Integrations & admin automation with an AI receptionist
Answering calls is only part of the job.
For an AI receptionist to be genuinely useful, it needs to connect to your existing systems and automate what happens after each call — not just pass information along for someone else to deal with.
This is where integrations and admin automation matter.
Why integrations are critical
Many AI calling tools focus on conversation alone. They can answer calls, but stop short of taking action.
Without integrations:
- bookings still need to be updated manually
- notes still need to be logged
- follow-ups still need to be triggered by staff
Integrations allow an AI receptionist to work within your existing setup, rather than alongside it.
Common systems AI receptionists integrate with
An AI receptionist can integrate with the tools businesses already rely on, such as:
- Calendars and booking systems
- Practice management software
- CRMs and customer databases
- Internal admin or scheduling tools
These integrations allow the AI to see real availability, update records accurately, and avoid double handling.
What admin automation looks like in practice
When integrations are in place, an AI receptionist can handle tasks such as:
- Creating, updating, or cancelling bookings
- Logging call outcomes automatically
- Adding notes to customer records
- Triggering confirmations, reminders, or follow-ups
- Keeping systems in sync without manual input
Instead of calls creating more admin work, they result in completed actions.
How this reduces workload and errors
Manual admin is time-consuming and error-prone.
Automating admin after calls helps:
- Reduce repetitive tasks for staff
- Avoid missed updates or forgotten follow-ups
- Keep records accurate across systems
- Create a more consistent customer experience
Over time, this compounds into significant time savings.
Working on top of your existing setup
A well-designed AI receptionist doesn't replace your software stack.
It works on top of what you already use — reading availability, following your rules, and updating systems in the background.
This makes it easier to adopt without reworking internal processes.
How Intavia fits
Intavia uses an AI receptionist that integrates with calendars, booking systems, and internal tools to automate admin after every call.
Calls don't just get answered — bookings are updated, records are kept in sync, and follow-ups are triggered automatically.
If you want to see how this works in practice, you can explore the setup or listen to a real call.