What’s the difference between an answering service and a virtual receptionist service?
Answering services are often easily recognizable as a “service,” perform only the simplest tasks, such as forwarding messages, and can be impersonal. A virtual receptionist, on the other hand, sounds as if she’s right in your office, transferring calls live and relaying vital information to callers.
Can I keep my phone number?
Absolutely! You may simply forward your existing phone number to us all the time, part of the time, or on a delayed basis.
What if I don’t have a phone number; will you provide me with one?
Certainly! We assign each client a toll-free number that you are free to publish and take with you at the end of service.
What are your hours?
Our team of virtual receptionists answers live Monday-Friday 5:00am-6:00pm Pacific (8:00am-9:00pm Eastern). Outside of those hours, we can provide a number of automated options, for which there is no charge.
Do you answer all my calls live?
Yes! Every call that comes in when we’re open is answered by one of our cheerful, live receptionists, and your callers will never reach an automated greeting during our business hours.
What will the receptionist say when she answers the phone?
Ruby’s virtual receptionists will answer your calls with your personalized greeting. Greetings typically include “Good Morning/Good Afternoon” or “Thank you for calling,” your company name, and an offer of assistance such as “How may I help you?” However, they are completely customizable to fit your business.
How do you transfer a caller to me?
Typical call-handling protocol for our virtual receptionists is as follows:
- The call is identified and answered. The call is screened and placed on hold.
- The client is contacted and asked whether or not he or she wishes to accept the call.
- If accepted, the call is transferred immediately.
- If denied, the call is either sent to voicemail or a manual message is taken and delivered via email.
*Please note: We are happy to adapt our call-handling to your unique business, including only taking messages, collecting specific information from callers, trying multiple lines, and more.
Can you transfer calls to my cell phone or to my home?
Our virtual receptionists can transfer calls to any phone number you wish (other than the one forwarded to Ruby), whether it’s an office line, home line, or cell phone. Many clients give us multiple phone numbers so that we have a variety of ways to reach them.
How do you know if I’m available to take calls?
You may update us as to your whereabouts as frequently as you like! For example, you may request to have calls transferred to your cell phone, calls held for an allotted amount of time, or detailed information relayed to your callers. Update your status via phone, email, our free iPhone app, or our mobile-friendly Member Services Area.
What happens when I’m unavailable to take calls?
When you’re unavailable, our virtual receptionists can take a message, transfer to voicemail, or offer the caller the choice between the two.
How do I receive my messages?
You may choose to have your messages emailed or texted to you, or both. If you’ve opted to use a Ruby voicemail box, voicemail messages will be emailed to you in an attached .wav file. Alternatively, if you already have voicemail at your office or on your mobile phone, we can often transfer there.
Where are the receptionists located?
All of our bright virtual receptionists work out of one office in the heart of Portland, Oregon’s oft-praised Pearl District.
What is a “receptionist minute”?
We only charge for the time that the receptionist is involved in the call; there are no charges per transfer, per message, or for the time that you talk to your caller.
What happens if I go over the minutes on my plan?
Additional minutes are simply prorated. You’re welcome to change your plan at any time.
Can you make outgoing calls on my behalf?
We certainly can! Our virtual receptionists are happy to place calls to relay information or confirm appointments on your behalf. These calls are billed outside of your monthly pool of minutes, and you only pay for what you use.
I have more than one business; can they share an account?
You bet! For a small fee, your businesses can share a pool of minutes.
Where do you provide service?
Anywhere in the United States, Canada, and the Caribbean.
Is there a long-term contract?
No. During the first 30 days, you may cancel at any time without notice. Thereafter, we require a 30 day notice of cancellation.
How can I get started?
Simply complete the online service agreement to get your first 14 days at no cost or obligation. A Ruby team member will call to welcome you, chat with you briefly, and then get you up and running!