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Review transcripts and outcomes. Listen to recordings when enabled and permitted.
Resources / Receptionist guide
RECEPTIONIST SETUP & USAGE GUIDE
From your first setup to a clear next step.
Set up your calls. Review the enquiry. Keep your team in control. A practical guide to Receptionist — and what happens after the conversation.
Your team approves prices, appointments and customer commitments.
01 · SET UP
A controlled path to live calls.
Choose your voice before registering. Start the trial only after your number is technically ready, then check routing during the trial.
Choose your voice and greeting
Listen to voice samples and choose before submitting your number registration. Maren is selected by default. Start with the Professional greeting, choose another suggestion or write your own.
Submit your business registration
Provide your business details and required documents. Number search becomes available after the registration is approved.
Choose and connect a UK number
Search by city or digits, choose an available number and request connection. Joqiva covers the number cost, including during the trial; there is no separate number fee for you.
Start your trial when the number is ready
Joqiva notifies you in your account and by email after technical connection is ready. Start the independent Receptionist trial yourself: 14 days or 20 used minutes, whichever comes first, without a card or an automatic charge.
Check routing during the trial
Call your Joqiva number from a separate phone, review the result and confirm routing before forwarding customer calls. Incoming calls and paid backup forwarding use trial minutes. After confirmation, you can optionally add a backup number and change it later.
02 · AFTER THE CALL
A conversation becomes an enquiry. Your team takes it forward.
Receptionist captures the details. Your team reviews the request before creating a job or making a commitment.
Example only
A caller needs an air-conditioning repair
A new customer calls while you are busy
An air-conditioning repair enquiry, captured by Receptionist.
Conversation
Turn 1 / 15Receptionist
Hello, you've reached Bristol Air Conditioning. I'm the automated receptionist. How can I help you today?
Caller
Hi, my air conditioner has started leaking. There's water coming from the indoor unit.
Receptionist
I can take the details for the team. Has this just started, or has it been happening for a while?
Caller
I noticed it yesterday evening. It happens when the unit is running.
Receptionist
Thank you. Could I take your name and the address where the unit is installed?
Caller
It's Sarah Wilson, at eighteen Willow Close in Bristol. The postcode is B S seven, eight Q L.
Receptionist
Thank you, Sarah. Is this the wall-mounted unit inside the house?
Caller
Yes, it's in the living room. There's parking outside if someone comes over.
Receptionist
I've noted that. When would you prefer someone to visit?
Caller
Friday morning would be best. Can you book that for me?
Receptionist
I can pass on your preferred time, but the team needs to confirm availability. Is a callback on the number you're calling from suitable?
Caller
Yes, that's fine. Will they let me know the repair price as well?
Receptionist
The team will review the issue and discuss pricing with you. I've recorded the leaking indoor unit and your request for Friday morning.
Caller
Perfect, thank you. I'll wait for their call.
Receptionist
You're welcome, Sarah. Your enquiry is ready for the team to review. Goodbye.
Press Play on a turn to start the conversation.
Prerecorded demo voices, not Maren. No real call is made.
No price or appointment promised. Your team reviews the captured details.
Enquiry prepared
Needs team review- Customer
- Sarah Wilson
- Service
- Air-conditioning repair
- Issue
- Indoor unit leaking
- Visit request
- Friday morning (requested, not confirmed)
- Source
- Receptionist call
Review before you commit.
Check the details, add notes and choose services and prices when you create the job. No price or appointment has been promised.
Call captured
ReceptionistDetails prepared for review.
Enquiry reviewed and job created
Your teamCheck the request and prepare the work.
Quote prepared
Your teamChoose services and prices.
Quote accepted
CustomerReview and accept the quote.
Invoice & payment
Customer + teamPay your bank; your team confirms receipt.
Completed job closed
Your teamClose the job once the work is complete.
Receptionist has its own subscription. Jobs, quotes, invoices and follow-up require the appropriate Joqiva plan. Customer invoice payments go directly to your business bank account.
03 · DAY-TO-DAY OPERATION
The details that keep calls running smoothly.
Open the topic you need. Call transfers and an optional failure-route backup number are separate settings.
Approved business facts and call handling
Set services, service areas, policies, approved pricing guidance and urgent-call rules. Choose all-call, overflow, out-of-hours or custom handling. Receptionist takes a message for review rather than inventing an unapproved price or promise.
Forwarding an existing business number
Keep the Joqiva number shown on the Receptionist Phone page as the destination. Configure call forwarding with your current phone provider. Use conditional or out-of-hours forwarding if that matches your chosen answering mode. Test from a separate phone before publishing the route.
Forwarding is configured with your existing phone provider, not by Joqiva.
Business hours and exceptions
Set normal weekly hours, then add dated closures or special hours. Receptionist can use these facts when answering, but it does not infer staff availability or book a visit.
Messages, enquiries and visit requests
Receptionist can capture contact details, a problem summary, a preferred date or time and urgency. A visit request is not a confirmed appointment. Your team reviews it before making a commitment.
Recording and transcripts
Transcripts support call review. Recording is optional and must be enabled deliberately with an appropriate disclosure. Playback follows Receptionist recording permissions. Set retention to match your business needs and legal responsibilities.
Transfers to your team
Add authorised transfer numbers and clear rules. If nobody answers, Receptionist explains that the transfer did not connect and takes a message. Transfers are separate from the optional backup number used when the voice route is unavailable.
Optional backup number
After confirming routing on Phone, add a backup number if you want calls forwarded when the voice route fails. You can change or remove it later. Without a backup number, callers hear an unavailable message. Paid backup forwarding counts towards the trial minute limit.
A ready number before trial activation
If you have not started a trial or a paid subscription, Joqiva holds the ready number for 7 days after both the in-account and email readiness notifications, then releases it. This is separate from the retention policy after cancelling a paid subscription.
Pause, cancel and retain data
Pause Receptionist when the stop is temporary. Cancellation is immediate for a trial or scheduled for the end of a paid period. The UI shows the current number-retention window; call history continues to follow the workspace retention setting.
04 · PRICING & USAGE
Know your allowance. Keep extra usage visible.
Receptionist works independently or alongside Starter, Pro or Team, with its own subscription and optional trial. It is not included in base-plan prices.
14 days or 20 used minutes
Compare current packages Optional trial, whichever comes first. No card required. No automatic charge. You explicitly start it when your number is ready.
- The live Pricing and Receptionist pages show all available monthly and yearly packages, excluding VAT. Minute allowances remain monthly on a yearly plan; the final tax and total are shown in Paddle before payment.
- The Usage page separates included minutes, additional minutes and the estimated extra charge.
- Joqiva sends clear alerts at 80% and 100% of included minutes and at an optional extra-spend threshold.
- Reconciled usage is used for billing. A visible estimate can change after reconciliation.
- Usage is metered by the commercial configuration shown in Joqiva.
IN YOUR WORKSPACE
Where to find the next action.
Enquiries
Check captured work and decide what your team should do next.
Usage
See allowances, additional minutes, estimates and alerts.
Phone
Check your number, confirm routing and manage an optional backup number.
CONTROL & PRIVACY
Helpful on the phone. Not a substitute for your decisions.
Your team keeps control
Receptionist uses approved business knowledge and records requests for review. It does not invent prices, promise availability, confirm appointments, take payments or mark invoices paid.
Recording is a deliberate choice
Explain disclosure, access and retention to your team. Transcripts are call data too. Follow your configured retention policy and your business’s legal responsibilities.
See the flow before you start.
Hear a sample call. Review the enquiry. Follow the work through Joqiva — no registration required for the Demo.