AI Call Handling for Offices
Let an AI agent capture caller info, create custom greetings, and organize messages—so you can finally get back to your real work.
You spend hours each week fielding calls, jotting notes in Outlook, and searching through old emails for details. As an office administrator or receptionist, the constant interruptions from the phone mean important work gets delayed, and mistakes slip through. Relying on sticky notes, shared inboxes, and memory leaves you exhausted and worried about missing something critical.
An AI agent that assists office admins and receptionists by capturing caller details, drafting greetings, and organizing messages automatically.
What this replaces
The hidden cost
What this is really costing you
In office administration, receptionists and switchboard operators lose up to 10 hours a week manually answering calls, logging messages in Outlook, and digging through shared drives for information. These repetitive tasks drain focus from higher-value work and increase the risk of errors. Using spreadsheets and handwritten notes to track calls often leads to missed details and frustrated callers. The cycle of interruptions makes it nearly impossible to stay organized.
Time wasted
10 hrs/week
Every week, burned on work an AI agent handles in minutes.
Money lost
$15,600/year
In salary, missed revenue, and operational drag — annually.
If you keep ignoring it
If you keep handling calls manually, you risk lost messages, angry callers, and increased staff turnover. Important follow-ups fall through the cracks, and your office appears unresponsive to both clients and colleagues.
Cost estimates derived from U.S. Bureau of Labor Statistics occupational wage data and O*NET task analysis.
Return on investment
The math speaks for itself
Today — without agent
10 hrs/week
of manual work
With your AI agent
1.5 hrs/week
agent-handled
You save
$13,260/year
every year, reinvested into growing your business
Estimates based on U.S. Bureau of Labor Statistics median salary data and O*NET task importance ratings from worker surveys. Time savings assume 80% automation of eligible task components.
Jobs your agent handles
What this agent does for you
Complete jobs, handled end-to-end — so your team focuses on what matters.
Taking Detailed Messages
You ask your agent to record and summarize a caller’s message for later follow-up.
Crafting Custom Greetings
You ask your agent to draft a personalized greeting for a VIP caller.
Providing Quick Information
You ask your agent to look up and relay office hours or department contacts to a caller.
Preparing Call Transfer Steps
You ask your agent to outline the best way to transfer a call to a specific team member.
How to hire your agent
Connect your tools
Link your scheduling, word processing, and office communication tools to streamline call handling.
Tell your agent what you need
Example: “Summarize this caller’s message and prepare a follow-up note for the manager.”
Agent gets it done
The agent delivers a neatly formatted message summary and follow-up instructions, ready to share or forward.
You doing it vs. your agent doing it
Agent skill set
What this agent knows how to do
Caller Details Capture
Records caller names, numbers, and reasons for calling directly from your phone system or VoIP logs, generating a summary for each interaction.
Custom Greeting Generation
Prepares tailored greeting scripts for new employees or special events, using templates in Google Docs.
Message Summarization
Condenses voicemail or call notes into clear summaries, ready for follow-up in Microsoft Teams or email.
Call Transfer Guidance
Creates step-by-step transfer instructions for specific departments, referencing your office directory in SharePoint.
Quick Information Lookup
Finds and relays answers to common caller questions, such as office hours or staff contacts, by searching your internal knowledge base.
AI Agent FAQ
No, the agent does not pick up calls itself. Instead, it assists you by capturing caller details, drafting greetings, and summarizing messages when you request help—so you stay in control of every interaction.
Yes, you can link the agent to Microsoft Outlook, Teams, and even your VoIP system via API. This allows it to pull caller info, draft messages, and share summaries where your team already works.
All information is encrypted in transit using TLS 1.3 and is never stored after your task is complete. Only the person who initiates a request can access the results, and audit logs are available for compliance.
Currently, the agent handles English-language calls and messages. Support for Spanish and French is in development and expected later this year.
Simply type your request in the UpAgents chat sidebar or connect via API from Microsoft Teams. For example, you can say, 'Summarize this caller's message and send it to HR.'
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Related tasks
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