01 · Phone
Keep the number people know.
A mobile, landline or hosted business number. I check the provider’s diversion options, any charges and how calls can switch back to you.
Provider options checked during setup
Keeping your numberYour phone. Your diary. Your next step.
Let’s join up
the useful bits.
Tell me what you already use. I’ll work out how the receptionist can fit around it, from the first ring to the details landing in the right place.
- Your existing numberChoose which calls need cover
- The right actionA message, booking request or checked connection
- A useful handoverDetails sent to the destination we agree
Start with
what you use.
You don’t need to change everything to get help with the phone. We start with the job you want done and check the systems around it.
02 · Diary
A booking, or a request to confirm.
Google Calendar, an Outlook calendar or a booking system you already use? Tell me which one. Appointment lengths, staff, locations and access all matter.
I confirm whether a suitable connection can make the booking, or whether the receptionist should collect a preferred time for you to approve.
Compatibility and actions checked before quoting
Bookings and handover03 · Call details
Put the message where you’ll see it.
We agree who receives the summary and how. Email, a text notification or another destination can be discussed as part of your setup; any supplier charges are identified.
Delivery route and recipients agreed with you
What a useful summary contains04 · Business software
Check the system behind the job.
If you use a CRM, job-management system or specialist booking software, bring its name and the action you want. Updating a customer record and creating a confirmed appointment are different jobs.
A connection might be available already, need separate work, or be unsuitable. I’ll explain which before it’s included.
Custom work and licences quoted separately where needed
When a custom booking system makes senseIn use at Flying Penguin
Have a look at
my booking calendar.
You can choose a time to talk to me through Flying Penguin Calendar. It’s a working example of our own booking service.
Open my booking calendarYour diary gets its own check.
For your business, I check the booking rules, actions and fallback with the actual system you use. Any connection goes in your quote before setup.
What to bring to the first conversationBefore it goes live.
- Agree the useful action.
What the caller needs and what should happen in your system.
- Confirm access and costs.
The connection, permissions, setup work and any separate supplier charges.
- Test the complete route.
Use made-up enquiries, including a full diary or unanswered transfer. Check the result reaches the right place.
Your systems.
Your questions.
Can I use my existing diary?
Tell me its name and the appointments you offer. I check the available connection and permissions, then confirm whether it can book directly or should collect a request for you to approve.
Does it work with Google Calendar or Outlook?
Tell me which one you use. I check your actual account, booking rules and access, then confirm the actions available in your quote.
What if I use specialist trade or salon software?
Send me the product name and what you want to happen after a call. I check its available connection options. If it needs custom work or a separate licence, I explain that before you decide.
Will I need to give you my passwords?
Don’t send passwords or customer records in an enquiry. If access is needed, we agree the appropriate account permissions and a secure way to connect during setup.
What if a connection is unavailable?
We agree a fallback. That might be a message for a person to review instead of a confirmed booking. The receptionist should make that next step clear to the caller.
What happens
when your phone rings?
Tell me how you handle calls now. We can work out where a receptionist would help.
Get startedOr book a free call