Virtual reception services for IT & communications

Advanced custom scripting means we can answer your calls, convey confidence and expertise with Level 1 helpdesk support plus triage urgent technical issues. Enhance your reputation by providing 24/7 service your clients can depend on.


We can answer your calls around the clock so clients always have help at hand

Bilingual US-based receptionists

The majority of our receptionists are in the United States, with bilingual call answering options available.

24/7 call answering that inspires confidence

After-hours, weekends and public holidays … we proudly provide support to all kinds of tech businesses 24/7.

Helpdesk support with conditional scripting

With your preferred scripts, we manage Level 1 helpdesk support inquiries, raise tickets or route calls to technicians.

Appointment Icon

Appointment booking

We schedule appointments in your existing calendar, or input into your CRM, to fit perfectly into your business.

Toll-free numbers

Create a national presence for your information technology business by adding a toll-free number.

Virtual office address

Instantly appear larger or expand into new geographical markets by adding a virtual address in a city of your choice.

How our virtual reception service works


Your tools are our tools

On our MyAssistant and MyDiary call answering plans, we’ll use the software you already use – such as your preferred calendar, booking system or CRM – for scheduling appointments or adding new clients.

Constant support 24/7 with reliable call answering

Extend your team by ensuring Level 1 support is readily available around the clock, with triaging of urgent technical issues to ensure clients can connect with a technician when necessary.

Whether you’re an IT support agency, SaaS company, app developer, cyber security firm, cloud service provider, telecommunications specialists or do anything else in the tech space, our virtual reception services offer the ideal solution.

Complementary business solutions

Phone numbers

Set up virtual inbound numbers for different locations or, if you require a national presence, a toll-free number.

Automated messaging

Have voicemails instantly emailed to you both for convenience and to ensure no important communications are ever missed.

Virtual address

Choose a virtual business address to expand your presence geographically, without expensive overheads or the need to relocate.

What our customers love

The service was super easy to set up and costs a fraction of what it would to hire a receptionist.
Karl Graf, DreamWalk Apps
It’s been an extremely cost-effective way of ensuring all of our customers’ calls are answered and queries passed on efficiently.
Callex Communications Specialists

Trusted by 450 information & communications technology businesses

FAQs

At ReceptionHQ we make it easy to connect you with your customers by answering your calls when you aren’t available.

Many callers hang up when their call goes to voicemail, so you can miss out on vital conversations or leads.  Ensuring your calls are answered by a live person, increases customer satisfaction, builds loyalty and improves your opportunity to create a rapport and obtain caller details.

Live call answering also allows you to screen calls, as you can advise your receptionist to transfer or take messages for only those call types you wish to receive.  Once answered, you can see each message as it’s taken and prioritize who you will call back first.

Live call answering increases revenue through better customer connections, reduces costs as you’re not paying for a full time receptionist and helps you to be more efficient with your time.

Utilizing ReceptionHQ’s answering services means you have an experienced and personable receptionist with exceptional customer service skills interacting with your callers, all while costing significantly less than a full-time receptionist.

ReceptionHQ is based in Phoenix, Arizona. ReceptionHQ is a subsidiary of OfficeHQ, a global virtual reception company headquartered in Australia.

Our Australian, UK and US operations provide “follow the sun” 24/7 virtual receptionist coverage. The majority of calls during standard office hours are answered locally by US-based receptionists, with our international teams answering after-hours calls and assisting during periods of peak demand.

Yes. This is referred to as “call overflow”.

A lot of companies require their phone calls to be answered only when they are unable to take the call themselves. For example, if you step out of the office for an hour or your in-house receptionist goes to lunch, is on leave or is busy on another call and you have multiple calls coming in at the one time.

You can set your business phone number to divert (to the unique local phone number we allocate your business during the Free Trial setup process) only when the phone rings for more than a specified period (such as after 5 rings) or if your line is busy/engaged.

In such instances our receptionists will then answer the phone as if we were in your office. You’re always in control and can relax knowing you will never miss another important call again! 

Yes.  Our receptionists are always on call and you can opt-in for 24/7 live call answering on any ReceptionHQ subscription.

Having a 24-hour answering service means never missing an important call, opportunity or potential sales lead ever again.  No matter the time of day or night.

On average around-the-clock, our call answering service answers calls within 10 seconds, to leave a lasting first impression.

Yes.  Spanish bilingual service is included with every account at no additional cost.  Whether Spanish-speaking callers are common or occasional to your business, we provide customizable options free of charge to ensure exceptional experiences for your Spanish and English-speaking callers.

The MessageExpress service works best for those clients who just need messages taken for one person or team.  The receptionist will answer with with a greeting such as “Good morning,  [your business name].  May I take your message please?” Messages can be instantly sent by email or SMS, however call transfers are not available on this service.  On the MessageExpress service, receptionists are focused primarly on message taking, so are unable to provide general business information to callers.

The ReceptionistPlus service offers more flexibility and customisation so we can give the impression we are part of your business.  It’s designed for those clients who would like to provide a more personal touch.  When subscribing to the ReceptionistPlus service, you’ll receive a fully customized greeting, the ability to take different messages or make transfer calls to different people or departments in your organization, plus receptionists can answer basic questions about your business, such as the location, your website URL, what your business does and when calls might be returned.

Many of our clients appreciate the personal touch that comes with having our live receptionist service team answer every call with their preferred professional greeting.  Custom greetings with your provided script helps provide a seamless callers experience.  It’s also possible to have tailored on-hold messages which take the customer experience to the next level.

If you’re not sure which service is best for you, please speak to our friendly consultants or sign up for a free trial of our ReceptionistPlus service so you can test it out.  Once you subscribe, you change between package types whenever it suits your business. No penalties apply.

Yes, we have a dedicated team of highly experienced receptionists who can book appointments for you. The MyDiary service is ideal for professionals who depend on appointments being made and managed while they are focused on their clients.  Our receptionists can schedule and reschedule appointments, manage cancellations and even take payments in your preferred software.  We support a large number of third-party appointment booking tools and CRMs.  Please contact us for more information.

Yes, we are able to transfer calls to any staff member on any phone (landline or cell).  With our innovative software, we can record availability preferences for each staff member and only transfer when requested.  Individual details can be updated at any time via our online client portal or mobile application.

We pride ourselves in offering ‘warm transfers’, that is, callers are always announced to you before the transfer takes place.  If you’re unavailable, or if you don’t answer the call, our receptionist will go back to your caller, let them know you’re unavailable, take a message then forward it to you.

We do not blind transfer calls (transfer unannounced) unless you request this.

Yes.  We can answer your calls and advise your callers you are in a meeting, travelling or with a client – you choose.  Our receptionists can then take a detailed message with the information you require and forward this message to you by email or SMS instantly so that you can return the call in your own time.

Yes, messages can be sent to multiple email addresses and cell phone numbers – it’s your choice.  We can also attempt to transfer calls to multiple people in sequential order.  How your calls are managed can be updated instantly via your ReceptionHQ online client portal or mobile application at any time.

Yes.  Each staff member and/or department can set their own availability status and decide whether to have their calls transferred or a message taken.  All settings can be updated individually and instantly via the ReceptionHQ client portal or mobile application.

Yes.  We are able to answer basic questions such as your location, directions to premises, fax number, website, pricing and other general questions. Depending on your plan, you can provide us with detailed call scripts or answers to FAQs to assist your callers.  Just let us know your needs and we’ll set up your account according to your preferred process.

You can notify our live answering service online in real-time with our easy-to-use smartphone apps or web client portal to notify us of your greeting, call, transfer and message preferences.

Unavailable to take calls? Just quickly update your status and we’ll take messages for you, exactly as an in-house receptionist would do.

There are no set up fees for the ReceptionistPlus and MessageExpress services – you can start using these services immediately.

If you start with the virtual reception free trial, it gives you an opportunity to understand what call volume or duration you should select ongoing.  Once you’ve selected your plan, you can upgrade or downgrade at any time without penalty.  To help give you confidence you are on the correct plan, you will be provided with an online client portal and mobile application, which allows you to track your usage in real time. You’ll be able to see every incoming call by day and time, the messages received, where they were sent and whether any calls were transferred.

Yes.  We don’t have a minimum contract term and you may cancel your service at any time without penalty.  We simply ask for you to let us know three days prior to your billing renewal date.  If you want to keep your account available, but stop using it for a while, we also have a pause option.  Just speak to our friendly team for more information.

Yes, you have the flexibility to upgrade or downgrade at any time to a more suitable subscription that meets your requirements and budget.  For example, you can change the number of calls being answered by ReceptionHQ or you can change the type of package you have subscribed to.  There’s no cost to change plans.  We want you to feel comfortable you are on the right plan for your usage.

This means you can take advantage of our flexible and scalable virtual receptionist services to provide the level of support you need as your business evolves.  You can scale up your call answering plan as your business grows, or to cope with peak periods, as well as scale down during quieter times.  You have complete control.

Yes, we allocate an exclusive phone number to each client so our receptionists know which business the incoming call is for.  If you have an existing phone number, simply forward your calls to the number we provide.  Through your telephone provider you have the option to forward all calls, or have calls only come to us when you’re busy or there’s no answer.  We’ll answer as many or as few calls as you need.

After our receptionist answers your call, they will introduce the call to you (or the appropriate staff member) before transferring your caller to you.  If you’re unavailable, or if you don’t answer the call, our receptionist will go back to your caller, let them know you’re unavailable, take a message then forward it to you.

All our calls are warm transferred to you.  We do not blind transfer calls.

Blind transfer is when calls are transferred to you unannounced.


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Want to try our call answering services for free?

Put America’s leading virtual receptionist solution to the test! We’re ready to answer your phone FREE for 7 days.

Want to try our call answering services for free?

Put America’s leading virtual receptionist solution to the test! We’re ready to answer your phone FREE for 7 days.

What does the free trial include?

Our free trial is based on our ReceptionistPlus service, with US-based receptionists able to take messages and transfer calls based on your availability settings.

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