Why Choose Aiva?
Every unanswered call costs your business potential revenue. Studies show that 85% of callers never call back, and the average business misses 27% of inbound calls — often during busy hours or after closing.
Aiva instantly answers, books, reschedules, and cancels appointments using natural human-like conversation — not robotic menus. Integrated with Google Calendar, Zapier, or your CRM, Aiva ensures every call, lead, and booking is captured 24/7.
The result? Higher booking rates, fewer lost leads, and happier customers — because every call becomes an opportunity, not a risk.
What it does: Remembers repeat callers, past visits, preferences, and special notes to personalize every interaction.
How it works: Aiva links the caller ID to a profile in Google Sheets/Airtable (or your CRM). VAPI → n8n writes call outcomes, last appointment, preferred staff, service types, and notes. Memory is used at the start of the next call to tailor responses.
Why it matters: Less repetition, faster bookings, higher conversion; returning callers feel known.
Example: “Welcome back, Maria. Want the same hygienist as last time on a Friday afternoon?”
What it does: Books, reschedules, and cancels in real time — no double-booking.
How it works: Aiva checks availability via Google Calendar (and other systems you map through n8n). It respects service durations, staff availability, and office hours, and can compute slots within 30 days even when booked slots vary. Confirmed events get an event ID stored in Sheets for later edits/cancellations.
Why it matters: Eliminates phone tag and missed revenue; keeps your calendar accurate.
Controls: Service catalog + durations, per-staff rules, buffers, max daily bookings, blackout dates.
Example: “I see a 3pm cleaning with Dr. Lee on Tuesday or 430 pm Wednesday — which works?”
What it does: Sends confirmations, reminders, directions, and follow-ups automatically.
How it works: On booking, Aiva triggers Twilio via n8n flows: immediate confirmation, T-24h/T-2h reminders, “CONFIRM/RESCHEDULE” replies, and post-visit review requests. All message events log back to the sheet/CRM.
Why it matters: Fewer no-shows, smoother days, more reviews.
Controls: Message timing, templates, keyword actions, quiet hours, per-service rules.
Example: “You’re confirmed for Thurs 3:00 PM with Aiva Dental. Reply ‘R’ to reschedule.”
Multi-Staff Routing
What it does: Automatically directs calls and bookings to the right staff member or location — no mix-ups, no double-bookingss
How it works:
Aiva creates and manages a separate calendar for each provider or specialist, syncing through Google Calendar or n8n. When a caller requests a specific person or service, Aiva identifies the correct calendar and books in real time — ensuring accurate routing across teams and offices.
Why it matters:
Keeps scheduling organized, balances workloads, and ensures every caller reaches the right person the first time.
Controls:
Staff-specific calendars, service tags, location filters, round-robin load balancing, and preferred-provider logic.
What it does: Choose (or clone) a voice that matches your brand — warm, friendly, professional.
How it works: VAPI voice selection with your prompt style guides; optional custom voice add-on. You can tune pace, energy, and filler tolerance; inject brand phrases and pronunciation rules.
Why it matters: Consistent brand tone and higher caller trust.
Controls: Voice pack selector, speaking rate, greeting script, escalation phrases.
What it does: Answers every call — nights, weekends, and holidays.
How it works: Time-based routing: during business hours Aiva books and triages; after hours it offers next-day scheduling and emergency routing if you enable it.
Why it matters: Capture leads you’d otherwise miss and smooth out peak times.
Controls: Business hours, after-hours script, emergency escalation, SMS callbacks.
Example: “We’re closed now, but I can book you for tomorrow morning. Want the earliest slot?”
What it does: Real-time visibility into call volume, booking rate, conversion, missed-call recovery, SMS performance, and ROI.
How it works: n8n streams call and booking events to Sheets/Airtable/Postgres → your dashboard (Metabase/Looker Studio). Drill into first-time vs repeat callers, staff utilization, and campaign attribution.
Why it matters: Proves value and highlights bottlenecks (e.g., no-show times).
KPIs included: Calls answered, bookings created, $ value booked, and after-hours capture
Controls: Date filters and service filters
What it does: Syncs contacts, appointments, and notes with the tools you already use.
How it works: Via n8n, Aiva pushes/reads data to Google Sheets, HighLevel, popular CRMs, and webhooks. You map fields once (name, phone, last service, tags, UTM source).
Why it matters: Single source of truth; marketing and ops stay in sync.
Controls: Field mapping, de-duplication rules, source tagging, opt-in status.
Example: New caller → contact created in CRM with tag “Aiva-Booked,” appointment attached, and reminder sequence enrolled.
“In service industries, callers who wait longer than 30 seconds are 2× more likely to hang up — turning missed calls into missed revenue.”
- TalkDesk
See Aiva in Action
“Since switching to Aiva, we’ve booked 80+ more appointments per month — all without hiring a receptionist.”
Hong Pham, Classy Salon Owner