Your teams work in empty offices, and the company’s phone line stays covered meanwhile.
A cleaning company works when the premises are empty, early in the morning or late in the evening. The operations manager is visiting a site, the managing director is at a prospect’s, and the phone rings for a quote or for offices left dirty. The Alyas agent takes both kinds of call: it qualifies the quote request, notes the client’s report, then hands over.
On the phone, in this line of work
Two audiences ring the same number and expect different things. The prospect — practice, residential block, school, shop — wants a quote: the agent asks the questions you ask yourself (type of premises, approximate floor area, frequency, address, a time slot when nobody is present) and prices nothing. The existing client calls about a problem: a missed visit, washrooms overlooked, a key or badge that no longer works.
For this second audience, how fast it is passed on matters more than an immediate answer. The agent records the site, the date, the nature of the problem and the contact, promises nothing, and transfers the call to the operations manager if your instruction provides for it. The cleaners’ rota stays out of its reach: it knows neither who is working where, nor at what time.
What the agent does for you
Qualify a quote request: type of premises, approximate floor area, frequency wanted, address and contact details, without suggesting a price.
Note an incident reported by a client (missed visit, incomplete service, keys or badge) with the site, the date and the contact, and get it to the operations manager.
Offer a site visit in Google Calendar or Cal.com, once connected, so that you can draw up your quote on the spot.
Answer questions about the services you offer (offices, common areas, post-works clean-up) and the areas you cover, from your documents.
An example workflow
Illustrative example
A scenario written to show how it works: it is not the recording of a real call.
- The contactOn a Monday at 7.40 a.m., the manager of an architects’ practice calls: nobody came to clean the offices this morning and the team is starting to arrive.
- Alyas agentThe agent says it is an AI and that the call is recorded, then notes the practice’s name, the site address, the time the visit was expected and a call-back number.
- Alyas agentIt promises no time of attendance and no goodwill gesture. According to your instruction for same-day reports, the call is transferred to the operations manager.
- The report is logged with its transcript and summary in the client dashboard, and the manager calls the customer back.
Connected tools
Transfer to the operations manager’s number that you configure, one per agent. Google Calendar and Cal.com for site visits, once connected. Your rota or contract management software is not connected to the agent.
Further reading
Industries
Block management agentsIndustries
RemovalsUse cases
Qualify every lead before passing it to sales.Use cases
Complete messages: who is calling, what about, when to call back.Blog
Quotes over the phone: why not to price on the spot, and what to ask on the first callBlog
Property managers (syndics): organising daytime phone reception for co-owners
Other industries: Property & services
Frequently asked questions
Will a client reporting a missed visit understand they are speaking to an AI?
Yes: the agent says so in its first sentence, along with the fact that the call is recorded, then goes straight to the site and the time expected. If she would rather speak to someone at the company, the call is transferred to the configured number or her request is noted for a call-back. See also our guide to what the GDPR and the AI Act require.
A prospect asks for a price per square metre: can the agent give one?
No. It explains that the quote is based on the premises and the frequency, collects those details and offers a visit if you have set that up. The pricing remains yours.
A client wants to know who is coming tomorrow and at what time: does the agent know?
No, it has no access to your rotas and says nothing about upcoming visits. It notes the question, the site and the client’s number, and your manager answers with the rotas in front of them.
We have clients on several sites: how does the agent keep track?
It systematically asks for the client’s name and the site address, then writes them into the summary. It has only one transfer number: the simplest choice is the operations manager’s, who redirects to the right team leader.
The company’s number is on our contracts and brochures: do we have to change it?
No. You set up call forwarding with your operator to the Alyas line, possibly only outside office hours, and the number your clients know stays the same.
No call or message left unanswered.
Channel, integrations, volume: you get a clear proposal before you commit.