Case studies · Customer Operations · AI Receptionist

Customers went from waiting up to a day for a reply to booking in minutes

A message used to take 2 to 24 hours to reach the right person. We connected an AI receptionist to the live calendar, and customers now get an answer and book a time themselves, in minutes.

Customer Operations

Client

A business that needed receptionist coverage but could not add a staffed front-desk role.

By the numbers

What changed

Minutes

To answer a customer, down from 2 to 24 hours before a message reached the right person

Systems connected: ElevenLabs, Reception AI, Cal and Google Calendar

Time to answer a customer

Hours to minutes

Before2 to 24 hours
AfterMinutes

Aurenia engagement record, reported range before and after

From question to booked appointment

1
Customer gets in touch
A routine question, or a request for a time.
2
AI receptionist
ElevenLabs and Reception AI handle the conversation.
3
Live calendar
Cal and Google Calendar show the real open times.
4
Booked
The appointment lands in the calendar. No staff step.

Aurenia engagement record

The challenge

The business wanted to answer customers as quickly as a receptionist would, and had no realistic way to staff the desk. A message first had to find its way to the right person, which took anywhere from 2 to 24 hours, and every one of those hours stretched the gap between first contact and a booked appointment.

What we built

We built the receptionist on ElevenLabs and Reception AI and connected it to Cal and Google Calendar. It could answer a routine question, check the real calendar and book the time, with nobody from the business involved.

How the loop closed

The AI handled the first conversation.
The calendar connections offered only times that were really open.
The customer left the conversation with a booked time.

How it ran

1
Answer
Pick up the inquiry and understand it.
2
Resolve
Handle the routine questions.
3
Check
Read the live calendar.
4
Book
Confirm the time in the connected calendar.

The result

Response time went from hours to minutes. Customers serve themselves now: they get an answer to a routine question and book a time in the same conversation, without waiting for anyone to be free.

Minutes

To answer a customer, down from 2 to 24 hours before a message reached the right person

Conversational AIElevenLabsReception AICalendar integrationBooking automation