Three phases — provisioning, configuration, and operation — with the detail you need to know exactly what you're signing up for, and what happens after you do.
Sign-up is what you do. Everything else in this phase is what we do to stand up your Hey Cooee line and book the conversation that makes it yours.
Head to the sign-up page, tell us about your business, and pick a plan. You verify your email, set your password, and your portal is live within a couple of minutes. You've also given us enough context to prepare for the onboarding call.
Behind the scenes, we provision a dedicated Australian phone number for your business, stand up your tenant on our Sydney-region infrastructure, and load a first-pass conversation template based on your business type. You don't have to do anything — this all happens while you're getting on with your day.
You'll get an email within a business day with a short calendar link to book a 20–30 minute onboarding call at a time that suits. That call is where the generic template becomes actually yours.
A generic template is never good enough. This phase is where we build the conversation around the way you actually work — the services you offer, the phrasing you use, and the rules that are specific to your business.
We walk through how you want the AI to greet callers, which services or appointment types you offer, how long each takes, and what counts as an emergency versus a standard booking. We also capture the specific turns of phrase that make your business sound like your business — not a generic call centre script.
After the call, we translate what we learned into the AI's configuration — prompt, services, working hours, team members, escalation rules, notification preferences. We handle this part for you. Typically ready within a business day.
Everything we've configured shows up in your portal. You can read the greeting, see the list of services with their durations and booking windows, check team members and their working hours, and see exactly which events will trigger a notification. Request any tweaks in-line and we'll update them.
Before going live, you (and anyone on your team) call the AI yourself. Try different scenarios — a straightforward booking, an odd request, an after-hours call, a caller who changes their mind. Whatever doesn't sound right, tell us, and we adjust. You only go live when you're happy.
No time pressure. Some businesses test for a day, some for a week.
We don't use a one-size-fits-all script. During onboarding, we build a conversation guide that covers how to greet callers naturally, which services to offer based on what's described, when to book versus take a message, how to handle emergencies for trades and medical businesses, what information to collect, and how to speak times, dates, and phone numbers naturally in Australian English.
Once you go live, the AI handles inbound calls, you handle the work, and the portal is where you see everything. Changes can be made any time without taking the service offline.
There are two ways callers reach your AI receptionist, and you can use either or both. The simplest is to set up call forwarding on your existing business number so it flows to your Hey Cooee line whenever you can't pick up — your customers keep dialling the number they already know. Alternatively, advertise your dedicated Hey Cooee number directly (on your website, Google profile, or invoices) as a booking line. Fully reversible either way.
When a call comes in, the AI greets the caller in your business's voice, listens to what they need, asks the questions you've told it to ask, and either books an appointment or takes a message. If the conversation needs to be escalated, it's transferred to your mobile or leaves a transcribed voicemail. The caller gets an SMS confirmation on the spot.
Bookings appear in your dashboard the moment they're taken. You can see today's schedule, this week's bookings, search for a specific customer, edit notes, reschedule, or cancel. Every edit you make triggers an automatic SMS to the customer. Call history, transcripts, and callback queue all live here too.
Change your hours for a holiday week, add a new service, bring on a new team member, or tweak how the AI handles a specific kind of enquiry — all from the portal, any time. Anything you can't do yourself, email us and we'll make the change for you.
Your Hey Cooee portal is where you manage everything. It's built to be straightforward — no training needed.
Create appointment types that match exactly how your business works. A plumber might have "Blocked drain", "Hot water system", and "Quote". A dentist might have "Check-up and clean", "Filling", and "Consultation". You set the duration, the booking window, and whether the job is on-site or at your office. The AI knows which type fits what the caller describes.
Add your whole team. Each person gets their own working hours, their own set of services they handle, and their own availability. When a caller books, the AI picks the right team member based on what they need and who's free. For solo operators, it's just you — the system works exactly the same way, just simpler.
Every booking the AI takes shows up in your portal instantly. See today's schedule, this week's bookings, or search for a specific customer. Edit notes, reschedule, or cancel — and your customer gets an SMS notification automatically.
Not every call is a booking. Sometimes a customer just wants a price, has a question, or needs someone to call them back. The AI handles these too — takes a message, captures their details, and puts it in your callback queue so nothing falls through the cracks.
See every call that came through, what was said, and whether it resulted in a booking. Useful for understanding what your customers are asking for and how the AI is handling their calls.
Set your operating hours for each day of the week. The AI only offers times when you're actually available. Change your hours for a holiday week, or close early on Fridays — the AI adjusts automatically.
Hey Cooee keeps you and your customers in the loop automatically. Every event that matters triggers the right notification to the right person through the right channel — nothing silent, nothing noisy.
| Event | Who | Channel | Detail |
|---|---|---|---|
| New booking | You | Email + portal | Full booking detail, caller contact, and a transcript of the call. |
| New booking | Your customer | SMS | Immediate confirmation with date, time, service, and your business name. |
| Appointment reminder | Your customer | SMS | Typically 24 hours before. Configurable per service. Professional and Practice plans. |
| Callback request | You | Email + portal queue | Caller's name, number, reason for the call, and a transcript. |
| Booking edited or cancelled | Your customer | SMS | Sent automatically whenever you change or cancel a booking in the portal. |
| Call needed escalation | You | Phone forward or voicemail email | If the AI decided the call needed a human, you'll either get a live transfer or a transcribed voicemail. |
| Failed payment | You | Stripe failure notice with a one-click link to update your card before service is affected. | |
| Renewal reminder | You | Sent seven days before each monthly renewal, with the amount and card on file. |
From Settings → Notifications in the portal, you can choose which events trigger an email, which phone number gets SMS forwards if a call needs to be escalated, and (on Professional and Practice plans) set quiet hours and multi-recipient routing so the right person on your team gets paged.
Sign up in minutes and we'll have your AI receptionist ready within a day or two.
Sign up now