All Features at a glance

What Vokaro can do for your business – from automatic appointment booking to emergency detection.

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Core Features

The key features that set Vokaro apart from other solutions.

Never miss a call again

24/7 Availability

Vokaro answers calls around the clock – even after hours, on weekends, and holidays. No more missed customers.

Directly to your calendar

Automatic Appointment Booking

Callers can book appointments directly. Vokaro checks your availability and adds the appointment to your calendar – with all details.

Immediate notification

Emergency Detection

Vokaro automatically recognizes urgent calls (pipe burst, heating failure) and notifies you immediately via SMS or push, so you can call back quickly. For acute medical emergencies, callers are directed to their local emergency number (112).

Relief for your team

FAQ Answering

Common questions like hours, prices, or services are answered automatically. Individually configured for your business.

Your familiar tools

Calendar Integration

Seamless integration with Google Calendar, Microsoft 365, Cal.com and Calendly, plus practice and industry systems such as THEORG, medatixx, Dampsoft DS-Win, onOffice and WERBAS.

Documented

GDPR Compliant

Voice agent on German servers (Hetzner, Nuremberg). All data processed in the EU in line with GDPR. Privacy by Design.

How Vokaro Works

From the first call to appointment confirmation in seconds.

01

Incoming call

Customer calls your number

02

AI answers

Vokaro picks up in 2 seconds

03

Understand request

AI captures the request

04

Take action

Book appointment, provide info, or transfer

Additional Features

Natural AI Voice

Fluid, natural-sounding voice. Responses in under 300ms, pleasant for your callers.

Customizable Greeting

Customize the greeting and tone individually for your business.

Team Routing

Define rules for transfers. Specific topics, times, or on customer request.

Analytics & Reports

Detailed statistics on calls, bookings, and topics. Understand your customers better.

Call Recording

Optional with caller consent. For quality assurance and documentation.

Notifications

Email or SMS notification for each call. Never miss an important inquiry.

Typical Use Cases

Appointment Booking

Customers book appointments without you having to answer the phone. Ideal for practices, salons, and consultations.

Emergency Hotline

Urgent calls are recognized and you're notified immediately. Contractors, doctors, and technicians can call back quickly.

After-Hours Support

Don't lose inquiries after hours. Your team rests while calls are still captured.

Lead Qualification

New inquiries are captured and qualified. Your sales team receives warm leads.

View all use cases

Call Handling Comparison

How do you currently handle calls when you're unavailable?

When unavailableVokaro BackupVoicemailMailbox
Call is answered
Appointment is booked--
Request is qualified--
Immediate notification for emergencies--
Lead is not lost--
flat monthly price
View detailed comparisons

What Vokaro actually handles on the phone

Book appointments while you work

Your AI assistant schedules appointments on the phone – directly into your calendar, fully automatic.

Personal contact is irreplaceable. That's why Vokaro only steps in when you really can't answer. The AI assistant takes calls and automatically books appointments in your calendar, so you can personally speak with the customer later. Integration with Google Calendar, Microsoft 365, Calendly and your practice or industry software.

How automatic appointment booking works with Vokaro

  1. 1Call is answeredVokaro answers after 2 seconds with your company name and asks about the appointment request.
  2. 2Calendar is checkedThe AI accesses your calendar and finds suitable available time slots.
  3. 3Appointment is suggestedThe caller receives 2-3 specific appointment suggestions and chooses the suitable one.
  4. 4Confirmation is sentThe appointment appears immediately in the calendar, customer receives confirmation by email or SMS.
Does Vokaro answer immediately or do I have time to pick up?

Vokaro waits. Only after 10-15 seconds of ringing or outside your business hours does the assistant answer. Personal contact always has priority.

Which calendars does Vokaro work with?

Vokaro works with Google Calendar, Microsoft 365, Apple iCloud, CalDAV, Cal.com and Calendly, plus practice and industry systems such as THEORG, medatixx, Dampsoft DS-Win, samedi, onOffice and WERBAS. We handle the setup for you.

What happens if no appointment fits?

Vokaro offers alternatives or takes contact details so you can call back. No caller is lost.

Can Vokaro also reschedule or cancel appointments?

Yes. Existing customers can reschedule or cancel their appointments by phone. Vokaro updates the calendar automatically.

Recognize urgent cases, act immediately

Your AI assistant distinguishes between routine and urgency – and responds accordingly.

Personal contact is irreplaceable. That's why Vokaro only steps in when you really can't answer. The AI analyzes every call and recognizes urgent situations like pipe bursts or heating failures. In such cases, Vokaro captures all important details and notifies you immediately via SMS or push, so you can personally call back. For acute medical emergencies, callers are always advised to dial 911; Vokaro is not a substitute for emergency services. This way, you're available for real urgencies without being disturbed by routine inquiries.

Intelligent call prioritization with Vokaro

  1. 1Call is analyzedVokaro recognizes keywords like 'water damage', 'severe pain', or 'heating failure'.
  2. 2Urgency is assessedThe AI evaluates the context and decides: routine or urgent?
  3. 3Immediate notification for urgent casesFor urgent cases, all details are captured and you're immediately notified via SMS/push.
  4. 4Routine cases are handledNon-urgent matters are recorded or answered directly (appointment, FAQ).
Does Vokaro answer immediately or do I have time to pick up?

Vokaro waits. Only after 10-15 seconds of ringing or outside your business hours does the assistant answer. Personal contact always has priority.

What situations does Vokaro recognize as urgent?

You define the criteria yourself. Typical examples: water damage, heating failures, acute pain, power outages, break-ins. The AI also learns from your feedback.

Who gets notified for urgent inquiries?

You specify one or more contact persons. For urgent cases, Vokaro captures all details and notifies you immediately via SMS or push so you can call back as soon as possible.

What happens if no one is available?

Vokaro takes all contact details and sends you a notification immediately. The caller knows their matter is being treated urgently and they'll receive a callback shortly.

What about acute medical emergencies?

For acute medical emergencies, callers are always advised to dial 911 immediately. Vokaro is not a substitute for emergency services. For non-life-threatening urgent matters, it captures the details and notifies you so you can call back promptly.

Can I change the notification rules?

Yes, anytime. You can set times, rotate contact persons, or make seasonal adjustments.

Same questions, automatic answers

Your AI assistant answers standard questions – so your team has time for what matters.

Personal contact is irreplaceable. That's why Vokaro only steps in when you can't answer. The AI answers standard questions like opening hours, prices, and directions. More complex matters are recognized and forwarded to you so you can help personally. This frees your team from routine inquiries that can make up to 60% of all calls.

FAQ handling with Vokaro

  1. 1Build knowledge baseYou enter your most common questions and answers – we help with setup.
  2. 2AI understands the questionVokaro recognizes variations: 'When are you open?', 'Are you there tomorrow?', 'Opening hours?'
  3. 3Natural answerThe answer is given conversationally, not robotically read out.
  4. 4Handover when neededComplex questions are recognized and forwarded to a human.
Does Vokaro answer immediately or do I have time to pick up?

Vokaro waits. Only after 10-15 seconds of ringing or outside your business hours does the assistant answer. Personal contact always has priority.

How many FAQs can I enter?

Unlimited. Typical setups include 20-50 questions. The AI also automatically recognizes variations and rephrasing.

Can I change the answers myself?

Yes, anytime via your dashboard. Changes are immediately active.

What happens with questions that aren't entered?

Vokaro offers to note the question and arrange a callback, or forwards directly to you.

Doesn't it sound robotic?

No. Vokaro formulates answers naturally and adapts to the conversation flow. The voice sounds natural and pleasant, responding in under 300ms.

Prescription requests without phone ringing

Patients order repeat prescriptions by phone – your team just prepares them.

Personal contact between practice and patient is irreplaceable. That's why Vokaro only steps in for routine requests like prescription orders. The AI captures all necessary information in a structured way: name, date of birth, medication, dosage, pharmacy. This saves 3-4 minutes per request and gives your team more time for patients on site. Complex matters are recognized and forwarded for personal contact.

Prescription requests with Vokaro

  1. 1Patient callsVokaro recognizes prescription requests and systematically asks for all data.
  2. 2Data is capturedName, date of birth, medication, dosage, preferred pharmacy – everything is recorded.
  3. 3Request is submittedThe structured request appears in your system or by email.
  4. 4Prescription is preparedMedical assistant prepares the prescription, doctor signs, patient is notified.
Does Vokaro answer immediately or do I have time to pick up?

Vokaro waits. Only after 10-15 seconds of ringing or outside your office hours does the assistant answer. Personal contact always has priority.

Does Vokaro understand medication names?

Yes. The AI is trained on German medication names and also recognizes abbreviations, brand names, and generics.

What happens with unclear requests?

Vokaro asks specifically. When uncertain, the request is flagged for manual review.

How is the data transmitted?

Via integration with your practice system, by email, or to a dashboard, depending on your workflow.

Is this GDPR-compliant?

Yes. All data is processed and stored on German servers. Data processing agreement is included.

Qualify leads before you call back

Your AI assistant captures all important info – you only talk to real prospects.

Personal contact with qualified prospects is irreplaceable. That's why Vokaro only steps in when you can't answer. The AI asks targeted qualification questions: project, budget, timeline, decision maker. This way, you have all the information for your personal callback and can focus on real sales conversations.

Lead qualification with Vokaro

  1. 1Inquiry comes inProspect calls or is forwarded from your website.
  2. 2Qualification questionsVokaro asks your defined questions: project, budget, timeline, decision maker.
  3. 3Lead is scoredBased on the answers, the lead is automatically prioritized.
  4. 4Handover to salesQualified leads with all info go to your team – priority contacts immediately.
Does Vokaro answer immediately or do I have time to pick up?

Vokaro waits. Only after 10-15 seconds of ringing or outside your business hours does the assistant answer. Personal contact always has priority.

What qualification questions can I ask?

You define the questions yourself: budget, timeline, project scope, decision process – whatever is relevant for your business.

How are leads prioritized?

You set the rules: e.g., budget over 10,000 euros equals priority contact with immediate forwarding. Budget under 1,000 euros equals follow-up via email.

Where do qualified leads go?

By email, to your CRM (Salesforce, HubSpot, Pipedrive), or as a webhook to your system.

Can Vokaro also book appointments with qualified leads?

Yes. For qualified contacts, Vokaro can book a consultation appointment directly in your calendar.

Time off for you, availability for your customers

Your AI assistant takes calls when you don't want to – or can't.

During the day, you answer calls personally. After hours, on weekends, and on holidays, Vokaro steps in. Customers can book appointments or report urgent matters. The next morning, you find everything organized and can call back personally. This preserves personal contact even when you're not available.

24/7 availability with Vokaro

  1. 1Automatic takeoverAfter your business hours, your number automatically forwards to Vokaro.
  2. 2Professional answeringVokaro answers with your company name and handles the matter.
  3. 3Appointment booking possibleCustomers can book an appointment for next week even at 9 PM.
  4. 4Morning summaryYou start the day with an overview of all overnight inquiries.
Does Vokaro answer immediately or do I have time to pick up?

Vokaro waits. Only after 10-15 seconds of ringing or outside your defined business hours does the assistant answer. Personal contact always has priority.

When does Vokaro activate?

You define the times: after 6 PM, on weekends, on holidays. The switch happens automatically.

What happens with real emergencies at night?

Vokaro recognizes urgent cases and can notify you or forward the call even at night, according to your rules.

Do customers know they're speaking with an AI?

You can decide. Most of our customers disclose it ('You're speaking with our digital assistant'), but the naturalness still convinces.

Can I also use Vokaro during the day?

Yes, but we only recommend it as backup when you really can't answer. Personal contact is irreplaceable.

Ready to use these features?

Start risk-free. First monthly fee and setup refunded within 30 days of go-live.

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