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Mia — Pixar-style AI front desk receptionist pilot portrait
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Mia

Front Desk Wingman

Picks up your business line on the first ring, 24/7. Qualifies the caller with trade-specific questions and books straight onto your calendar.

What Mia does

Mia is a real-voice receptionist that lives on your dedicated business number. She greets callers in your business name, recognizes returning customers by phone number, asks the right trade-specific questions, and books real appointments onto your calendar. Every call gets a written summary back to your contact record so nothing slips. When something is outside her lane, she takes a clean message and pings you within a minute.

Capabilities

Built to do this every day.

01

Answers on the first ring, every time

No more voicemail at 2 AM Sunday. Mia picks up live, every call, every hour. The customer hears a friendly voice in your business name, not a robot menu.

02

Recognizes the caller by phone number

Before she says hello, Mia pulls the contact's last 6 months of conversation and any past jobs. She opens with 'Hey Sarah, welcome back. Last spring we did your water heater. What's up today?'

03

Trade-specific qualifying questions

Mia is set up with the right questions for your trade. A plumber asks about leak severity and shutoff status. A salon asks service type and stylist preference. She gathers what your tech actually needs to show up ready.

04

Books real appointments on the spot

Mia reads your calendar, offers genuine open slots, and books the job while the caller is still on the line. The event lands on your calendar with full notes, contact details, and the qualifying answers.

05

Emergency keyword detection

If a caller says 'flooding,' 'no heat,' 'gas smell,' or anything that signals an emergency, Mia routes the call to your owner cell or your on-call tech inside 30 seconds. No queue. No hold music.

06

Clean message-taking when stuck

If a question is outside her scope, Mia takes a structured message with urgency level and a callback window, then SMS's you with a one-paragraph summary so you can call back from your truck.

In the field

Real scenarios.

Saturday-night emergency call

Sarah's water heater starts leaking at 10 PM Saturday. She Googles plumbers, your number comes up, she calls.

Mia answers in your business name on the first ring. Sarah says her tank is leaking. Mia hears the emergency keyword, pulls Sarah's history (you did her toilet install in March), and warm-routes the call to your on-call cell within 30 seconds. You're talking to Sarah while she's still in the laundry room.

"Thanks for calling Acme Plumbing, this is Mia. Sounds like you've got a leaking tank, Sarah. I'm going to get our on-call tech on the line with you right now. Hold for just a second."

Tuesday-morning booking

A new lead calls Tuesday at 9 AM asking about a kitchen faucet replacement.

Mia answers, asks the qualifying questions (one-handle or two, current age, garbage disposal involved), checks your Thursday calendar, offers 8 AM or 2 PM, books the 8 AM slot, and pings your dispatcher with the full job details. The contact, opportunity, and calendar event are all in our platform before the caller hangs up.

"I've got Thursday 8 AM with our tech Mike, or we could do 2 PM same day. Which one works better for you, Tom? Great, I'll lock that in. You'll get a confirmation text in a few minutes."

Question outside her scope

A caller asks if you can do commercial backflow testing, which isn't a service you offer.

Mia recognizes the request is outside the service catalog, takes a structured message with the caller's name, number, and what they actually need, tags the contact 'mia-out-of-scope,' and SMS's you a one-paragraph summary. You decide whether to call back and quote it custom or refer them out.

What you'll connect

Integrations

Required connections need to be wired before Mia can fly. We'll guide you through every one during onboarding.

  • ✓

    Dedicated business phone number

    dedicated business line Mia owns

  • ✓

    Your calendar

    So Mia can offer real available slots

  • ✓

    Service catalog + pricing

    Defines what jobs Mia can quote and book

  • ✓

    Owner / on-call mobile number

    For emergency warm-transfers

  • +

    Past customer history (auto-pulled from the platform direct) Optional

    Lets Mia greet repeat callers by name

  • +

    Business hours + after-hours rule Optional

    Controls live-answer vs voicemail behavior

What gets deployed

Inside the build

When your estimate is accepted, our system automatically deploys these artifacts to your Wingman dashboard. No copy-paste, no manual setup.

  • Dedicated business number routed through Mia's voice AI
  • Voice agent script tuned to your trade, business name, hours, and service catalog
  • Inbound call workflow that creates an opportunity in a 'Mia Inbound' pipeline
  • Caller-history lookup tool wired into the voice agent (sophia_lookup_history action)
  • Booking tool wired to your calendar with conflict checking
  • Emergency keyword detection with one-tap warm-transfer to owner cell
  • After-hours routing workflow (live answer, voicemail with callback SMS, or owner notify)
  • Post-call summary workflow that writes the transcript back to the contact
  • Custom fields: qualification answers, urgency level, callback window
  • Three automation handlers (lookup_history, book_appointment, take_message)

Ideal for

Service trades where missed calls cost real money. Plumbing, HVAC, electrical, garage doors, locksmiths, restoration, dental, salons, vets, anyone whose phone is their front door.

FAQ

Common questions.

Does Mia sound robotic on the phone? +

No. The voice is natural and conversational. We tune the tone during setup using your description (friendly + warm, direct + professional, etc.) and a 30-second sample of how you'd like the call to open. Callers regularly assume Mia is a real receptionist for the first minute or two.

What if a caller asks something Mia doesn't know? +

Mia is honest about it. She says 'Good question, let me take a message and have the owner call you back this morning,' captures the structured details, and SMS's you the summary inside a minute. She never invents an answer.

Can Mia handle multiple calls at once? +

Yes. Unlike a human receptionist, Mia handles parallel calls. If 3 calls come in at the same time, all 3 get answered live. No more 'all our agents are busy' loops.

What happens during an actual emergency? +

Mia is trained on emergency keywords for your trade. If she hears them, she warm-transfers the caller to your owner cell or on-call tech inside 30 seconds while staying on the line. If you don't pick up, she falls back to a clear message taken with the caller's address.

Will Mia replace my human receptionist? +

Depends on your shop. Most owners run Mia as their 24/7 overflow, after-hours, and weekend coverage, and keep their human receptionist for daytime. Some solo trades let Mia answer 100 percent and just take call notes. Both work.

Pairs well with

Build a crew.

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Reputation Manager

Fires the review-request SMS at the perfect moment after every job, auto-replies to positives, and pings you in 5 minutes when a negative one lands.

Learn about Stella →

Ready to hire Mia?

Tell us about your business and we'll send a tailored proposal with Mia configured for your industry — within one business day.

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