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Nexus Voice & Chat Receptionist

Every missed call is a table someone else books. This answers all of them, on the phone and on WhatsApp, 24/7.

Calls or messages to voicemail, every one answered
0

Calls or messages to voicemail, every one answered

Channels: phone & WhatsApp, same booking power
2

Channels: phone & WhatsApp, same booking power

Cancellations saved before the table walks
20–30%

Cancellations saved before the table walks

Always on, no after-hours or holiday gaps
24/7

Always on, no after-hours or holiday gaps

Every after-hours call a human misses is a booking your competitor takes. This one picks up on the first ring, by phone or WhatsApp, at 3am.

A call or a WhatsApp message comes in. The system handles the entire guest journey from there.

Stage 1

Answer instantly, on phone and WhatsApp

Every inbound call and WhatsApp message is picked up the moment it lands, with no wait and no voicemail. On a call the agent talks in real time and pulls live data mid-conversation to answer questions and lock the booking on the spot.

Stage 2

Recognize the returning guest

An instant CRM lookup greets returning guests by name and pulls up their history. On WhatsApp it verifies the booking against the name on file before sharing any details, so there's no wrong record and no impersonation.

Stage 3

Book against live data, never double-book

Before confirming anything, it checks live bookings, table counts, parking, menus and vouchers through dedicated tools, so every reservation is made against the real current state of the restaurant, never a guess.

Stage 4

Save the cancellation before it walks

Every cancellation triggers a retention flow first: it asks the reason and offers a reschedule or a voucher before confirming. Plenty of guests keep the table once they hear it.

Stage 5

Log every conversation automatically

Every call and chat is summarized and written to the log automatically, capturing who, when, and exactly what changed, so the owner has a full paper trail without anyone taking a single note.

Stage 6

Escalate urgent matters to the owner

Complaints and anything urgent route straight to the owner in Slack in real time, with the guest, the booking, and the full context attached, so a human steps in fast on the rare call that actually needs one.

Sample recording

A real recorded call. The agent handling a live reservation, menu question, and booking confirmation end to end.

Behind the scenes

The full n8n workflow behind the receptionist: voice and WhatsApp triggers, the booking agent and its tools, retention and complaint routing, auto-logging, and the scheduled reminders, all in one system.

No receptionist. No missed calls. No booking slips through, on phone or WhatsApp.

Problem
A luxury fine-dining restaurant was losing bookings to missed calls after hours, during service, and on holidays, the exact windows a single human receptionist can't cover. Reservations came in by phone and by WhatsApp, and juggling both by hand led to double-bookings and reservations that slipped through the cracks. Cancellations went through with no attempt to save the table, and there was no record of what was actually said on any call.
Solution
A production-grade receptionist answers every inbound call and every WhatsApp message automatically, 24/7, with the same full booking power on both channels and no voicemail, no hold music, no missed booking. It recognizes returning guests by name from an instant CRM lookup, checks live table availability before confirming anything so it never double-books, and assigns parking per reservation. If speech-to-text can't confirm a name on a call, it asks the guest to spell it out letter by letter rather than guessing. On WhatsApp it keeps persistent session memory so it never re-asks for information already given, uses a deterministic Levenshtein fuzzy-matching subworkflow (not an LLM guess) to catch typos in names, and verifies phone-number ownership before letting anyone touch a booking that isn't theirs. Any cancellation triggers a retention flow first, offering a reschedule or a voucher before the system will confirm the cancel. Every call and chat is summarized and logged automatically, and complaints or urgent matters escalate to the owner in Slack with full context in real time.
Outcome
Every inbound call and WhatsApp message gets answered on the first ring, day or night, so the bookings that used to slip away after hours, mid-service, or into a dead voicemail now all get captured instead of walking to the restaurant down the street. Live availability checks mean it never double-books, every cancellation gets a save attempt before it's confirmed, and every conversation is logged for the owner. The restaurant stops leaking reservations, without adding a single person to payroll.
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