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.

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4.9 stars | 31 reviews

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

UK receptionists

Calls are answered by professionals in the UK, with overflow support to ensure the fastest possible speed of answer.

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 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).

Hear a sample MyDiary call

Hear a sample call

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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

£30*

per month

Pay as you go

£1.00/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

£55*

per month

Includes 50 minutes

Excess: £1.00/minute*

Initial setup from £20 depending on complexity

Ideal for sole traders & small businesses with low call volumes

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MyDiary 100

£95*

per month

Includes 100 minutes

Excess: £1.00/minute*

Initial setup from £20 depending on complexity

Ideal if you average about 20 calls 1-3 minutes long each month

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MyDiary 200

£180*

per month

Includes 200 minutes

Excess: £1.00/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

£250*

per month

Includes 300 minutes

Excess: £1.00/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

£320*

per month

Includes 400 minutes

Excess: £1.00/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

£400*

per month

Includes 500 minutes

Excess: £1.00/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

£480*

per month

Includes 600 minutes

Excess: £1.00/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 700

£555*

per month

Includes 700 minutes

Excess: £1.00/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

£635*

per month

Includes 800 minutes

Excess: £1.00/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

£715*

per month

Includes 900 minutes

Excess: £1.00/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 1000

£795*

per month

Includes 1000 minutes

Excess: £1.00/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.

Other software we use

How it works

1 Set up within minutes 2 Customer calls you 3 We answer for you 4 We deliver your messages

Set up within minutes

Our instant activation and simple setup means our receptionists can be answering your calls within minutes. Simply tell us about your business, including how you’d like us to interact with your callers and handle any appointment changes, plus your message or call transfer contacts.

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, providing a seamless experience for your customers. We’ll handle bookings, postponements and cancellations via your preferred calendar or booking platform. Additionally, we’ll transfer selected calls or take messages as you wish.

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.

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.

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+ 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.

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FAQs

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 based in Basingstoke, Hampshire, and is a subsidiary of OfficeHQ, a global virtual reception company headquartered in Australia.

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!

How do I forward my calls to ReceptionHQ?

Forwarding your business phone calls to ReceptionHQ is easy. To have our team of virtual receptionists answer your calls, simply:

Decide whether you wish to forward calls immediately to ReceptionHQ (the best solution for most businesses) or have delayed call forwarding.
Identify the call forwarding codes for your telecommunications provider. Most providers publish these codes on their websites.
Use the codes to enable call forwarding to the local or toll-free number you choose to have allocated to you (aka your Assigned DID).

For more information, check out our article Forwarding Inbound Calls to Our Team of Receptionists, which outlines:

Immediate and delayed call forwarding options
Specific instructions for forwarding from providers such as BT, EE, Virgin Media, Vodafone and others.

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.

Are calls answered within the United Kingdom?

Yes. ReceptionHQ’s team of receptionists based in the United Kingdom answer the majority of calls for our UK clients during standard office hours, with overflow support available from our teams in Australia and the US. Calls are always answered by our team in the UK whenever possible, however calls overflow to Australia or the US after hours and during unforeseen peaks in call volumes. This enables us to provide 24/7 coverage for businesses that need it and ensure calls are always answered as fast as possible.

Are you able to book appointments for 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.

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

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

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Trusted by more than 25,000 businesses

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Want to try our telephone 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.

Start your free trial

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.

Start your free trial

What does the free trial include?

Our free trial is based on our MyReceptionist service, with remote receptionists able to take messages and transfer calls based on your availability settings.