Messages and triage · Autessa AI Receptionist
Message taking
Autessa AI Receptionist takes a message on every call: the caller's name, company, callback number, email, the reason in one sentence, and their message in their own words. The AI receptionist saves it as soon as it knows the reason, so a caller who hangs up early still leaves a complete note.
The problem it solves
"Someone called, didn't leave a name"
Voicemails are skipped, sticky notes get lost, and half the time the callback number is wrong. A good message has who, how to reach them and why, written down while the caller is still on the line. The receptionist writes exactly that, for every call, in the same shape.
What you get
- Every message has name, company, callback number, email, reason and the caller's own words.
- The callback number defaults to the number they called from; the receptionist checks if a different one is better.
- Email addresses are spelled back to the caller before they are saved.
- The message is saved as soon as the reason is known, then once more at the end only if something new came up.
- It records whether they want a call back and whether they agreed to texts.
- It records what the receptionist did: took a message, texted a booking link, put the call through, or no action.
- Nothing is invented: if a caller did not give a name or email, the field stays empty.
How it works
How does message taking work?
Collect the essentials
Name, company and reason, one short question at a time, only for what is missing.
Save the message early
The moment the reason is clear, the message is saved, because people hang up.
Add the details
A better callback number, an email (spelled back), what they want to happen next.
Update once at the end
If anything new came up, the message is updated a second and final time.
It shows up in your inbox
The message appears in Calls and messages with a category, and a second review tidies it from the transcript.
Every option
What every message captures
| Option | What it does |
|---|---|
| Caller name | As given by the caller. Never invented. |
| Company | If they are calling for a company. |
| Call back on | Defaults to the number they called from. |
| Spelled back to the caller before saving. | |
| Why they called | One sentence. |
| Message | What they want your team to know, in their own words. |
| Wants a call back | Yes when they asked for one. |
| Agreed to texts | Yes when they said yes to your consent wording. |
| Receptionist did | "Took a message", "Texted booking link", "Put through" or "No action". |
| When it is saved | As soon as the reason is known, and at most once more at the end. |
Permissions
Who can do what?
| Who | Can |
|---|---|
| Callers | Leave a message with their details and reason. |
| Anyone the app is shared with | Read messages, mark them handled or reopen them, and assign them to a teammate. |
What the AI does
How the receptionist handles it
The receptionist decides when it has enough to save, writes the reason as one clear sentence, and keeps the caller's words for the message. After the call, a second AI review rewrites the summary from the transcript, never inventing a name, email or number.
Connected
How it connects to everything else
Questions
Questions about message taking
Does the AI receptionist take messages?
Yes, on every call. Each message has the caller's name, company, callback number, email, the reason and their own words, plus what the receptionist did on the call.
What if the caller hangs up halfway?
The message is saved as soon as the receptionist knows the reason, so an early hang-up still leaves a useful note.
Will it make up details it did not hear?
No. If a caller did not give a name, email or number, the field stays empty. The after-call review is told the same rule.
How does a message reach the right person?
Each message is assigned to the teammate whose topic it is in the team directory, shown in the "For" column, and important ones appear in the morning summary. Urgent calls also send an alert right away. You can also ask an Autessa agent to call or email the caller back.
100% customizable, code and all
Make Autessa AI Receptionist fully your own.
Use it out of the box, then change anything. Ask Autobot, Autessa’s AI builder, for a new field, screen, report, workflow or agent and it builds it into your copy of the app. Or open the code and edit it yourself. Nothing is locked: the app, its data and its code are yours.
Start free and make it yours