YOU HAVE QUESTIONS, WE HAVE ANSWERS

Your journey with us is designed to be seamless and efficient. Here's a quick guide on the steps ahead:

Choose Your Package

Finalize your purchase by selecting the plan that aligns with your business needs. Either the Starter package or another package. 

Account Information for Starter Package:

Provide essential account details as you embark on our Starter Package, setting the foundation for your tailored virtual receptionist services.

Account Activation:

Swiftly activate your account with the details provided. Access your personalized client portal to kickstart the onboarding process.

Two-Week Calibration Period:

Experience the Message Express 100 during our two-week calibration period. This allows us to gauge call volume, observe service performance, and ensure everything meets your expectations.

Review and Expansion:

At the end of the calibration period, review the detailed report. Decide if you'd like to expand services, add call groups, account users, or explore additional add-on services.

Choose Your Package:

Select the package that suits your business requirements. Decide if you prefer a month-to-month arrangement or commit to a 1-year contract with a 15% discount.

Sit Back Enjoy:

With everything in place, sit back, and enjoy the benefits of Holly Receptionist. Experience enhanced customer interactions, effective call management, and the flexibility to focus on growing your business.

We're here to assist at every step. If you have any questions or need guidance, our team is ready to help. Welcome to the Holly Receptionist family – where your business communication gets the attention it deserves!

At Holly Receptionist, we simplify the process of connecting you with your customers by answering your calls when you're unavailable. We understand that many callers tend to hang up when directed to voicemail, potentially causing you to miss out on crucial conversations or leads. Opting for live call answering not only boosts customer satisfaction but also fosters loyalty, creating an opportunity to establish a rapport and gather essential caller details.

Our live call answering service provides you with the flexibility to screen calls effectively. You can instruct your dedicated Holly Receptionist to transfer calls or take messages based on specific call types you prefer to receive. With each message logged and readily available, you can prioritize callbacks, ensuring that you address important matters promptly.

Choosing live call answering with Holly Receptionist goes beyond customer satisfaction – it directly impacts your bottom line. By enhancing customer connections, you increase revenue opportunities. Moreover, our services offer cost-effective solutions as you only pay for the receptionist services you need, eliminating the need for a full-time receptionist. This efficiency in resource utilization also translates to better time management for your business.

When you hire Holly Receptionist, you benefit from the expertise of an experienced and personable receptionist with exceptional customer service skills. Our team is dedicated to providing a seamless and personalized experience for your callers. Importantly, this level of service comes at a significantly lower cost than employing a full-time receptionist, making Holly Receptionist the ideal choice for businesses looking to optimize their customer interactions while maintaining financial efficiency.

Having a virtual answering service is easy! With Holly, an experienced and friendly remote receptionist answers your business calls and politely greets your callers based on your script.

Our virtual receptionists can screen calls and handle them however you prefer. A live receptionist will call you to announce who is calling and about what, and then transfer the call to you to accept. However, if you’re busy, the live receptionist will take a message and send you a notification by text or email.

You can focus on working on other things, with peace of mind to know that your calls will always be answered by our answering service. You can then check your messages at a time which is convenient for you.

If you already have a receptionist, Holly can provide an overflow or peak service, lunch relief and holiday cover. We also can provide your business with 11 hours of telephone answering service, so you never miss an important call ever again.

In addition to the general distinctions between answering services and virtual receptionist services, it's worth highlighting the personalized touch that a service like Holly Receptionist provides. With Holly, each client benefits from a dedicated small team of five receptionists who are committed to learning the intricacies of their account.

This personalized approach goes beyond the conventional virtual receptionist service. The small team assigned to each client ensures a deep understanding of the specific needs and preferences, creating a seamless and tailored experience for the client and their callers. This level of familiarity allows the receptionists to expertly handle tasks, such as transferring calls in real-time and booking appointments directly into the client's calendar.

By having a dedicated team of receptionists, Holly Receptionist aims to exude efficiency and competence, making the client's life easier. This unique feature sets Holly apart, offering not only the benefits of a virtual receptionist but also the assurance of a consistently high level of service through a personalized and dedicated team. Furthermore, this personalized approach allows our team to get to know the client's staff, their likes and dislikes, creating an atmosphere as if they are in the office together every day. This level of familiarity enhances communication and contributes to a collaborative and cohesive working relationship.

Besides being a team of astute professionals, Holly Receptionist distinguishes itself, particularly as a small business, with its small dedicated teams and personalized services.

Holly Receptionist sets itself apart by offering clients the advantage of a small, dedicated team of five receptionists. This intentional team size allows for a more personalized and in-depth understanding of each client's unique needs, preferences, and account intricacies. In contrast to larger services, the small team at Holly Receptionist fosters a close-knit relationship, creating an environment where the receptionists become intimately familiar with the client's operations.

The personalized touch extends beyond basic call handling. Holly Receptionist's small teams take the time to understand not just the business processes but also the individuals within the client's organization. This includes getting to know the staff, understanding their likes and dislikes, and assimilating with the company culture. This depth of knowledge enables the receptionists to provide a service that feels like an extension of the client's own team.

Being a small business itself, Holly Receptionist understands the importance of a tailored approach. The commitment to personalized services means that clients experience a level of attention and care that might be challenging for larger providers to match. It's not just about answering calls; it's about creating an experience that mirrors the presence of an in-house receptionist, fostering a sense of collaboration and trust.

In essence, Our strength lies in its small size, allowing for dedicated, personalized service that goes beyond the conventional virtual receptionist model. This personalized touch is a testament to the commitment to supporting small businesses with a service that feels tailor-made to their unique requirements.

Holly Receptionist operations launched in the United States in 2016 and we’ve been helping US businesses thrive ever since! 

Holly Receptionist was born right here in North Carolina, our operations launched 2016 and we’ve been helping US businesses thrive ever since! 

No, and here's why: 

At Holly Receptionist, our virtual receptionist services are available during regular business hours. However, we offer two flexible options to cater to your after-hours needs:

1. Scheduled Un-forwarding:

Enjoy seamless continuity by unforwarding your calls after our regular business hours. This allows calls to be effortlessly diverted to another designated phone number of your choice. This ensures that your clients can connect with the right person or team even when our virtual receptionists are off duty. It's a simple and effective way to extend your accessibility beyond our standard operating hours.

2. Voicemail Services:

For a more structured approach to after-hours communication, we provide the option to direct calls to a personalized voicemail. This gives your callers the opportunity to leave detailed messages, ensuring that no important information is lost. Our voicemail service is tailored to your specifications, creating a seamless extension of your business's professional image even when your office is closed. All voicemails are checked and processed the next business day. 

These options empower you to maintain a responsive and client-focused approach, whether it's connecting callers to the right person or capturing valuable information through voicemail. At Holly Receptionist, we believe in providing solutions that adapt to your business needs, ensuring that even after regular business hours, your clients experience the same level of reliability and professionalism they've come to expect.

We understand the importance of providing clear and helpful information, especially during after-hours and emergencies. With our voicemail services, we can customize your voicemail to list out specific emergency or after-hours phone numbers. This ensures that callers who reach the voicemail receive immediate access to the necessary contact information for urgent situations. It's a tailored and proactive approach to address critical needs, demonstrating your commitment to responsiveness and client support even when your office is closed. If you have specific instructions or details you'd like to include in the customized voicemail, feel free to let us know, and we'll ensure it aligns perfectly with your business requirements.

Here is an example of what some clients use:

“Hello, and thank you for reaching out to ABC Property Management.

Our office is currently closed, but we value your call. If you have an urgent matter or require immediate assistance, please note the following options:

If you are experiencing a maintenance emergency, such as a burst pipe or electrical issue, please contact our emergency maintenance line at 855.555.5656.

If you are interested in renting a property or require leasing assistance, kindly visit our website at abcpropertymanagment.com for available listings and submit a contact form. Our team will reach out to you promptly during regular business hours.

For general inquiries or if you need to leave a detailed message, please remain on the line, and your call will be directed to our voicemail. Be sure to leave your name, contact number, and a detailed message, and we will get back to you as soon as possible.

Thank you for your understanding. We appreciate your interest in ABC Property Management, and we look forward to assisting you during our regular business hours. Have a great day.”

As a Business Associate, Holly Receptionist adheres to stringent standards in handling sensitive information. We go beyond the industry norm by signing a Business Associate Agreement (BAA), demonstrating our commitment to strictly follow all rules and regulations outlined by HIPAA. This ensures comprehensive protection for both you and your clients.

At Holly Receptionist, we understand the paramount importance of safeguarding client information. We take meticulous precautions to ensure the confidentiality, integrity, and security of the data we handle. Our security measures are designed to align with HIPAA guidelines, providing you with peace of mind regarding the privacy and protection of sensitive information.

By prioritizing these precautions, we aim to create a secure environment for your business operations. Our commitment to HIPAA compliance, coupled with robust protective measures, underscores our dedication to maintaining the highest standards of confidentiality in the handling of client information. Holly Receptionist not only streamlines your communication processes but does so with a paramount focus on data security and compliance.

Absolutely! With Holly Receptionist at your service, you can say goodbye to missed calls and hello to seamless connectivity! 

Wondering if Holly can handle those calls you'd typically miss? You bet! Whether you're engrossed in another call or tied up with important tasks, Holly and her team have got it covered. Our receptionists are on standby to catch every call you can't get to. They're not just answering machines; they're your personal communication superheroes!

Here's the scoop: We'll not only answer those calls but also make sure you get the details pronto. Missed calls turn into detailed messages sent straight to your inbox via email or SMS. It's like having a virtual assistant who never takes a break!

At Holly Receptionist, we believe that every call matters, no matter the circumstances. Imagine the surprise when clients realize how many opportunities were slipping through the cracks before Holly stepped in. It's not just about answering calls; it's about giving you that competitive edge with stellar communication that makes you shine!

What sets us apart? Holly Receptionist brings together top-notch receptionists in the USA with cutting-edge technology. It's a powerhouse combo that makes your customers feel not just heard but valued and important. Our extensive experience in professional answering services allows us to deliver high-quality solutions with a touch of innovation, utilizing the latest tech to keep you ahead in the game. Let Holly Receptionist elevate your communication game and set you apart from the competition! 

We sure can! With Holly Receptionist at your service, you can say goodbye to missed calls and hello to seamless connectivity! 

Wondering if Holly can handle those calls you'd typically miss? You bet! Whether you're engrossed in another call or tied up with important tasks, Holly and her team have got it covered. Our receptionists are on standby to catch every call you can't get to. They're not just answering machines; they're your personal communication superheroes!

Here's the scoop: We'll not only answer those calls but also make sure you get the details pronto. Missed calls turn into detailed messages sent straight to your inbox via email or SMS. It's like having a virtual assistant who never takes a break!

At Holly Receptionist, we believe that every call matters, no matter the circumstances. Imagine the surprise when clients realize how many opportunities were slipping through the cracks before Holly stepped in. It's not just about answering calls; it's about giving you that competitive edge with stellar communication that makes you shine!

What sets us apart? Holly Receptionist brings together top-notch receptionists in the USA with cutting-edge technology. It's a powerhouse combo that makes your customers feel not just heard but valued and important. Our extensive experience in professional answering services allows us to deliver high-quality solutions with a touch of innovation, utilizing the latest tech to keep you ahead in the game. Let Holly Receptionist elevate your communication game and set you apart from the competition! 

Our streamlined onboarding process ensures that you can be up and running within hours. The Starter 2-week calibration period, starting with the message express 100, is designed to efficiently calibrate your account and provide you with a quick, yet thorough, understanding of our services.

During this period, as we handle your calls, you have the flexibility to gauge the effectiveness of our message express service. No add-ons are allowed during the initial calibration, allowing us to focus on providing you with a detailed report on service performance and observations.

This process empowers you to make informed decisions about expanding services, adding call groups, account users, and incorporating additional services. Importantly, the flexibility to choose your package and commitment terms comes at the end of this calibration period.

Our commitment is to get you up and running smoothly and swiftly, ensuring that you experience the benefits of Holly Receptionist within a short timeframe. If you have specific needs or questions during this process, our team is ready to assist you every step of the way.

At Holly Receptionist, we prioritize flexibility and transparency in our service agreements. You have the freedom to choose a plan that best suits your needs, and we don't impose a minimum contract term. If you decide to discontinue our services, you may cancel at any time without incurring penalties. We do request a 30-day notice before your billing renewal date to facilitate a smooth transition.

In addition to our no minimum contract option, we offer a 1-year contract with a 60-day cancellation period. Opting for this longer commitment not only provides you with the stability of service but also unlocks an exclusive benefit – a 15% discount on all packages. We believe in rewarding our clients for their commitment, and this discount is our way of expressing appreciation for those who choose a more extended service term.

Furthermore, we understand that there might be times when you wish to keep your account available but temporarily pause the service. Holly Receptionist accommodates this with our pause option. Feel free to reach out to our friendly team for more information or assistance in tailoring our services to your specific needs. Our commitment to transparency and client satisfaction is at the core of everything we do at Holly Receptionist.

As part of your call answering package with Holly Receptionist, you receive an exclusive phone number for your business, which we fondly refer to as your "Holly Number." This dedicated number is a key element of our service, allowing you the flexibility to either forward your existing calls to this number or directly advertise it for your business.

Whether you choose to forward all calls or selectively route them to us when you're busy or there's no answer, the Holly Number serves as a central point for effective call management. This feature is designed to accommodate both part-time and full-time call forwarding based on your specific business needs.

With the Holly Number at the heart of our call answering services, we aim to provide a centralized and personalized solution for managing your business calls. Feel free to discuss your preferences with our team, and we'll ensure that your call handling aligns precisely with your operational requirements, whether on a part-time or full-time basis.

If you already have an existing phone number, no worries at all. It does not matter; you can continue using your current phone number. With Holly Receptionist, we provide you with a unique Holly Number, and you have the flexibility to forward calls from your existing number to this dedicated Holly Number.

We understand that businesses may have different setups and scenarios, and we can seamlessly adapt to your specific needs. Whether you want to forward all calls, selectively route them when you're busy or there's no answer, or if you have any other specific requirements, we've got you covered. Our goal is to make the call handling process as convenient and tailored to your business as possible.

So, rest assured, we can work with any existing scenario you have in place. If you have questions or specific preferences regarding call forwarding or handling, feel free to discuss them with our team. We're here to ensure that our services align seamlessly with your business operations.

Come on! Of course we can! If you don't see your company or industry listed, worry not – Holly Receptionist is designed to cater to a diverse range of businesses. Our virtual receptionist services are versatile and can be customized to suit the unique needs of various industries. Feel free to reach out to us with specific details about your company, and we'll work closely with you to ensure that our services align seamlessly with your requirements. Your satisfaction is our priority, and we're here to provide tailored solutions for your business communication needs.

Considerations Before Hiring Holly Receptionist:

While we strive to provide exceptional virtual receptionist services, it's crucial to ensure a good fit for your specific needs. Realistic Expectations; We believe in being realistic about the expectations of our services. While we strive for excellence, it's essential to understand the scope and nature of our offerings. Clear communication on both sides ensures a transparent and successful partnership. It might not be the ideal solution if:

Micromanagement of Calls:

If your business requires an extensive level of micromanagement for each call, our service, while efficient, may not align with this level of detailed oversight.

Replacing In-House Staff:

Holly Receptionist specializes in answering phone calls and related functions. If your expectation is to replace an in-house staff member with a broader scope of responsibilities, our service might not fully meet those needs.

24-Hour Coverage:

While we offer substantial coverage, if your business demands 24-hour service, Holly Receptionist may not be the best fit, as we focus on providing our services during standard business hours.

Immediate Call Answering:

If your requirement is for every call to be answered instantly, it's important to note that our system operates with a call queue. However, our statistics show that 90% of calls are answered within 3 rings, and 95% of calls in the queue wait less than 60 seconds.

Billing Procedures:

If our billing procedures are not aligned with your preferences, it's crucial to consider this aspect before engaging our services. Clear communication and understanding of our billing process are vital for a smooth and mutually beneficial collaboration.

Additionally, it's worth mentioning that Holly Receptionist is a small local business. Our size allows us to provide more personalized attention to our clients, prioritizing quality of service over quantity. I firmly believe in fostering a Win, Win situation on both sides. This focus on a personal touch and commitment to quality sets us apart in delivering tailored solutions to meet your unique business needs. Ensuring a good fit is essential to the success of our collaboration. If your needs align with our specialized offerings, Holly Receptionist can be a valuable asset to your business.

Call rollover is a call-handling feature where incoming calls are initially directed to an account contact on your team. If the designated contact doesn't answer the call within a specified timeframe, the call is then redirected to Holly, your receptionist service.

In practical terms, here's how you can use call rollover in your business:

Team Priority: You can set up call rollover to prioritize reaching a designated team member first. This is beneficial when certain calls are best handled by specific individuals within your organization, ensuring that they have the first opportunity to address incoming inquiries.

Efficient Call Handling: Call rollover helps ensure that calls are attended to promptly. If your team member is unavailable or unable to answer the call within the designated time (two rings in this case), the call seamlessly transitions to Holly, providing continuity in call responsiveness.

Enhanced Customer Service: By incorporating call rollover, you optimize your chances of having calls answered by the most appropriate person on your team. This contributes to a more productive and personalized customer service experience, as calls are directed to the right individuals based on their expertise or role.

Avoid Missed Opportunities: The two-ring rollover mechanism ensures that if a team member is occupied or unable to answer quickly, the call is promptly transferred to Holly. This helps avoid missed opportunities and ensures that incoming calls are addressed in a timely manner.

In summary, call rollover is a valuable feature for optimizing call handling within your business. It allows you to prioritize specific team members, enhance customer service, and avoid missed opportunities by seamlessly transitioning calls to Holly when needed.

Certainly! The call handling procedures document is a versatile tool that we utilize across all service levels, including Remote Switchboard Support, Message Xpress, and Front Desk. This comprehensive guide is integral to our onboarding process and ongoing training efforts. It outlines how we want our receptionists to manage specific types of calls, ensuring a consistent and professional approach across all service offerings.

Whether it's handling live calls as part of Remote Switchboard Support, decisively capturing information with Message Xpress, or providing a personalized touch with Front Desk services, the call handling procedures document serves as a reference point for our receptionist team. It guides them on who to transfer calls to, how to process calls for different call groups, and provides quick access to frequently asked questions.

By using this document for all service levels, we ensure that our receptionists are well-equipped to handle diverse call scenarios with accuracy and efficiency. It acts as a valuable resource during live calls, allowing our team to provide seamless support tailored to the specific needs of your business, regardless of the service level you choose.

Experience Effortless Appointment Booking with Holly Receptionist

At Holly Receptionist, we exclusively utilize Calendly for appointment bookings. Calendly seamlessly integrates with various software and apps, automating your appointments from initiation to completion. It offers connectivity with calendars like Google and Outlook, ensuring a thorough check to avoid any booking conflicts.

With a dedicated team of highly experienced receptionists, our MyDiary service is tailored for professionals who rely on reliable appointment management while staying focused on their clients. Our receptionists excel in scheduling and rescheduling appointments, handling cancellations, and even facilitating payments in your preferred software. We seamlessly support numerous third-party appointment booking tools and CRMs.

For more information, please don't hesitate to reach out to us. Your hassle-free appointment management journey starts with Holly Receptionist.

Absolutely, with our Message Xpress services at Holly Receptionist, clients can subscribe to a streamlined message-taking experience. We offer the flexibility to handle your calls according to your preferences. Whether you're in a meeting, traveling, or with a client, you have the freedom to choose how we manage your calls.

Our expert receptionists excel at taking detailed messages, capturing the information you need. These messages are promptly forwarded to you via email or text, allowing you to return calls at your convenience. At Holly Receptionist, we understand the importance of effective and efficient communication, and our Message Xpress services are designed to meet your specific needs.

Absolutely! Brightening Your Customer Interactions with Holly Receptionist!

We're thrilled to share that we go beyond just answering calls – we're here to infuse positivity into your customer interactions. Our talented team at Holly Receptionist can handle basic questions with a smile, whether it's about your location, directions to your premises, fax number, website details, pricing, or any other general inquiries.

Tailoring our services to your unique needs is what we do best. Depending on your plan, you can provide us with detailed call scripts or answers to frequently asked questions (FAQs) to ensure that your callers receive the information they need promptly.

Just let us know your needs, and we'll set up your account according to your preferred process. At Holly Receptionist, we're all about making your customer interactions upbeat and delightful!

Certainly! Yes, with Holly Receptionist, each staff member is considered a call group, and they have the flexibility to define their individual message preferences. This means they can decide whether they want their calls transferred directly to them or if they prefer to have messages taken on their behalf.

The settings for each staff member or call group are customizable and can be updated individually. This level of personalization ensures that each team member can tailor their call-handling preferences to align with their specific responsibilities and workflow.

It's important to note that this customization is considered additional processing and may involve additional account users. This allows each team member to have their own profile and settings, enhancing the overall efficiency of call handling within your organization.

Feel free to reach out to us if you have specific preferences or if you'd like assistance in setting up and customizing individual message preferences for your staff members or call groups. Our team is here to ensure that our services align seamlessly with the unique needs of your business.

Certainly! While we strive to make account changes immediate, we appreciate your understanding that there may be circumstances that require additional processing time. As a standard practice, we request a 24-hour period to ensure that all changes are thoroughly implemented and officially updated across the system.

Our commitment is to provide accurate and seamless adjustments to your account settings, call handling procedures, and staff information. This 24-hour period allows us to thoroughly review and execute the changes to maintain consistency and reliability in our services.

If you have urgent changes or specific requests, we encourage you to reach out to us, and we will do our best to accommodate your needs while ensuring the quality and accuracy of the adjustments. Our team is dedicated to providing a responsive and effective service tailored to the unique requirements of your business.

Absolutley! With Holly Receptionist, calls can be transferred back to you based on the package you choose. Whether you opt for blind transfers or warm transfers depends on your specific preferences and requirements.

Blind transfers involve transferring the call directly to you without prior announcement, providing a swift and immediate connection. On the other hand, warm transfers are announced calls where Holly Receptionist places the caller on hold, contacts you, and provides a brief overview before connecting the call. This allows you the option to accept or decline the call.

The flexibility in performing both blind and warm transfers ensures that you can tailor the call-handling process to align with your business needs. If you have specific preferences regarding how calls are transferred back to you, feel free to let us know, and we'll ensure that our services are configured accordingly. Our goal is to provide you with a seamless and customizable experience that enhances your communication and customer engagement.

The main difference between a warm transfer and a blind transfer lies in how the call is handled and announced to the recipient:

Warm Transfer (Announced Call): In a warm transfer, the receptionist places the caller on hold, contacts the designated account contact, and provides a brief overview of who is on the line and the nature of their inquiry. This approach allows your staff the option to accept or decline the call, providing them with context before connecting the call.

Blind Transfer: A blind transfer involves patching the caller directly to the account contact without prior announcement. In this case, the call is transferred without the account contact knowing who is calling or the reason for the call until they answer.

The choice between warm and blind transfers often depends on the nature of the call and your business preferences. Warm transfers offer a more considerate approach, providing context to the account contact before connecting the call. On the other hand, blind transfers are more immediate and can be suitable for situations where swift connection is prioritized.

The call handling procedures list how these transfers are to be processed, offering clear instructions to receptionists on when to use warm transfers and when to use blind transfers. This ensures that your calls are handled consistently and in alignment with your business practices.

Yes, with Holly Receptionist, we can transfer calls to any staff member on any phone, whether it's a landline or a cell phone. Our innovative software allows us to record availability preferences for each staff member, ensuring that transfers are made only when requested.

We take pride in offering 'warm transfers,' meaning that callers are always announced to you before the transfer takes place. If you are unavailable or unable to answer the call, our receptionist will go back to your caller, inform them of your unavailability, take a message, and then forward it to you. It's worth noting that we do not perform blind transfers (unannounced transfers) unless specifically requested.

Yes, we can transfer calls in real time to anyone, and if needed, we can attempt to call multiple people to ensure that calls are directed to the most appropriate individual. This flexibility ensures that your callers have a seamless and personalized experience when interacting with your business. Feel free to let us know your preferences, and we'll ensure that our services are tailored to meet your specific needs.

Certainly! Yes, Holly Receptionist can provide you with additional numbers based on your business needs. If you require numbers for specific regions or cities, we can supply local numbers to create a more localized presence. Additionally, if you wish to have multiple numbers with different area codes, we can accommodate that as well.

Advertising local numbers in various cities or regions can contribute to the impression that your business is more established or has a larger coverage area, enhancing your credibility and reach. This approach is especially beneficial if you have a presence in multiple locations or serve diverse geographic areas.

For those aiming for a national appearance, we can provide you with a toll-free number, further expanding your accessibility to a wider audience.

Feel free to reach out to us to discuss your specific requirements and explore the options available. Our team is here to assist you in tailoring our services to meet the unique needs of your business.