Everything you need to know about BayAssist
Once we have everything we need, setup is typically completed within 1-2 business days. The main variable is access to your phone provider (BT, Sky, etc.) to set up call forwarding. Some providers handle this instantly, others take a few days. We'll guide you through exactly what's needed.
No. You keep your existing phone number. We simply re-route it to our system using Twilio. Your customers dial the same number they always have. Behind the scenes, it routes to us first, then to your staff if needed.
We need: Your business name, phone number, opening hours, and calendar access (Google Calendar, Outlook, or GoHighLevel). Optionally, your garage address, email, and any special instructions for booking.
Yes. You can call our demo line 01952 767 010 and experience exactly how our AI receptionist (our AI receptionist) answers, books MOTs, and sends confirmations. You'll see it in real-time.
We support Google Calendar, Microsoft Outlook, and GoHighLevel (GHL). If you use a different system, we can export bookings as .ics files or integrate via API. Just ask during setup.
When a customer provides their vehicle registration, our AI receptionist instantly checks the DVSA (Driver and Vehicle Standards Agency) database. We see their MOT history, advisory codes, and when the next MOT is due. This ensures the booking is accurate.
DVSA downtime is rare but possible. If it happens, our AI receptionist can still book the appointment by asking the customer to confirm their vehicle details. You'll verify the MOT details the next day. All calls are logged.
our AI receptionist is optimized for MOT bookings. For complex questions ("Can you repair a seized gearbox?"), our AI receptionist can either transfer to you, take a message for callback, or offer to continue the conversation. You stay in control.
Yes. our AI receptionist answers calls 24/7, even after hours and on weekends. After-hours bookings are queued for your calendar and you review them the next day. No calls are ever missed.
Yes. our AI receptionist uses advanced voice AI that sounds natural and conversational. Early feedback from customers has been very positive, with most not realising they're speaking to AI.
£797 one-time setup fee covers configuration, testing, and go-live support. Monthly subscription of £597 starts from your go-live date. No hidden fees.
Setup includes: phone number configuration, calendar integration, AI configuration, initial testing, go-live support, and first 30 days of service. Typically completed within 1-2 business days.
No long-term contract. Month-to-month billing. 30 days notice to cancel. We want to keep you happy — if you're not seeing value, we'll either fix it or let you go with no penalty.
No. The £597/month is flat-rate. Whether you get 50 calls or 500, you pay the same. It's designed to work for garages of any size.
Yes, with 30 days notice. After you give notice, you have 30 days to transition back to your old phone setup. No penalties or exit fees.
They hear: "Hi, thanks for calling [Your Garage Name]. What can I help with today?" The greeting is warm and natural. our AI receptionist then listens to their request and books the MOT (or routes them to you if needed).
Not unless you tell them. our AI receptionist sounds like a real receptionist. Most customers book their MOT and hang up without realizing they spoke to AI. It's only if they ask you directly that you'd mention it.
Immediately: The booking appears in your calendar and SMS confirmation is sent to the customer with their appointment details. Your staff sees it in the portal. No manual data entry.
Yes. The SMS confirmation includes a link where customers can reschedule or cancel in 30 seconds. No phone call needed. This reduces no-shows and saves your team callback time.
SMS confirmations and easy self-service rescheduling help reduce no-shows significantly. Customers who can reschedule in 30 seconds are far less likely to simply not turn up.
Yes. All data is encrypted in transit (TLS 1.3) and at rest. We comply with GDPR and UK data protection laws. Bookings are stored in secure databases with automatic backups. Customer phone numbers are never shared. We process call recordings, booking details, vehicle registration data, and phone numbers. All data processing is documented in our Data Processing Agreement (DPA) which is provided before setup.
Data is processed using secure cloud infrastructure (Cloudflare, Twilio, Retell AI). Some data processing occurs outside the UK under appropriate safeguards compliant with GDPR. We don't store unnecessary personal data — just what's needed for bookings (name, phone, vehicle reg, appointment time).
Yes, calls are recorded for quality and training purposes. Callers hear a brief disclosure at the start of the call. Recordings are stored securely and retained for 90 days. You can access recordings through your portal. We comply fully with GDPR — recordings are processed under legitimate business interest and customers can request deletion.
Yes. All bookings are exportable as CSV or iCal format. Your calendar stays in sync with Google/Outlook, so you always have your data. You're never locked in.
Callers are informed that calls are recorded at the start of each conversation. Vehicle data is obtained from the public DVSA database. We act as a Data Processor on your behalf — you remain the Data Controller for your customers' information. Customers can request their data deletion, and we'll comply within 30 days.
Email and WhatsApp support 9 AM-5 PM Monday-Friday. We aim to respond within one business day. Out-of-hours emergency contact available for critical issues.
We continuously improve the system with bug fixes and enhancements. Updates are automatic and happen in the background. You don't need to do anything.
BayAssist runs on enterprise infrastructure (Cloudflare, Retell AI, Twilio) designed for high availability. While we don't offer a formal uptime SLA, our architecture is built for reliability. In the unlikely event of an issue, calls can be temporarily redirected to your mobile.
Yes. You can customize our AI receptionist's initial greeting, available hours message, and booking confirmation message. Everything is editable from your portal.
We currently use a single natural-sounding voice. Additional voice options are on our roadmap. Let us know your preferences!
AI is very accurate but not perfect. Occasionally our AI receptionist may mishear a registration or book the wrong time slot. All bookings appear in your portal immediately so you can review and correct them. You receive SMS notifications for every new booking. BayAssist is a tool to assist your business — final responsibility for confirming bookings remains with you.
In the rare event of a service interruption, calls automatically fall back to your original phone number or a mobile you designate. You're never left without phone coverage.