“No heat and it's 28 degrees”
“AC out and my mom is 80 years old”
“Unit running but blowing warm and I hear hissing”
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HVAC
Your callers need an answer.
You have work to do.
Stay on the job while callers explain what needs fixing, where they are and when they need help.
Kai is the secretary built into your business phone. Keep your number, choose when he answers, and teach him how your business works.
Hear Kai: 1 (417) 386-2898A starting point for your business
The questions depend on the call.
Go beyond a name and number. Choose which follow-up questions matter to your team, and adjust them to the services you offer.
- Type of system: AC, furnace, heat pump, boiler, mini-split, other
- Approximate age of the unit in years
- Preferred service window (AM, PM, specific day)
- Brand/manufacturer (Carrier, Trane, Lennox, Rheem, etc.)
- Model number if caller has it handy (helps with parts pre-staging)
- Any ice build-up on unit, hissing sound, or unit blowing warm but running?
- Caller expressed interest in a maintenance/service plan?
- How did you hear about us?
Calls your team will recognize.
Use these examples to try your setup. Decide which requests need a quick handoff and which can wait for a callback. Response times and availability are yours to confirm.
“Smells like rotten eggs by the furnace”
“Gas smell in the utility room”
“AC out, just uncomfortable”
“No heat but we have space heaters”
“Furnace cycling on and off”
“AC works but barely keeping up”
“Strange noise from the unit”
“Tune-up overdue”
“Thinking about replacing my system”
“Just getting quotes on a new system”
“What does a tune-up cost?”
Price requests go to your team for confirmation. Kai can gather the details you need to prepare a quote. Appointment times, professional advice and commitments should follow the limits you set during setup.
A phone service that fits your day.
Keep your number
Customers keep calling the number they know. Forward unanswered calls to Kai, or set up your office phones and team.
Choose when Kai answers
Set your hours, no-answer handling and the people who should receive an urgent call. Your instructions decide the next step.
Know who needs you
Review call summaries and caller details in your dashboard. Connect the notification and scheduling tools your team uses.
Make it sound like your business.
Add your services, hours and common questions. Choose what Kai can answer, when your team needs to step in, and where call notes should go.
Prices and availability: Use the information you approve. When an answer needs confirmation, Kai collects the request for your team.
Sensitive questions: Set clear limits on advice and commitments. Clinical, legal and other professional decisions stay with your qualified team.
Before you forward calls: Make a test call, review what happened, and adjust your setup.
Put Kai on your phone.
Start with your business details. Choose a plan when you are ready.