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Virtual receptionist

A receptionist that never closes: answers, books and replies for you

Look after your clients on WhatsApp, the phone and social media, even at night and on bank holidays. It answers questions, books, moves and cancels appointments, fills gaps from your waiting list and keeps your diary up to date without you touching it.

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  • WhatsApp, calls and social media
  • Available 24/7
  • Manages your waiting list

The problem

Stop choosing between looking after clients and picking up the phone

When you have a client in front of you, you can't reply, and every unanswered message is an appointment that may go elsewhere.

  • 01
    Before

    Calls and messages left unanswered while you work

    With ZeeClip

    The virtual receptionist replies on WhatsApp, by phone and on social media straight away, without anyone having to stop what they are doing.

  • 02
    Before

    Moving or cancelling an appointment means calling and jotting it down, and the cancelled slot is lost

    With ZeeClip

    The client asks for the change by chat or phone, the appointment updates itself and the free slot is offered to your waiting list.

  • 03
    Before

    The same questions again and again: opening hours, prices, how long it takes, how to get there

    With ZeeClip

    It answers the usual questions with your centre's information, at any hour.

Everything it does

Seven ways to have a reception that never closes

Every capability of the virtual receptionist, explained through what happens in your day.

Support on every channel

Reply where your clients write to you

Don't make anyone switch channel. The virtual receptionist handles WhatsApp, calls and social media, and everything ends up in the same diary.

A typical day

In the morning one client writes to you on Instagram, another calls at lunchtime and a new client uses WhatsApp: all three enquiries are handled without you leaving the treatment room.

  • WhatsApp

    Replies to your clients' messages in the conversation they already use.

  • Calls

    Answers the phone when you're busy and deals with what the client needs.

  • Social media

    Replies to messages that arrive on Instagram and other networks.

  • One diary

    Whichever channel they use, the appointment lands in your calendar with no duplicates.

Appointment booking

Close the booking inside the conversation

The client asks for an appointment and the virtual receptionist books it: it suggests the free slots, confirms the service and notes everything in the calendar.

A typical day

A new client writes on a Saturday night asking for a first visit. They pick Tuesday at 10:00 and, when you open on Monday, the appointment is already in the diary.

  • Suggests free slots

    Checks your real diary and offers only the times that are available.

  • No mistakes

    The appointment goes into the calendar with the right service, professional and time.

  • Instant confirmation

    The client gets their appointment confirmation in the conversation itself.

  • No waiting for you to open

    They ask for an appointment at any hour and the booking is secured on the spot.

Changes and cancellations

Move and cancel appointments without calling anyone

When a client can't make it, they tell the virtual receptionist. It moves or cancels the appointment and the diary updates itself.

A typical day

It's 21:40 and a client asks whether she can move her Thursday appointment. The virtual receptionist shifts it to Friday and the diary updates itself.

  • Change the time

    Offers new slots and moves the appointment to the one the client chooses.

  • Cancel an appointment

    Cancels the booking when the client asks and records it in the diary.

  • Free slot straight away

    The time that frees up appears in the calendar so you can fill it again.

  • Diary always up to date

    Every change shows in the calendar without your team noting it down.

Waiting list

Fill every gap without lifting a finger

When someone cancels, the virtual receptionist manages your waiting list: it offers the slot in order to those who wanted an earlier appointment, closes the change and updates the diary.

A typical day

A client cancels her 17:30 appointment. The receptionist messages Marta, who wanted to move hers earlier, and within five minutes the slot is filled.

  • Spots the gap

    As soon as an appointment is cancelled, it sees there is a free slot.

  • Offers the slot in order

    Messages the people on the waiting list on WhatsApp, starting with the first.

  • Closes the change

    When someone accepts, it moves their appointment to the new time and updates the calendar.

  • Nothing is lost

    Last-minute cancellations get filled again without anyone on your team making a call.

Answering questions

Answer the questions you hear every day

Opening hours, services, availability or how to get there. The virtual receptionist replies with your centre's information, naturally and without canned answers.

A typical day

At 20:00 someone asks how long a dental clean takes and whether you have a slot this week. They get the answer straight away and, if they want, book in the same chat.

  • Hours and location

    When you open, where you are and how to get there, in one clear answer.

  • Services and duration

    Explains what each service includes and how long it takes.

  • Availability

    Says which days and times have a free slot so the client can decide.

  • AI-powered answers

    Understands what each person is asking and replies in a personalised way.

Available 24/7

Your business never sleeps, even if you do

Many enquiries arrive once you've closed: at night, at the weekend or on holiday. The virtual receptionist handles them straight away.

A typical day

On a Sunday at 23:10 someone asks for a slot on Monday. The receptionist books it and, first thing, you already have it in your diary.

  • Nights and weekends

    Replies while your centre is closed, without you having to keep an eye on your phone.

  • No waiting

    The client gets a reply instantly instead of the next day.

  • Appointments while you rest

    Whatever is booked out of hours is waiting in your diary when you open.

  • More opportunities

    No enquiry goes unanswered because it came at an awkward time.

Less load on reception

Your team focuses on the person in front of them

Every call to ask for an appointment or check opening hours is an interruption. The virtual receptionist takes the repetitive work and your team keeps the personal attention.

A typical day

During a two-hour session several messages come in. When you finish, you see what has been resolved and the appointments are already in the calendar.

  • Fewer interruptions

    The phone and chat stop breaking up your team's work.

  • Repetitive tasks gone

    Bookings, changes and common questions sort themselves out.

  • More personal care

    You spend your time on whoever is in your centre at that moment.

  • Everything recorded

    You see what has been handled and how the diary looks.

How it works

From zero to your receptionist in three steps

  1. Tell it about your centre

    Services, opening hours, professionals and common questions: the information it will answer with.

  2. Connect it to your channels

    WhatsApp, phone and social media are linked to your ZeeClip calendar.

  3. It starts answering

    It replies, books and moves appointments at any hour, and you see it all in your diary.

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For your sector

Virtual Receptionist for your sector

Here is how this feature adapts to each type of centre.

Common questions

Frequently asked questions about the virtual receptionist

What is the virtual receptionist?

It's an artificial intelligence assistant that looks after your clients on WhatsApp, the phone and social media at any hour: it answers common questions and books, moves or cancels appointments for you.

Does it answer outside my opening hours?

Yes. It's available 24 hours a day, including nights, weekends and bank holidays.

Does it manage the waiting list?

Yes. When an appointment is cancelled, the virtual receptionist offers the slot in order to the people on your waiting list, moves the appointment of whoever accepts and updates the calendar.

What can it do with appointments?

It can book new appointments, change their time and cancel them. Everything is reflected in your ZeeClip calendar.

Does it answer questions about my centre?

Yes. It handles common questions such as opening hours, services, availability, how to get there or how long a treatment lasts.

Is it available yet?

Yes. Request a demo and we'll tell you how to activate it in your centre.

And more

Discover other features

Ready to transform your business?

Join dozens of businesses that already trust ZeeClip to manage their appointments and optimise their business.

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  • Lightning-fast setup
  • Support in English