How Virtual Receptionists Handle Companies With Multiple Employees & Extensions

Smiledog offers businesses of all sizes services tailor-made for the scope of their operations. Virtual receptionist services are not just for small offices with a few people or for home-based businesses. Smiledog’s services are a scalable, offering full service virtual reception for larger businesses, from 10 — 100 employees. If you have many employees who each need to be able to receive calls and have messages taken, it’s no problem handling these multiple lines.

Smiledog’s Systems Are Built To Scale

Smiledog’s systems can handle multiple employee extensions or cell numbers, in addition to emails. Our established set of best practices help us to efficiently handle all incoming calls for your business. When we receive a call for one of your employees by name, we announce the call to that person’s preferred line, whether office, cell, or home. If unavailable, we’ll take the message and send it instantly to their preferred email.

How Does It Work?

Let’s say you operate a law firm with 20 attorneys on staff. We would have each attorney’s name in our system, in addition to their contact information and email address. Each attorney can call in with their schedule for the day, letting Smiledog know if they’ll be in the office and available, or elsewhere with clients and needing messages taken. The only difference between Smiledog receptionists and in-house receptionists is where the receptionist is sitting.

Virtual Reception For Offices Of All Sizes

Smiledog’s reliable virtual receptionist services are scalable, working well for one-person shops all the way to busy 100-person offices. If you have a large office and are considering virtual reception, give Smiledog a call today to discuss how we can streamline your reception and simplify your office operations!

smledog call to action for guide

Can My Offsite Virtual Receptionist Transfer calls Live to Me?

A common question people ask about virtual receptionists is a very simple one: can my offsite virtual receptionist transfer live calls to me? Smiledog promotes its services as completely seamless, where callers cannot tell they’ve reached a virtual — rather than an in-house — receptionist. So, just as an in-house receptionist can transfer live calls, so too can offsite virtual receptionists. In fact, this is the default “first choice” option for answering calls.

The Smiledog Way

Smiledog has an established set of “best practices” that govern the way that our virtual receptionists handle calls. We’ve found it to be an efficient way of handling calls, while maintaining professionalism and prioritizing customer satisfaction.

When answering an inbound call, the receptionist will first “announce” the call to you. When setting up service, Smiledog gets a list of established phone lines to which you want calls routed. We’ll attempt to connect to those lines, asking first if you’re available to take the call. After we get the go-ahead, the call is transferred. Even though the call was received in our call center, it is immediately connected to you, wherever you may be.

Some clients worry about dropped calls in the midst of transferring, but rest easy! Smiledog stays on top of industry advancements. We use the best available technology that allows receptionists to simply place callers on hold for a brief moment while connecting with you.

And what if you are unavailable to answer when Smiledog tries to make contact? Smiledog receptionists take a message — callers are not simply sent to voicemail.

Screen Calls Easily And Discreetly

Smiledog services allows busy professionals to screen calls, taking important calls as needed, and taking messages for less urgent matters. Even when you don’t have time for a call, your clients leave messages with a friendly receptionist, instead of impersonal voicemail.

Contact Smiledog today to discuss your business needs, and discover how we can help you realize your goals!

smledog call to action for guide

Answering Service & Virtual Reception for Contractors

Businesses of all kinds can benefit from the use of virtual reception, but one of Smiledog’s biggest markets has to be contractors. Busy contractors aren’t hanging around the office waiting for the phone to ring — they’re on-site, often working under pressure to meet deadlines and get the job done. That’s why virtual reception is ideal for contracting businesses — it alleviates concern that something important is going to get missed.

Virtual Reception Can Change Your Contracting Business

It isn’t an exaggeration to say that virtual reception can revolutionize the way your contracting business works from day-to-day. Working on-site, contractors are often in the middle of something when they receive a business call to their cell phone. Maybe it is a business partner, maybe a current client, or maybe it’s a new client hoping to get a bid. Each of these calls is important, but all are of different levels of urgency, especially when you’re in the middle of hanging drywall, or installing electrical wiring.

Virtual reception allows you to have calls answered live by a friendly receptionist, who can send messages or transfer calls according to your needs and wishes. This makes for much more productive day for contractors, in addition to making sure any urgent needs are always addressed as soon as possible.

Affordable, Friendly Virtual Reception

Virtual reception can solve a lot of the problems contractors have balancing work and phone calls, without the considerable cost of a dedicated in-house receptionist. If you’re a one or two-person shop, hiring a receptionist is usually cost-prohibitive. However, you can enjoy all the benefits of having one while paying a fraction of the cost.

Time To Get Started?

Ready to sign-up for services or learn more about virtual reception for contractors? Visit our GETTING STARTED page for more information now!

smledog call to action for guide

Will my Virtual Receptionist Take Messages for me?

One of the chief primary duties of a receptionist, virtual or in-house, is to take messages from callers and getting them to you as soon as possible. Smiledog’s system is set up in a way that messages are handled quickly and efficiently, ensuring that virtual reception is every bit as effective for businesses as in-house reception.

Update Smiledog As Often — Or As Little — As You Need

Smiledog’s unique services allow businesses to call in each day to inform on-duty receptionists of your availability. You can be as detailed as you wish, from simply saying you’ll be in meetings all day to identifying the meetings and their times specifically. If you’re busy and forget to let Smiledog know your status, we attempt to announce the call on your various extensions before taking a message from the caller.

Smiledog Takes Detailed Messages

Virtual receptionists take detailed messages, which are entered into the system immediately and sent via email. Some clients like to receive their messages via text, which is another option for clients who find themselves “on the go” for much of the day. Your preferences are always our priority — we find many businesses prefer messages via email so as to provide a permanent record of call activity.

We Aim To Make Your Customers Happy

During the sign-up process for Smiledog, we try to learn about your business, its culture, and what we can do to provide a seamless experience to your callers. If there are particular questions you want asked in the course of taking message, you can specify the details you want recorded from callers. If you decide changes are needed, you can make them at any time by calling us and discussing your needs.

Smiledog’s goal as a virtual reception provider is to provide you with top-notch reception services that give callers the feeling they are reaching your office directly. Customers dealing with a friendly and efficient virtual receptionist will have a positive impression of your business’s customer service.

Call Smiledog today to discuss your business goals, and learn how we can help boost your business and increase your bottom line through the use of virtual receptionists!

smledog call to action for guide

Virtual Reception for Online and Home Based Businesses

Businesses of all kinds can benefit from using virtual receptionist services, and that includes home-based and online businesses. In fact, virtual reception may just be the perfect solution for online and home-based businesses that are looking to expand and grow.

Give Prospective Clients An Impression of Size

There is a lot to appearances in the business world, and appearing to be a bigger business than you currently are can actually help grow business. Clients feel a sense of comfort and assurance working with larger, established businesses, so why not gratify that by looking as big as possible? Virtual reception is an excellent way to give off this very important impression.

Smiledog virtual receptionists answer each call live with your custom greeting, and then either announce and transfer the call or take a message. Clients who always hear a live greeting when calling your business are confident that your home-based or online business cares about customer service.

Hit The Ground Running

If your business is just getting started, you may think you have to run things from your cell phone as you play multiple roles in the day-to-day operations of your company. This doesn’t have to be the case. If you sign up with Smiledog services, right off the bat you can be maximally productive, without having to leave calls to voicemail. You don’t have to worry about missing important calls when with a client because every caller gets a live answer and is handled personally by a virtual receptionist.

In addition, virtual reception is cost-effective, even for small businesses just getting started. Since you’re paying for the services you use, if you are having a low-volume month of calls, you’re not paying for phone time that you don’t use.

Time To Get Started?

Ready to sign-up for services or learn more about virtual reception for your online or home-based business? Visit our GETTING STARTED page for more information now!

smledog call to action for guide

Do I have to Change my Businesses Phone Number To Use An Offsite Receptionist

When considering switching to virtual receptionist services, clients often ask us if they have to change their phone number. This is a big concern for business owners, who invest a lot of money into websites, business cards, ads, and other marketing materials. Updating their phone number in so many places can be a hassle — not to mention expensive.

The good news is that today’s phone answering technology allows you to enjoy all the perks of virtual reception without having to change your current phone number. Most Smiledog clients use our services in one of three ways. Let’s explore three scenarios for potential Smiledog clients!

Full-Time Reception Services

When you sign up for full-time reception services with Smiledog, you will take your current phone number and forward it to the number provided to you at sign-up. That’s it! Smiledog takes care of everything else, meaning using our services is easy and hassle-free. When you forward your current line, you get full-service reception without having to change your phone number.

Part-Time Reception and Back-Up Services

If you have an in-house receptionist you like, but who occasionally gets overloaded with calls, you can use our services on a part-time basis. This also works if you are usually available to answer calls yourself, but want back-up service when you’re busy with clients or out of the office. Whatever your part-time and back-up needs, Smiledog has a level of service that is right for you.

For example, you may want to set up services such that Smiledog is routed the call after 3 rings without answer. This frees up your existing receptionist to assist with other office duties or handle high call volume without leaving your callers hanging.

Establish Your New Business With Smiledog

If you are just getting started with your business, you can hire Smiledog either full-time or part-time, and use your assigned Smiledog line as your business phone. You can publish this number on all marketing materials, including business cards, websites, ads, and more. The business line remains yours, even if you don’t stay with Smiledog. You can port the number to another provider as you wish.

Call Smiledog today to learn about our services, and how we can help streamline your operations and grow your business!

smledog call to action for guide

Do Virtual Receptionists Always Answer Incoming Calls Live?

Smiledog makes a commitment to answer each incoming call live. Other virtual receptionist services rely on voicemail during call overload, while Smiledog is always fully-staffed to handle all incoming calls. After all, companies don’t need to pay a premium for voicemail — they can install that themselves. When a company pays for virtual reception, Smiledog promises to provide those services.

What Is The Difference Between Virtual Reception & Call Centers?

If you’ve ever wondered about the difference between virtual reception and a call center, it’s pretty simple. Virtual receptionists answer calls live, just as one would in your office. Call centers take incoming calls and put them on hold as they enter the system. Smiledog strives to make the callers’ experience as seamless as possible, efficiently answering and directing calls live.

Does Smiledog Use The “Hold” Button?

Smiledog does occasionally put callers on hold, as call volumes unexpectedly rise. However, they return to the caller as soon as possible, directing the call in person instead of simply putting the call into voicemail. This situation is certainly not the norm for Smiledog — if calls become so heavy that people are regularly put on hold, we know it’s time to staff up our virtual receptionists.

The other instance during which callers might be placed on hold is when our virtual receptionists are seeking the answer to a question for a caller. There is also a brief hold period when our receptionists ensure availability to take the call.

All The Benefits Of In-House Reception, None Of The Drawbacks

Smiledog’s goal is to give your callers the impression they are calling your office, not being directed through virtual reception. After all, one of the great benefits of virtual reception is having the appearance of in-house reception without the drawbacks. We want the first impression each caller has of your company to be friendly efficiency, leaving happy current and potential customers.

Call Smiledog today to learn more about how we can help you generate new business and grow your revenues through virtual receptionist services!

smledog call to action for guide

Offsite Virtual Reception for Accounting Offices

Businesses of all kinds can benefit from using virtual receptionist services. Accountants are an ideal customer for today’s advanced virtual reception services. The nature of incoming calls to accountants are typically of the “greet and transfer” variety — in other words, callers usually just need to be connected to their personal accountant. When most calls are simple transfers, why not consider virtual reception to save costs and increase convenience in your office?

Let Support Staff Be Support Staff

In the average accounting office, there is usually one or several support staff who cover both administrative paper work and answering phones. With employees doing double-duty, productivity is always affected. However, it often isn’t very cost-effective to hire an in-house receptionist simply to handle incoming calls in order to maximize support staff productivity. Many businesses try to find a “happy medium.”

Virtual reception solves the problem by cost-effectively answering and transferring calls live, while leaving your support staff in place to do their important office tasks. Keeping accounting office staff lean keeps costs low, and limiting their interruptions means peak productivity from day-to-day.

Affordable, Friendly Virtual Reception

Callers to your accounting office are greeted with a personalized greeting. They may ask for a transfer or need to leave a message, which Smiledog’s friendly virtual receptionists are happy to do quickly and efficiently. Since companies pay only for the services they use, costs are low relative to the cost of employing in-house reception staff.

Accounting offices are ideal clients for Smiledog, and they have the experience and professionalism to make the transition painless for new clients. If you’re interested in learning more about how virtual reception can streamline and improve your accounting business, call our office today to learn more.

Time To Get Started?

Ready to sign-up for services or learn more about virtual reception? Visit our GETTING STARTED page for more information now!

smledog call to action for guide

Can a Virtual Receptionist Transfer Calls to Any Number in the World for Me?

If your business requires calls to be transferred worldwide, you might be wondering if Smiledog has the technical ability to provide you virtual receptionist services. The simple answer: yes! In the past, business owners with multinational needs may have resisted virtual receptionist services, but they need not do so. Thanks to Smiledog’s specialized internal call system and the power of the Internet, we’re able to route calls to any cell, office, or home phone you provide.

Don’t Be Tied Down To The Office

Business owners are incredibly mobile these days, often having several lines at which they can be reached. Providing these numbers to your clients can be confusing for everyone — better they call the main line and let Smiledog’s receptionists route the call as you’ve directed.

We Learn Your Goals And Adapt To Them

When you sign on with Smiledog, we take the time to interview you to find out exactly how you envision calls being handled. We want to fully understand your business needs, and respond to your customers in a way that makes you feel confident. We use our experience and expertise to help you customize your service. We add as many lines as needed to be sure that we can transfer live calls to any number you want. We can set up staff profiles so everyone who needs calls transferred to them can have them as needed.

Go Ahead: Take That Vacation!

Want to go on vacation, but don’t want to miss out on potential future business? No problem! You can travel to Europe for a relaxing getaway, without seeing your business go to a competitor. All you need to do is update your account with your availability, and we’ll keep you 100% connected.

We are able to fully customize services to your business, creating a comprehensive reception solution that can help grow your business by increasing efficiency. Call our office today to discuss your business goals and needs, and learn how Smiledog can help accelerate your growth.

smledog call to action for guide

Offsite Virtual Reception for Insurance Brokerages

Many types of businesses can benefit from the use of virtual receptionists. An insurance brokerage is one such business that could really flourish with the services of a virtual receptionist. Whether the office needs full-time phone coverage or just backup coverage, virtual reception can help increase efficiency at the office as well as ensure no call goes unanswered.

Full-Time or Part-Time Coverage?

Full-time virtual reception service is great for smaller insurance offices looking to keep expenses low without sacrificing customer service. Even if an office is looking to stay “lean and mean,” they don’t want customers to suffer by landing in voicemail when they call. Insurance is a business where clients really desire a friendly voice on the line — an answering machine doesn’t cut it! Using full-time virtual reception guarantees that each call is answered by a live person, no matter what is happening in the insurance brokerage office.

Back-up virtual reception is ideal for after-hours and weekend calls, times when in-house reception is sick or on vacation, or those unforeseen emergencies that come up from time to time. You can also use back-up reception for overload, such as when in-house reception is tied up and another call comes in.

Insurance Is A Business Where Emergencies Happen

Insurers guarantee against risk, which means some clients will experience emergencies and need to speak to their broker or agent urgently. Smiledog is the perfect service for insurance brokers because they ensure calls do not get missed. In the event of an emergency call, Smiledog can relay the urgent message to the insurance broker. This ensures that clients always feel they receive the best in customer care.

Big Savings With Virtual Reception

The salary of a full-time receptionist can be expensive, costing $30,000 a year and more for benefits. By utilizing virtual reception, you can significantly reduce these costs and scale them up as your business grows. Many companies spend only hundreds on virtual reception versus thousands on a salaried worker. For a growing business, every dollar counts.

Time To Get Started?

If you’re ready to streamline and grow your insurance brokerage business, visit our GETTING STARTED page for more information or to sign-up today!

smledog call to action for guide

» FREE 5 MIN DEMO VIDEO & PRICE GUIDE