Tourism & hospitality phone answering services

Whether you’re an individual travel agent, a large hotel or a restaurant, it’s vital to ensure your customers are handled with the best care. ReceptionHQ’s 24/7 call answering means professional virtual receptionists are always on call to handle customer inquiries and arrange bookings. 


Cost-effective virtual reception services that enable you to focus on delivering amazing experiences

US receptionists

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

24/7 answering service

After-hours, weekends and public holidays … we answer every call so you never miss a booking.

Appointment Icon

Appointment booking

We use your business calendar to capture appointments for travel, tourism and other reservations.

Manage seasonal demand

Calls increase during the holidays? With no lock-in contracts, you can use us for periods of peak demand.

Overflow and holiday cover

Already have an in-house receptionist? We can answer the calls you miss or just provide holiday or sick leave cover.

Optional toll-free numbers

Instantly convey a national presence by promoting a toll-free number, or several local numbers, to your callers.

How our virtual reception service works

Your tools are our tools

We integrate seamlessly with your current system and will use your preferred tool to schedule appointments, manage reservations or manage calendars and add new customer details.

Ensure you never miss an opportunity with 24/7 call answering

Whether you’re a travel agency, holiday accommodation portal, tour operator, tourism venture, car rental company, restaurant, outsourcing your call answering to ReceptionHQ enables you to connect with customers around the clock and secure more bookings.

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

My customers and potential customers have only ever commented favourably on the answer; I don’t think anyone has realized it’s not my own reception.
Tim Richardson, Growthpath
The investment in having a dedicated phone answering service which operates 24/7 is invaluable.
Frank Walmsley, Capital Commercial Business Sales
Helpful and friendly staff offering a professional service. Can highly recommend.
Paul Werner, Denture Clinics

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.

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, 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.

Yes. You will be allocated an exclusive, dedicated local number based on the location of your company. You can either advertise this number directly, or forward calls to it from your existing business number. When calls are received to your dedicated number, our professional receptionists will be prompted to answer in your business name.

If your business would benefit from multiple numbers or toll-free number, you can add these for an additional cost. Please note, if you wish to port out your number at any stage in the future, this can only be done with toll-free numbers.

Trusted by more than 100 travel, tourism and hospitality businesses


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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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