls you’d usually miss. You may be on another call or simply unable to answer because you’re busy at the time. Our receptionists will take a detailed message and send to you instantly by email or SMS. Many clients who subscribe to our service are surprised when they learn how many calls they’d been missing prior to having their calls answered by ReceptionHQ.
Are you able to answer just some of our calls?
Yes. This is referred to as “call overflow”.
A lot of companies require their phone calls to be answered only when they are unable to take the call themselves. For example, if you step out of the office for an hour or your in-house receptionist goes to lunch, is on leave or is busy on another call and you have multiple calls coming in at the one time.
You can set your business phone number to divert (to the unique local phone number we allocate your business during the Free Trial setup process) only when the phone rings for more than a specified period (such as after 5 rings) or if your line is busy/engaged.
In such instances our receptionists will then answer the phone as if we were in your office. You’re always in control and can relax knowing you will never miss another important call again!
Do you offer a 24/7 live call answering service?
Yes. Our receptionists are available 24/7 and you can opt-in to receive after hours live call answering on any ReceptionHQ subscription.
Without after-hours call answering turned on, our receptionists will answer your calls between 8:00am and 6:00pm on weekdays. Outside of these standard business hours, calls will then go to voicemail and your voicemail message recordings will be emailed to you.
If you need after-hours call answering, please let us know when you sign up or contact us.
Can I sign-up for short-term call answering, eg. a day, week or month?
Yes, you are able to use our service for an hour, a day, a week, whenever you need our assistance. Many clients use our live call answering for short-term needs, for example, when their own in-house receptionist is at lunch, sick or on annual leave. Some clients use the service during their busy periods only, as call overflow or for campaigns. Our live call answering service is like having a casual receptionist who is always available. It’s reliable and risk-free, as you only pay for what you use.
If you prefer to use our service seasonally, you can take advantage of our pause package.
Is there a contract or lengthy agreement?
ReceptionHQ offers a month-to-month agreement, which can be cancelled by giving us at least three days’ notice prior to your monthly renewal date.
Can I sign up for a live call answering service only?
When can I start using the call answering service and how long does it take to set up?
Set up can take as little as a few minutes. For a MessageExpress or MyReceptionist service, you can start using the service almost instantly. Simply set up an account yourself, using the free trial webform or have our customer service team do this for you. Either way, it only takes a few minutes to get started. Once your account is set up, you simply need to forward your phone line to us and we’ll start answering your calls.
If you’re interested in a MyAssistant or MyDiary plan, a short setup may be required, depending on complexity, to train our receptionists on your preferred software, business information or webforms. Please contact us to find out more.
How do I know which plan size to choose?
If you start with the virtual reception free trial, it gives you an opportunity to understand what call volume or duration you should select ongoing. Once you’ve selected your plan, you can upgrade or downgrade at any time without penalty. To help give you confidence you are on the correct plan, you will be provided with an online client portal and mobile application, which allows you to track your usage in real time. You’ll be able to see every incoming call by day and time, the messages received, where they were sent and whether any calls were transferred.
Can I cancel my service at any time with no fees?
Yes. We don’t have a minimum contract term and you may cancel your service at any time without penalty. We simply ask for you to let us know three days prior to your billing renewal date. If you want to keep your account available, but stop using it for a while, we also have a pause option. Just speak to our friendly team for more information.
Can I upgrade or downgrade my subscription anytime?
Yes, you have the flexibility to upgrade or downgrade at any time to a more suitable subscription that meets your requirements and budget. For example, you can change the number of calls being answered by ReceptionHQ or you can change the type of package you have subscribed to. There’s no cost to change plans. We want you to feel comfortable you are on the right plan for your usage.
How do I pay for my services?
Our services are paid for in advance, with the preferred method of payment being direct debit via credit card (AMEX, Mastercard and Visa). All invoices are sent to your nominated email address, as well as made available to be viewed or printed from your online client portal.
Is the live call answering free trial really free?
The live call answering free trial is based on the MyReceptionist service and is completely free. We don’t require a credit card and it can be cancelled at any time. When you sign up for a free trial, you’ll be allocated a local phone number to divert your calls to as well as gain instant access to a client portal and mobile application to manage your service. At the end of the trial, you can simply add a credit card to continue, or stop using the service if you’d rather not continue with the service. There is no obligation at all.
Do I receive a local telephone number with my subscription?
Yes, we allocate an exclusive phone number to each client so our receptionists know which business the incoming call is for. If you have an existing phone number, simply forward your calls to the number we provide. Through your telephone provider you have the option to forward all calls, or have calls only come to us when you’re busy or there’s no answer. We’ll answer as many or as few calls as you need.
Find out more
Have questions? Please fill in your details and we’ll be in touch.
Want to try our call answering services for free?
Put the United Kingdom’s leading virtual receptionist solution to the test! We’re ready to answer your phone FREE for 7 days.
Our free trial is based on our MyReceptionist service, with UK-based receptionists able to take messages and transfer calls based on your availability settings.
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