Field notes · For spas · · 3 minute read

The phone, answered: Helloforward for day spas

Helloforward is an answering agent for your business line. It is built on AI, it talks like a person, calm and unhurried, and it does the front-desk work: answers, books with the right therapist, texts back, leaves a note. Here it is on a spa's phone, using an invented spa called Stillwater Day Spa.

A call comes in, and the room stays quiet

Daniel wants a 90-minute deep tissue on Friday evening, someone strong. The phone rings somewhere else, silently, and the line answers. It offers Noor at 6, books it, and texts the arrival notes.

Home, while a call is on. The number, the clock, and the notes waiting under it.
Home, while a call is on. The number, the clock, and the notes waiting under it.
The transcript. Firm pressure, Friday at 6, arrive ten minutes early. Noor knows before he arrives.
The transcript. Firm pressure, Friday at 6, arrive ten minutes early. Noor knows before he arrives.

It knows the menu, and reads it back properly

It answers from what you told it once: treatments, prices, durations, who does what, arrival notes. Then it fills in the columns you asked for.

  • “What’s included in the couples package, and how much is it?”

    Two 60-minute massages side by side, the tea lounge, 260 for two. Read back the way you wrote it.

  • “Do you sell gift cards? My mother’s birthday is next week.”

    Yes, and how; her number taken so you can text the link.

  • “Bonjour, j’aimerais un soin du visage hydratant.”

    Answered in French, facial booked with Bea for Wednesday 11:00.

The call log on a desk. Name, number, the service, a summary. Search finds a client, a therapist, or anything said.
The call log on a desk. Name, number, the service, a summary. Search finds a client, a therapist, or anything said.

Texts, handled the same way

A text to your line gets the same care: a confirmation when the booking lands, an answer when it is a question, and your own words when you want to step in.

Every conversation on the line.
Every conversation on the line.
The gift card, sent. Elena texted Margaret the link herself, in the thread the agent opened.
The gift card, sent. Elena texted Margaret the link herself, in the thread the agent opened.

Ring your own line, and it works for you

The line knows your number. Call the spa from your own phone and it becomes your assistant: who's in this afternoon, remind me to reorder the eucalyptus oil, who called during the last appointment. Text it between clients if talking is not the thing.

Elena, calling her own line. The afternoon read back by room, oil on the list.
Elena, calling her own line. The afternoon read back by room, oil on the list.
The note it made from a call. Where it came from, who it is about, one tap to close it.
The note it made from a call. Where it came from, who it is about, one tap to close it.

An assistant between appointments

Every business gets an assistant of its own. Ask it in plain words: confirm tomorrow's clients, send Margaret the gift card link. It reads the calendar and the call log, so it already knows.

Tomorrow confirmed, in French where needed, and the gift card link on its way.
Tomorrow confirmed, in French where needed, and the gift card link on its way.

Every therapist

Add each therapist or esthetician as a team member. Clients can ask for the person they like, each sees their own lane, and each has an assistant of their own. Ten dollars a month a person. Bookings sync with Google Calendar if you use it.

The week, by room. Noor's massages in blue, Bea's facials in green, the room reset blocked out.
The week, by room. Noor's massages in blue, Bea's facials in green, the room reset blocked out.
The team. Who the agent can book for, who signs in, who has an assistant.
The team. Who the agent can book for, who signs in, who has an assistant.

Setting it up

I

Forward your line

Keep the spa number. Forward the calls nobody picks up, or forward all of them during treatments. Or take a new local number.

II

Describe the spa

Treatments, prices, durations, who does what, arrival notes, cancellation policy. A few minutes, once.

III

Call it yourself

Ring the line, book a treatment, watch it land on the calendar. Change anything from the app.

Forwarding codes for every carrier are in this note. Stillwater and everyone in these screens are invented; the screens are the real product.

The next call is taken care of.

Set up in minutes. First month free, no card needed.

Start your free month

Or hear it answer first. It runs a demo plumbing company; yours would answer for your business.

(236) 205-5757 (239) 366-4669

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