ToolTime's digital assistant takes over the telephone service

ToolTime has expanded its software to include an AI telephone assistant. It answers calls, systematically records customer requests, and transfers the data to the software.

The new ToolTime Assistant is an AI-based telephone assistant and part of the software's digital operating system, the company explains in a press release. It can be activated directly in the ToolTime settings without the need for an additional application.

How the ToolTime Assistant works

Users of ToolTime software can select the voice of the AI ​​telephone assistant and enter questions for the callers. Photo: © ToolTime

Before the first use, companies define basic settings with just a few clicks: They first set up call forwarding to the ToolTime Assistant, which means the existing telephone number for end customers remains unchanged.

In addition, businesses choose a voice for the assistant, provide opening hours, an emergency number, their trade and up to eight individual questions that the telephone assistant uses as a guide.

Telephone assistant detects acute problem

When the ToolTime assistant is active, it handles incoming calls and records the caller's request, address, and urgency. According to ToolTime , new customer records can be created or calls assigned to existing projects with just a few clicks from the recorded data.

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Additionally, the assistant compares the caller's phone number in real time with the ToolTime customer database and automatically assigns known customers to the appropriate customer file. If a caller expresses an urgent problem, the AI ​​recognizes this based on the content of the conversation and forwards the call directly to the stored emergency number.

Full transcript or summary

The ToolTime Assistant provides a concise summary of the call and prioritizes it. Photo: © ToolTime

The full transcript of each conversation can optionally be viewed. "However, the compact summary that the software automatically generates is more practical for everyday work," explains the Berlin-based software company. This allows businesses to see at a glance which inquiries could lead to an order and prioritize their callbacks accordingly.

Key figures such as total number of calls, call duration, emergencies and new customers can also be viewed over time in the dashboard – "so businesses start the next day with a pre-sorted overview of open inquiries instead of a full mailbox".

AI in the Trades: On handwerksblatt.de you will find further current application examples for the use of artificial intelligence (AI) in the trades – for example in our 16-part special feature " Artificial Intelligence in the Trades – an Assistant called KaI " or, for example, in the online articles " Creating and recalculating offers with AI " (software "das programm"), " 'Kiki' is always available " (AI telephone assistant from "Heykiki"), " Chatbot from handz.on provides support in the office and on the construction site " (chatbot from "handz.on") or " Bundling all communication channels in one system " (AI system from the software company "plancraft").

More AI applications planned

"AI in the trades means freedom from repetitive office tasks for us," says Marcel Mansfeld, CEO of ToolTime. The ToolTime Assistant is just the beginning. The company plans to launch further AI applications this year. 

Source: ToolTime

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