Virtual receptionists for appointment booking

On a MyDiary plan, virtual receptionists can schedule appointments and handle general diary management, including cancellations and waitlists, using your preferred calendar or appointment booking software.


We go above and beyond to make your callers feel valued and fully assist them

UK receptionists

The majority of our receptionists are in the United Kingdom, to ensure a true representation of your business.

24/7 live call answering

We operate all day, every day, so we can answer your calls around the clock if you turn on after-hours live answering.

Appointment Icon

Appointment bookings

Appointment bookings, cancellations and general diary management – in the tool of your choice.

Custom call scripting

Calls are answered with your customised script to ensure your callers receive a consistent experience.

Screening & transfers

Call screening and transfer options for unlimited staff or departments, so you only take the most important calls.

No lock-in contract

Month-to-month subscriptions and no cancellation fees mean flexibility to scale up (or down) as needs change.


Let us manage your calls so you can manage your business

You can easily manage the receptionist’s greeting, responses to FAQs, instructions for appointment scheduling and diary management, call transfer availability and message preferences in real-time, plus add additional staff of departments as contacts for transfers or messages, using our online client portal or mobile app (iPhone and Android).

MyDiary packages

Perfect when you need appointments booked


Small

Up to 100 minutes per month

Medium

Up to 400 minutes per month

Large

Up to 700 minutes per month

Extra Large

Up to 1000 minutes per month

Enterprise

Custom plans

MyDiary
£25*

per month

Pay as you go

£0.85/minute*

Initial setup from £20 depending on complexity

A great starting package if your call lengths or volumes are unknown

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MyDiary 50
£50*

per month

Includes 50 minutes

Excess: £0.80/minute*

Initial setup from £20 depending on complexity

Ideal for sole traders & small businesses with low call volumes

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MyDiary 200
£160*

per month

Includes 200 minutes

Excess: £0.80/minute*

Initial setup from £20 depending on complexity

Ideal if you average about 40 calls 1-3 minutes long each month

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MyDiary 300
£225*

per month

Includes 300 minutes

Excess: £0.80/minute*

Initial setup from £20 depending on complexity

Ideal if you average about 60 calls 1-3 minutes long each month

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MyDiary 400
£290*

per month

Includes 400 minutes

Excess: £0.80/minute*

Initial setup from £20 depending on complexity

Ideal if you average about 80 calls 1-3 minutes long each month

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MyDiary 500
£360*

per month

Includes 500 minutes

Excess: £0.80/minute*

Initial setup from £20 depending on complexity

Perfect for many medium to large businesses in the the United Kingdom

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MyDiary 600
£432*

per month

Includes 600 minutes

Excess: £0.80/minute*

Initial setup from £20 depending on complexity

Perfect for many medium to large businesses in the the United Kingdom

Enquire now
MyDiary 700
£504*

per month

Includes 700 minutes

Excess: £0.80/minute*

Initial setup from £20 depending on complexity

Perfect for many medium to large businesses in the the United Kingdom

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MyDiary 800
£576*

per month

Includes 800 minutes

Excess: £0.80/minute*

Initial setup from £20 depending on complexity

Ideal if a significant amount of time is typically spent with each caller

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MyDiary 900
£648*

per month

Includes 900 minutes

Excess: £0.80/minute*

Initial setup from £20 depending on complexity

Ideal if a significant amount of time is typically spent with each caller

Enquire now
MyDiary 1000
£720*

per month

Includes 1000 minutes

Excess: £0.80/minute*

Initial setup from £20 depending on complexity

Ideal if a significant amount of time is typically spent with each caller

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Higher volume plan
Custom package

If you’re needing an appointment scheduling and diary management call answering service that caters for more than 1,000 minutes per month, then you’ll want to ask about our high-volume discounts

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* Plus VAT. Refer to Terms & Conditions.


Your tools are our tools

We will use your preferred calendar (or practice management software for healthcare industry businesses) to add new clients/patients, schedule appointments and handle scheduling changes or appointment cancellations. We support other tools also, including CRMs and customer service software.


How it works

Bundle your MyDiary service

+ Voicemail to email

Have voicemails instantly emailed to you, on numbers not live answered, to ensure no important communications are ever missed.

+ Phone numbers

Add multiple additional local numbers or a national 0800 number to the free local number you receive with your live call answering package.

FAQs

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.

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.

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! 

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.

Yes, we have a dedicated team of highly experienced receptionists who can book appointments for you. The MyDiary service is ideal for professionals who depend on appointments being made and managed while they are focused on their clients.  Our receptionists can schedule and reschedule appointments, manage cancellations and even take payments in your preferred software.  We support a large number of third-party appointment booking tools and CRMs.  Please contact us for more information.

Yes, we are able to transfer calls to any staff member on any phone (landline or mobile).  With our innovative software, we can record availability preferences for each staff member and only transfer when requested.  Individual details can be updated at any time via our online client portal or mobile application.

We pride ourselves in offering ‘warm transfers’, that is, callers are always announced to you before the transfer takes place.  If you’re unavailable, or if you don’t answer the call, our receptionist will go back to your caller, let them know you’re unavailable, take a message then forward it to you.

We do not blind transfer calls (transfer unannounced) unless you request this.

Yes, messages can be sent to multiple email addresses and mobile numbers – it’s your choice.  We can also attempt to transfer calls to multiple people in sequential order.  How your calls are managed can be updated instantly via your ReceptionHQ online client portal or mobile application at any time.

Yes.  Each staff member and/or department can set their own availability status and decide whether to have their calls transferred or a message taken.  All settings can be updated individually and instantly via the ReceptionHQ client portal or mobile application.

Yes.  We are able to answer basic questions such as your location, directions to premises, fax number, website, pricing and other general questions. Depending on your plan, you can provide us with detailed call scripts or answers to FAQs to assist your callers.  Just let us know your needs and we’ll set up your account according to your preferred process.

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.

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.

Not at all.  Most clients already have an existing phone number which they want to continue advertising. If you already have a number, simply forward calls from your existing phone number to the unique number we provide.  We can work with any existing scenario, just ask.

What our customers love

We don’t have to worry about missed calls or the impact of this on our day-to-day business.
Lainton Services
I have complete confidence in ReceptionHQ answering and transferring all our calls. I know they will be answered professionally.
Salon Aquaflow
We chose ReceptionHQ initially as they were able to source a telephone number that matched the district our office is based in.
Kabo Creative Limited
It’s extremely reassuring knowing we’ll never miss an important call or potential appointment, and at a very affordable price.
We Clean Any Home
The calls are professionally answered using our script, and the message is sent to us in both an email and text message.
Bobi Vikor, RentSelect
Helpful and friendly staff offering a professional service. Can highly recommend.
Paul Werner, Denture Clinics
Clients appreciate the quick call responsiveness they’re receiving, which can be difficult to manage [in-house] due to the peaks and troughs in call volume.
Scott McSwan, WorkLegal
The investment in having a dedicated phone answering service which operates 24/7 is invaluable.
Frank Walmsley, Capital Commercial Business Sales
It’s been an extremely cost-effective way of ensuring all of our customers’ calls are answered and queries passed on efficiently.
Callex Communications Specialists

Trusted by more than 25,000 businesses


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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.

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.

What does the free trial include?

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.

MyDiary

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