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Pikul Front Desk

It answers, books and takes payment while you get on with your day.

Pikul Front Desk is an AI receptionist trained on your business. Day and night it answers every message in seconds, books the appointment, takes the deposit and passes anything sensitive to your team.

For clinics, dental and aesthetics practices, physios, salons and other appointment-based businesses across the UK.

Book a callTry it on WhatsApp
Trained on your businessAnswers from what you approveBuilt and run for you

An example night. Times and outcomes are illustrative.

Behind the scenes

What happens when an enquiry comes in.

From your website, Instagram, WhatsApp or anywhere else, Pikul Front Desk takes it from hello to booked, paid and reminded. Keep scrolling to watch it work.

Skip the animation
What your customer sees

One conversation

Your businessInstagram · replies in seconds
  1. Hi, I’d like to book a consultation. Anything this week?
  2. Hi, I’m the assistant here. Yes: a 30-minute consultation. Is this your first visit with us?
  3. Yes, first time
  4. Lovely. What’s your name and best email for the booking?
  5. Sarah, sarah@example.co.uk
  6. Checked the diary · 2 free times
  7. Thanks, Sarah. James has Thursday 10:00 or Friday 14:30. Which suits you?
  8. Thursday 10:00
  9. You’re booked for Thursday at 10:00. There’s a £50 deposit, taken off your fee. You can pay securely here:Consultation deposit£50.00Pay securelyApple PayGoogle PayCard
  10. Done, paid.
  11. Thank you, Sarah. Your confirmation is on its way, and I’ll remind you the day before.
  12. Wednesday
  13. Hi Sarah, a quick reminder: your consultation with James is tomorrow at 10:00. Reply here if you need to change it.
  14. Perfect, see you then.
Behind the scenes

12 of 12 steps handled

Booked, paid and reminded · 0 minutes of your team’s time

  1. Enquiry inInstagram DM, 21:14
  2. Tagged and routedNew client, consultation
  3. AnsweredIn seconds, from your answers
  4. QualifiedFirst visit, this week
  5. Details savedName and email, in your inbox
  6. Live diary checked2 free times with James
  7. Booked inThursday 10:00, in your diary
  8. Payment link sentYour payment system, such as Stripe
  9. Deposit paidApple Pay, into your own account
  10. ConfirmedTo Sarah, and an alert to you
  11. Reminder scheduledWednesday at 09:00
  12. Reminder sentSarah replied: see you then

One conversation for them. Twelve steps, handled for you. An illustration.

The short version

Everything it does, in one minute.

One receptionist across all your messages, trained on your business and working to your rules.

Replies in seconds, 24/7

Evenings, weekends and bank holidays, on the channel your customer chose.

Knows your business

Services, prices, policies and FAQs, in your tone, from what you’ve approved.

Works to your goal

Books the consultation, takes the deposit or asks your screening questions first.

Understands voice notes and photos

Customers can talk, send a photo or a video, and still get a useful reply.

Sends links, photos and files

Price lists, before-and-afters, directions, forms and PDFs, in the format each channel allows.

Checks live availability

Offers real times from your diary, with a named person if you like.

Books it in

Into your diary or connected calendar, and moves or cancels bookings when asked.

Takes payment

Integrates with your payment system, such as Stripe*, and sends a secure link for a deposit or the full fee.

Confirms, reminds and reschedules

A confirmation straight away, reminders before the day, and a new time if they need one.

Follows up

Gently nudges the ones who went quiet, and stops the moment they reply.

Texts back missed calls

Callers who couldn’t get through get a text within seconds, and the chat carries on.

Hands over to your team

Passes sensitive, urgent or unusual messages to a person, with the details captured.

* Payment systems with an open API, such as Stripe, PayPal, Square, SumUp or Dojo, can usually be connected. We check yours on the call.

Speaks your customers’ languageCaptures each lead’s detailsReports what it handledPhone answering: Pikul Voice AI, on request
The numbers

Speed wins the booking.

8×

higher conversion when an enquiry is contacted within five minutes, rather than later in the first 24 hours.

Source: InsideSales Lead Response Study 2021, 5.7 million inbound leads across 400+ companies
7×

more likely to qualify an enquiry that is answered within the hour, and 60 times more likely than waiting 24 hours.

Source: Harvard Business Review, 1.25 million sales leads
~3×

as many web enquiries booked when specialist clinics respond within seconds: 55% against 19%.

Source: Liine Healthcare Marketing Benchmark, 325,000 new-patient enquiries
80%

of patients want to schedule appointments any time, from home or their phone.

Source: Experian Health, State of Patient Access 2025
See it work

Four conversations it handles every day.

Pick one. Each is a typical enquiry, start to finish, with nobody on your team involved until they’re needed.

Example conversations. Business names, times and prices are illustrative.

Booked with a deposit

Y
Your businessReplies in seconds
WhatsApp · 21:40
Hi, do you have anything this Saturday for a consultation?
Hi, I’m the AI assistant here. Yes, James has 9:20 or 11:00 this Saturday. Which suits you better?
11:00 please
Lovely, you’re booked. There’s a £50 deposit, taken off your consultation fee, and you can pay it securely here:
Your business · secure payment
£50.00
Consultation deposit · Saturday 11:00Pay securely
Done, thank you.
You’re bookedSaturday 11:00 with James · confirmation sent · reminder on Friday
Live availabilityNamed personPayment link sentConfirmation sentReminder scheduled

Voice note and photo

Y
Your businessReplies in seconds
WhatsApp · 22:05
0:14“Hi, how much are your treatments and do I need a consultation first?”
Thanks for the voice note. Every treatment starts with a free 20-minute consultation, so we can recommend what suits you. Our prices are at yourbusiness.co.uk/prices, and here’s how to prepare:
PDF
Treatment preparation guide2 pages
Great. Here’s a photo, could someone take a look?
Photo from customer · blurred for privacy
Thanks for sending the photo. I’ve passed it to the team and they’ll be in touch.
Handed to your team · alert sent to their phones
Voice note understoodPrices linkedPreparation guide sentNo advice givenHanded to your team

Missed call

Y
Your businessReplies in seconds
SMS · 13:05
Missed call · 07700 900123 · team with customers
Hi, it’s the AI assistant at Your business. Sorry we missed your call, the team are with customers right now. How can I help?
Hi, I need a check-up, I’m a new customer
Welcome. A new customer check-up is 40 minutes. I can do Monday 9:20 or Wednesday 16:40. Which works?
Monday please
BookedMonday 9:20 · new customer check-up · forms link sent
Texted back within secondsNew customer bookedForms sentNobody had to call back

Reminder, reschedule and follow-up

Y
Your businessReplies in seconds
WhatsApp
Hi Sam, a quick reminder: your appointment is tomorrow at 10:00. Reply YES to confirm, or tell me if you need a different time.
Can we do later in the day?
Of course. I can move you to 16:30 tomorrow or 9:00 on Friday.
16:30
MovedTomorrow 16:30 · same person · calendar updated
Another enquiry, 2 days quiet
Hi Jo, just checking in about the session you asked about. We still have a couple of spaces this week if you’d like one.
Reminder sentRescheduled, same personQuiet enquiry followed upStops when they reply
Try it

Don’t take our word for it. Test it.

Pikul runs on Pikul Front Desk too. Message it and try to catch it out: it’s the same experience your customers would get, trained on your business instead of ours. The chat bubble on this page is Pikul Front Desk as well, and our phone line runs on Pikul Voice AI, so you can hear that too.

Message it on WhatsApp Ask anything, try to book a call. Call Pikul Voice AI: 01923 961913 Phone answering, available on request.
Step by step

What happens from the first message to the confirmed booking.

Every step runs on its own, day and night. Under each one is what you decide, because it’s your business and your rules.

  1. A message arrives

    WhatsApp, Instagram, Messenger, web chat, SMS or Telegram, at 2pm or 2am. It replies in seconds on the same channel. Email is in beta: it answers within minutes. If someone calls and can’t get through, it texts them back.

    You decide: its name, its tone and the hours it answers. Round the clock is the usual choice.

  2. It understands what they want

    Typed messages, voice notes, photos and videos, in whatever language the customer writes in. It remembers the conversation, so nobody repeats themselves, and asks the questions your best receptionist would.

    You decide: the questions it asks, and what happens with photos. In healthcare, for example, you can have every photo go to a person.

  3. It answers from what you’ve approved

    Your services, prices, policies, opening hours and FAQs. It’s instructed not to guess a price or make a promise: if it doesn’t know, it says so and takes a message.

    You decide: what it knows. You check its answers and sign them off before it goes live.

  4. It sends what helps

    Links to your pages, price lists, before-and-after photos, directions, intake forms and PDFs, at the moment they’re useful. WhatsApp carries them all; other channels get what they support, or a link.

    You decide: what’s in its library and when each item gets sent.

  5. It books the appointment

    It checks real availability, offers times, books the slot, and can book with a named person. Reschedules keep the same person where possible; cancellations free the slot straight away.

    You decide: which services can be booked in the chat, with whom, and when.

  6. It takes payment

    It integrates with your payment system, such as Stripe, and sends a secure payment link inside the conversation for a deposit or the full fee, so customers can pay before the day, straight into your account.

    You decide: which services need a deposit and how much.

  7. It confirms, reminds and follows up

    A confirmation straight away, reminders before the appointment, and it handles the “can I move it?” replies too. People who asked and went quiet get a polite nudge, and the nudges stop the moment they reply.

    You decide: when reminders go out, what they say, and how many follow-ups. On WhatsApp it can even send a voice note you recorded.

  8. It hands over and keeps the record

    It’s set up to pass clinical, urgent, sensitive or unusual messages to your team with the details captured, and they get an alert on their phones. Each contact’s details, what they asked and what happened are logged, and can flow to your spreadsheet or CRM.

    You decide: what triggers a handover, who gets the alert, and where leads go.
Channels and tools

Where it answers, and what it connects to.

One receptionist and one inbox for all these channels, connected to the tools you already run where they allow it.

WhatsAppInstagram DMs and commentsMessengerWeb chatSMSTelegramEmail beta
Included

Missed-call text-back

When nobody can pick up, the caller gets a text within seconds and the conversation carries on by text. We set up the number and the call forwarding with you, and your team can get an alert with the caller’s number too, handy for landlines that can’t receive texts.

On request

Pikul Voice AI on your phone line

Answers calls live, handles the common questions, books people in and passes anything it can’t handle to your team. Scoped with you on a 30-minute call with Rafal.

About Pikul Voice AI

Your diary

A built-in booking calendar, or your Google Calendar kept in step both ways, so it only offers times you’re free.

Your booking system

Booking systems with an open API can usually be linked, so the diary stays in sync. Where yours can’t, it takes the request with the preferred time and your team confirms it.

Payments

Integrates with your payment system, such as Stripe*, for deposits or full fees, paid straight into your own account.

CRM and marketing tools

Most CRMs and marketing tools can be linked, such as HubSpot or Google Sheets, so leads and bookings stay in sync.

Team alerts

Alerts on your phone through the app, plus email or Slack if that’s where your team lives.

Your website

The chat on your site, and a booking page or calendar you can embed, both in your brand.

* Payment, booking and CRM systems with an open API can usually be connected. We check yours on the call and confirm it in writing before any work starts.

Control and safety

It works for your team, not instead of it.

You set the rules, you see everything, and your team can step in at any time.

You stay in control

  • You approve what it knows. Nothing goes live until you’ve tested it and signed it off.
  • Your rules, your limits. What it talks about, what it stays away from, and when it hands over.
  • Take over any chat. One inbox for every channel, on your computer and on your phone, with no app store needed.
  • Instant alerts. Your team hears the moment a person is needed, and the AI stays out of that chat until you hand it back.
  • See the numbers. Conversations, bookings, how fast it replied, and what it handled versus your team.
  • Pause any time. One switch, and your team answers everything as before.

Built with regulated businesses in mind

  • No advice. It’s set up not to give clinical, legal or financial advice. It informs, books and hands over.
  • Urgent means a person. It’s set up to send urgent or sensitive messages to your team straight away and tell the customer what to do meanwhile.
  • Honest about being AI. It says it’s an AI assistant and doesn’t pretend to be a person.
  • Built for UK GDPR. You stay the data controller, with a written data processing agreement before go-live. We’re registered with the ICO, reference ZC192233.
  • Your data stays yours. It’s never used to train AI models, and if you leave it’s returned to you or deleted, your choice.
  • The detail is published. The security page sets out where data is stored and processed. Ask us for the documents.
How we set it up

Built for you, not handed over as a kit.

We do the work. Your part is a call, a focused discovery and a sign-off. A working receptionist is typically answering within days, and it gets sharper over its first few weeks.

A 30-minute call with Rafal

How enquiries reach you today, where they slip, and what Pikul Front Desk should do.

A focused discovery

Your services, prices, booking rules, tone and the questions customers really ask.

We build and connect

Channels, diary, payments and alerts, trained on your business and tested on the awkward questions.

You test and sign off

Try to catch it out. Nothing goes live until you’re happy with how it answers.

Live, and kept sharp

We review real conversations regularly and keep improving the answers.

More enquiries

Want more enquiries coming in?

Pikul Front Desk looks after the enquiries you already get. If you want more of them, we also build the website, run the ads and make the content, all leading into a conversation it can answer.

A website built to convert

Your site answers and books, with the chat built in.

Websites

Ads that land in a conversation

People who click get a reply, not a form.

Paid ads

Content that starts chats

A comment on your post gets a DM that opens the conversation and can lead to a booking.

Content and DMs
Worth it?

Start with one number.

What is a new client worth to you? If Pikul Front Desk books a handful of enquiries each month that would otherwise have gone elsewhere, you can judge the return yourself. We go through your numbers on the call.

Results are possible, not guaranteed. The scope, term and notice period are agreed in writing before any work begins.

Questions

What business owners ask before they start.

How much does it cost?
Every build is scoped to your business, so there’s no price list. The price depends on which channels it covers, what it connects to, how many conversations it handles and whether you add Pikul Voice AI. You get a written quote after a 30-minute call with Rafal, before any work begins. Our guide explains what changes the price.
Does it replace my receptionist?
No. It covers the hours and channels a person can’t: evenings, weekends, lunch breaks and the moments your team is with a customer. Your team gets warm, qualified conversations and more time for the people in front of them.
Does it qualify enquiries, or just answer them?
It asks the questions you would ask, such as the service, timing, location or budget, and passes on the enquiries that fit. Spam and enquiries that aren’t a good fit can be filtered out, so your team’s time goes to the right people.
What if it gets something wrong?
You can see it. Every conversation sits in your inbox and your team can step in at any time. Tell us and we correct the answer at the source, and we review real conversations regularly, so gaps are found and fixed.
What am I signing up to?
A written quote and agreement that set out the scope, the term and the notice period before any work begins. You can pause the AI at any time with one switch. If you leave, your data is returned to you or deleted, your choice. We tell you the term and notice period on the call, before you see the quote.
Is it safe for healthcare and other regulated businesses?
It’s built with them in mind. It’s set up not to give clinical, legal or financial advice, and to route urgent or sensitive messages to a person. You stay the data controller, under UK GDPR and a written data processing agreement. The security page has the detail.
How long does setup take, and what do I need to do?
A working receptionist is typically answering within days, and it gets sharper over its first few weeks of real conversations. Your part is a 30-minute call, a focused discovery on your services, prices and booking rules, and testing it before you sign it off. We do the building, connecting and training.
Does it work with my booking system?
It has its own booking calendar and works with Google Calendar out of the box. Booking systems with an open API can usually be linked too, so everything stays in sync, and we check yours on the call. If yours can’t be connected, it takes the request with the preferred time and your team confirms it.
Can one Pikul Front Desk cover several locations?
Yes. One Pikul Front Desk can answer for every location of a hospital or group. Multi-site builds need more capacity and deeper integrations, so they are scoped individually on a 30-minute call with Rafal and confirmed in your written quote.
Can it use my existing WhatsApp number?
In most cases, yes. We look at your current number on the call and recommend the safest way to connect it, or set up a new one if that suits you better. We tell you in writing which numbers and accounts are in your name and what happens to each if you leave.
Can my team step in?
Yes, at any time. Every conversation from every channel sits in one inbox, on the computer and on your phone. Your team can reply in any chat and switch the AI off for that conversation with one tap. When the AI hands a chat over, it stays out of it until your team hands it back.
Can it really take payments?
Yes. It integrates with your payment system, such as Stripe, and sends a secure payment link in the conversation for a deposit or the full fee. The money goes straight to your own account. Payment systems with an open API, such as PayPal, Square, SumUp or Dojo, can usually be connected too, and we check yours on the call.
Will it sound like a robot?
No. It’s trained on your business and writes in your tone, in short, natural messages. It’s open about being an AI assistant, and most customers simply care that they got a quick, useful answer at 10pm.
What happens if it doesn’t know the answer?
It’s set up to say so, take the details and pass the question to your team, rather than guess. Every question it couldn’t answer shows us a gap to fill, so it gets sharper over time.
Which languages does it speak?
It replies in the language your customer writes in, so a message in Polish, Spanish or Arabic gets an answer in the same language.
Does WhatsApp charge for messages?
Since 1 October 2026, WhatsApp charges for business replies once a number passes 1,000 in a month, at a rate set by country. We estimate your volume on the call and account for it in your written quote. Our WhatsApp pricing guide explains it.
A small number of new partners each month

See it answer one of your enquiries.

Book a 30-minute call with Rafal. You’ll see Pikul Front Desk handle an enquiry like yours, and get a clear plan, then a written quote. No obligation.

Call Rafal: 07925 614971Message on WhatsApp

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