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AI and automation by role

How Receptionists / front desk staff can use AI and automation

Below are 12 common tasks for Receptionists / front desk staff, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Front Desk Coordinator, Front Office Assistant, Reception Coordinator, Front Desk Agent, Concierge

Find your own hour leaks, free See the fixes

Task 1 · typically 90 min, every day

Answer and route phone calls

Software featureBest fix

Set up an auto attendant and direct numbers for common calls

A short phone menu and direct-dial numbers send routine calls straight to the right person or a recorded answer, so the front desk handles only the calls that need a person.

Typically saves about 40% of the time2 h to set up
  1. 1Track a week of calls: who called and where they needed to go.
  2. 2Set up a short menu (3 or 4 options) in RingCentral, Zoom Phone, Teams Phone, Dialpad or 8x8.
  3. 3Give direct numbers to the people who get the most calls.
  4. 4Record answers to the top questions (hours, address, parking).

Tools: RingCentral · Zoom Phone · Microsoft Teams Phone · Dialpad · 8x8

One more way to fix it
AI

Use an AI receptionist for after-hours and overflow calls

AI phone agents in RingCentral, Dialpad or services like Smith.ai and Goodcall answer routine questions, take messages and book appointments when the desk is busy. Set clear limits and an easy way to reach a person.

Typically saves about 35% of the time2 h to set up
  1. 1Pick where it helps: after hours, lunch cover, or overflow when lines are busy.
  2. 2Choose a tool: RingCentral AI Receptionist, Dialpad, Smith.ai (AI plus human backup) or Goodcall.
  3. 3Write its script and FAQ with the prompt below.
  4. 4Always offer "press 0 or say 'person'" and review call logs weekly.
Prompt to copy
Write a phone script and FAQ for an AI receptionist at [COMPANY], a [TYPE OF BUSINESS] at [ADDRESS]. Hours: [HOURS]. It should: greet callers, answer these questions [LIST TOP 10 QUESTIONS WITH ANSWERS], take a message with name, number and reason, and transfer to [NAME/NUMBER] for [URGENT SITUATIONS]. It must never give prices, legal, medical or account-specific information, and must offer a person whenever asked.

Tools: RingCentral AI Receptionist · Dialpad · Smith.ai · Goodcall · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 2 · typically 45 min, every day

Check in visitors and let their host know

Software featureBest fix

Let visitors sign themselves in on a tablet and notify their host

Envoy, Sign In App, Proxyclick and Greetly let hosts pre-register guests, print badges, collect NDAs, and message the host automatically when the guest arrives.

Typically saves about 50% of the time2 h to set up
  1. 1Set up a tablet at reception with Envoy, Sign In App, Proxyclick or Greetly.
  2. 2Connect it to your directory so it can message hosts in Teams, Slack or email.
  3. 3Ask employees to pre-register guests from Outlook or Google Calendar.
  4. 4Add NDA or safety sign-off if your site needs it.

Tools: Envoy · Sign In App · Proxyclick (Eptura) · Greetly

How to automate this task

Task 3 · typically 30 min, every day

Sort mail and track down package recipients

Software featureBest fix

Scan packages and let the app notify the recipient

Package tools read the label photo and message the recipient automatically, then log the pickup.

Typically saves about 50% of the time45 min to set up
  1. 1Use Envoy Deliveries, Sign In App deliveries, PackageX or a similar app.
  2. 2Photograph each label as it arrives; the app matches the name and sends a notice.
  3. 3Set reminders for packages not picked up after two days.
  4. 4Log pickups in the app so you can answer "did my package come?" instantly.

Tools: Envoy Deliveries · Sign In App · PackageX

One more way to fix it
Software feature

Have postal mail scanned and emailed to the right person

Virtual mailroom services open and scan mail so it can be routed by email, which helps hybrid teams and keeps a searchable record.

Typically saves about 40% of the time2 h to set up
  1. 1Decide which mail can be scanned (most) and what must stay physical (checks, legal notices).
  2. 2Use a service such as Earth Class Mail, Anytime Mailbox or iPostal1, or scan in-house to a shared inbox.
  3. 3Send checks to a bank lockbox or remote deposit.
  4. 4Route scanned items to owners by rule.

Tools: Earth Class Mail · Anytime Mailbox · iPostal1 · Bank lockbox

How to automate this task

Task 4 · typically 15 min, every day

Answer the same questions from coworkers again and again

AIBest fix

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

One more way to fix it
Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

How to automate this task

Task 5 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 6 · typically 20 min, every day

Book meeting rooms and desks for people

Software featureBest fix

Let people book rooms and desks themselves

Room resources in Outlook and Google Calendar, or tools like Robin, Skedda and Envoy, let people see what is free and book it, with screens outside rooms.

Typically saves about 70% of the time1 h to set up
  1. 1Make sure every room is set up as a bookable resource in Outlook (or Microsoft Places) or Google Calendar.
  2. 2For desks, use Microsoft Places, Robin, Skedda or Envoy Desks.
  3. 3Turn on auto-release of no-show bookings.
  4. 4Send one how-to and stop booking on others' behalf except for executives.

Tools: Outlook room resources and Microsoft Places · Google Calendar resources · Robin · Skedda · Envoy

How to automate this task

Task 7 · typically 30 min, a few times a week

Type up paper forms, sign-in sheets and handwritten notes

Software featureBest fix

Replace paper forms with online forms that fill a spreadsheet

Microsoft Forms, Google Forms, Jotform and Typeform put answers straight into a sheet, so there is nothing to type up.

Typically saves about 65% of the time45 min to set up
  1. 1List the paper forms and sign-in sheets you type up.
  2. 2Rebuild each as an online form; print a QR code for people on-site.
  3. 3Send the responses to a spreadsheet or straight into the system you use.
  4. 4For any paper that still arrives, photograph it and use AI to extract it into a table.

Tools: Microsoft Forms · Google Forms · Jotform · Typeform

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 8 · typically 10 min, every day

Find times and schedule meetings

Software featureBest fix

Send a booking link instead of trading emails

Outlook Bookings, Google Calendar appointment schedules or Calendly let people pick a time that already works.

Typically saves about 80% of the time15 min to set up
  1. 1Turn on the booking page built into your calendar (Outlook Bookings or Google appointment schedules), or use Calendly.
  2. 2Set your working hours and buffers.
  3. 3Paste the link in your signature and in replies that ask "when works?".

Tools: Microsoft Bookings · Google Calendar appointment schedules · Calendly

How to automate this task

Task 9 · typically 20 min, a few times a week

Order lunches and catering for meetings

Software featureBest fix

Order catering through a platform with saved orders and dietary needs

ezCater, Forkable, ZeroCater and Sharebite save repeat orders, dietary preferences and billing so ordering lunch takes a minute.

Typically saves about 50% of the time30 min to set up
  1. 1Pick one platform and set up a company account with central billing.
  2. 2Save your common orders (team lunch for 10, board lunch).
  3. 3Collect dietary needs once in a form and keep them on file.
  4. 4For regular team meals, let people pick their own meal through the platform.

Tools: ezCater · Forkable · ZeroCater · Sharebite

How to automate this task

Task 10 · typically 30 min, once a week

Order office supplies and keep things stocked

Software featureBest fix

Set recurring orders and a simple request form for supplies

Recurring deliveries for the basics and a single request form for everything else replace walk-around stock checks and ad-hoc orders.

Typically saves about 60% of the time45 min to set up
  1. 1List what you order every month and roughly how much.
  2. 2Set up recurring orders (Amazon Business, Staples Business, your local supplier).
  3. 3Create a request form for anything else and review it once a week.
  4. 4Adjust quantities quarterly.

Tools: Amazon Business · Staples Business Advantage · Microsoft Forms or Google Forms

How to automate this task

Task 11 · typically 30 min, once a week

Keep phone lists, contact sheets and org charts up to date

AutomationBest fix

Let the directory and org chart update from the HR system

Microsoft 365, Google Workspace and most HR systems generate the staff directory and org chart from live data, so there is no list to maintain.

Typically saves about 60% of the time1 h to set up
  1. 1Check that HR or IT keeps title, manager, phone and location current in the HR system or Microsoft Entra ID / Google directory.
  2. 2Point people to the built-in org chart (Teams, Outlook, Google contacts, BambooHR, Rippling).
  3. 3Retire the spreadsheet phone list.
  4. 4For visitor-facing lists, publish one page that pulls from the directory.

Tools: Microsoft Teams and Outlook org chart · Google Workspace directory · BambooHR or Rippling org chart

One more way to fix it
Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

How to automate this task

Task 12 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Quick wins

Have you tried…

Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?
You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.
Do visitors sign themselves in on a tablet that messages their host?
Visitor tools like Envoy or Sign In App let guests check in, print a badge and alert their host automatically. Hosts can pre-register guests from their calendar.
Can people book rooms and desks themselves from their calendar?
Set up each room and desk as a bookable resource in Outlook or Google Calendar, or use a tool like Robin or Skedda. People see what is free and book it.
Does your phone system send routine calls straight to the right person or a recorded answer?
A short phone menu and direct numbers mean the front desk only handles calls that really need a person. Most business phone systems include this.

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