AI Receptionist for Facilities & Maintenance
An AI Receptionist Built for UK Facilities & Maintenance Businesses
VoxHive answers calls 24/7, captures maintenance enquiries and caller details, provides approved information and supports configured callback and escalation workflows.
The problem
Maintenance calls do not always arrive when your team is available to answer.
Reported faults arrive at awkward times: early mornings, evenings, weekends, and in clusters when something affects a whole site. Your coordinators are often already on another call.
VoxHive answers, captures the site, the location within it and the caller's description of the issue, then follows the escalation rules you configure so the right people see it.
What VoxHive handles
What VoxHive handles for Facilities & Maintenance
Each of these can be configured for your business, using your own wording and call-handling rules.
- Maintenance requests
- Contractor calls
- Tenant enquiries
- Emergency maintenance
- Inspection scheduling
- Callback requests
- Supplier calls
How it works
From first contact to your dashboard.
- 1
Phone, web, email or WhatsApp
A customer gets in touch on whichever channel you have configured.
- 2
VoxHive answers
It responds immediately using only your approved knowledge and call-handling rules.
- 3
Booking, message or lead
It captures the enquiry, takes a message or handles the appointment workflow you have set up.
- 4
Your dashboard
The conversation, summary and captured details land in your VoxHive dashboard.
Plans from £49/month
See VoxHive working for your facilities & maintenance
Start with a 14-day free trial, no card required, or compare the plans and included AI voice minutes.
Request capture
Capture the report, not an interpretation of it.
VoxHive can collect what your workflow asks for: the site and the location within it, the caller's name and role, the description of the issue in their own words, when it started, and access or contact arrangements.
It records that description as reported. It does not diagnose the fault, decide what the cause is or tell the caller what needs replacing.
Existing clients
Client and contractor calls, routed by your rules.
Existing clients often call about a job already logged, a planned visit or an administrative question. Contractors call about access, attendance or scheduling.
VoxHive is configured to recognise these and follow the route you set, capturing callback requests where appropriate rather than sending every call to the same place.
Escalation
Urgent calls follow your configured escalation path.
You define what counts as urgent, who is contacted and in what order. VoxHive follows those instructions and makes clear that it is not an emergency service.
It does not assess whether a building or situation is safe, authorise work or dispatch a contractor on its own unless a genuine workflow for that has been configured. Where a caller describes a possible emergency, it directs them to the emergency services as your instructions specify.
Approved procedure knowledge
Your procedures and service information. Not improvised answers.
VoxHive answers from what your business supplies: the services you provide, the sites or contracts it should recognise, your reporting process, your priority definitions and who each type of issue should reach.
It records what the caller says. It does not interpret a fault, judge whether a situation is safe or decide a priority beyond the rules you have given it, and it says clearly when something needs a person.
How we describe capability
- Can be configured to handle your routine enquiries.
- Where connected to your booking system, it supports appointment workflows.
- Using your approved knowledge, it answers consistently every time.
- Where supported by your workflow, it routes urgent calls to a person.
Always available
Answer reported issues around the clock.
24/7 call handling
Calls are answered at night, at weekends and over holidays, following your out-of-hours instructions.
Consistent responses
Every reported issue is captured to the same structure, with the site, location and description recorded the same way each time.
Handle multiple calls at the same time
VoxHive can handle simultaneous conversations, helping reduce missed calls and unnecessary waiting when several sites report issues at once.
Lead and enquiry capture
Names, numbers and what the caller wanted are captured and passed to your team.
Appointment workflows
Where configured, appointment requests are captured and handled to your rules.
Your knowledge, one place
One approved source of answers across phone, email and web chat.
FAQ
Common questions.
What kinds of facilities calls can VoxHive handle?
Routine ones: capturing reported maintenance issues with site and location detail, existing client enquiries about logged jobs or planned visits, contractor access and scheduling calls, callback requests and general approved service information.
Can it work out what is wrong and how urgent it is?
It captures the caller's own description of the issue and applies the priority rules you configure. It does not diagnose a technical fault, carry out an electrical, gas or building safety assessment, or decide urgency on its own judgement.
Can it arrange a visit or send a contractor?
It can capture the request and support your configured callback or scheduling workflow. Where connected to your scheduling system, available actions depend on the integration enabled. It does not dispatch a contractor or authorise work unless a genuine configured workflow does so.
What happens if it cannot answer a caller's question?
It says the information is not available to it and captures the question with the caller's details and site, so a coordinator can respond rather than the caller receiving a guess about a job or a timescale.
How does it handle emergencies and out-of-hours calls?
It can answer out-of-hours calls and follow the escalation path you configure. It makes clear it is not an emergency response service, and where a caller describes a possible emergency it directs them to the emergency services as your instructions specify.
Does VoxHive integrate with our CAFM or job management system?
That depends on the system you use and the workflow required. VoxHive can support configured maintenance, callback and escalation workflows, and we do not claim a named CAFM or CMMS integration unless it is currently supported.
Ready for your business
We will walk through how facilities & maintenance use VoxHive, what it can be configured to do for you, and what it will not do.
- UK hosted
- Designed to support your data protection requirements
- No setup fee
- Cancel anytime
Want to see how AI receptionists work specifically in facilities & maintenance? Read our practical guide to AI receptionists for facilities & maintenance, covering the calls that come in, what callers ask and what the receptionist should never attempt.
Or browse every industry we support.