What HVAC customers call about
Calls come in waves with the weather. On a mild day it's annual furnace tune-ups, maintenance plan questions and quotes for a new system. On the first cold night or the first heatwave, it's people with no heat or no air conditioning, sometimes with an elderly parent or a baby in the house. A carbon monoxide alarm call can come at any hour.
What the assistant does
- Takes maintenance and repair requests. It records the type of system, its approximate age and the symptoms ("blowing cold air", "short-cycling", "making a banging noise"), along with the caller's name, number and address, and reads them back.
- Prioritises the urgent calls. No heat or no cooling, especially with elderly people, infants or extreme weather, is treated as urgent. It follows your emergency policy, for example same-day emergency service, and marks the message urgent so it's emailed to your team.
- Handles carbon monoxide alarms safely. If a caller mentions a CO alarm or symptoms like headache, dizziness or nausea, it tells them to get everyone outside and call 911.
- Books visits when a calendar is connected. With Google Calendar or Microsoft Outlook connected, it can check availability and add the appointment. Without one, it takes the request and tells the caller the team will confirm.
- Transfers callers to up to five people on your list, such as a dispatcher or on-call technician, once a phone number is connected.
What it won't do
- It won't diagnose the system or walk the caller through repairs. It records the symptoms for your technician.
- It won't quote prices or maintenance plan costs you haven't added to your details.
- It won't take card details for deposits or invoices.
- It tells callers it's an AI if they ask.
Setting it up
- Choose the HVAC receptionist in the Brain Marketplace.
- Enter your hours, service area, services and emergency call-out policy (required).
- Add your common questions to the Knowledge Base: what a tune-up includes, which brands you service, how maintenance plans work.
- Publish and run the automatic tests, which include a no-heat call with an elderly resident and a carbon monoxide alarm, then try it in the playground.
- Get a RingMind number and connect it to the assistant. See phone numbers and transfers.
Handling the queue on a busy day
When the weather turns, requests pile up. Each one arrives in your dashboard with the system details and urgency already written down, and you can turn it into a task. Urgent messages are emailed so they don't wait for someone to open the dashboard. Every call also has a transcript if a technician wants to hear the caller's exact description.
Tools it can connect
Record leads and call notes in HubSpot, look up a customer's invoices in QuickBooks Online, or notify the team in Microsoft Teams. Integrations are in Beta. Plans are on the pricing page.