Get Assistant

For HVAC contractors

Two weeks a year, the phone does not stop

The first 95°F afternoon and the first hard freeze arrive with more calls than any front desk can absorb. Get Assistant answers them in parallel, captures the system type, the symptom and how long it has been happening, and logs each service request so your dispatcher starts the day already informed.

  • Handles simultaneous calls
  • Captures system and symptom
  • Service requests logged
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Why it matters

What the phone costs HVAC contractors

Peak season arrives all at once

Demand is not distributed evenly across the year. Staffing for the spike is expensive; staffing for the average means the spike goes to voicemail.

Callbacks start from zero

"AC not working" is not a work order. Make, approximate age, symptom and duration captured on the call make the callback short and the truck stock right.

Maintenance plan members deserve a pickup

Members who pay for priority notice when nobody answers. Every call is answered and logged, and membership status is captured when they mention it.

Common calls

The calls it handles

Each is answered from the business knowledge you configure and lands as a call record, with a message or an appointment request alongside it.

No cooling in the heat
Symptom, indoor temperature if known, whether the unit runs at all, and whether anyone in the home is heat-vulnerable, noted as a detail for your team.
No heat in a freeze
Furnace or heat pump, whether the thermostat calls for heat, and whether there are pipes at risk of freezing.
Intermittent faults and noises
When it started, what it sounds like, and whether it correlates with a cycle — the details a technician would ask for anyway.
Replacement and estimate requests
Age of the system, home size and whether the caller wants an in-home estimate, logged separately from service work.
Maintenance and tune-up scheduling
Membership status and preferred window captured as an appointment request for your office to confirm.
Safety-flagged calls
If a caller mentions a gas odor or a carbon monoxide alarm, the receptionist directs them to leave and call 911 or their gas utility, and logs the call.

A realistic call

How a call actually goes

First 98°F day. 7:15pm, residential, no cooling.

  1. ReceptionistThanks for calling. What's going on with your system?
  2. CallerThe AC is running but it's blowing warm air. House is at 84.
  3. ReceptionistGot it. Do you know roughly how old the unit is?
  4. CallerMaybe twelve years? It's a Trane outside.
  5. ReceptionistThank you. And when did you first notice the warm air?
  6. CallerThis afternoon, around two.
  7. ReceptionistThat's helpful. I've logged that for the team to review and call you back. Is there anything else I should add?
  8. CallerOnly that we have a maintenance plan with you.
  9. ReceptionistNoted on the record. Thanks for calling — talk soon.

What gets captured

What ends up in your dashboard

  • Caller name, callback number and service address
  • Cooling or heating, and the symptom in the caller's words
  • System type and brand, plus approximate age when known
  • How long the problem has been happening
  • Whether the caller mentions a maintenance plan or membership
  • Commercial or residential, and site access notes
  • The window they asked for, logged as an appointment request

How it works

Evenings, weekends and overflow

Evening and weekend HVAC calls are the ones with the shortest patience. Forward everything, or forward only what your office does not pick up. Overflow calls during a spike are answered in parallel rather than queued, and each one produces a record your dispatcher can sort by urgency in the morning.

Two ways to forward

Forward every call, or use conditional forwarding from your carrier so only unanswered and after-hours calls reach your Get Assistant number.

Setup and forwarding FAQs

Limitations

What it will not do

These limits are deliberate, and they are the same on every call.

  • It does not dispatch technicians or commit to a same-day visit.
  • On every plan, if you've set up call transfer, your receptionist can ask the caller and then attempt a warm transfer to your on-call technician during the hours you choose. If nobody picks up, it takes a message and a callback number instead.
  • It does not diagnose the fault or advise on repairs — it records what the caller describes.
  • It does not confirm appointments. Requests are logged for your office to confirm.
  • It is not an emergency line. Gas odors and carbon monoxide alarms are directed to 911 or the gas utility.

Records include home addresses and service history the caller volunteers. Calls are recorded and transcribed by default; add whatever disclosure your state requires to your greeting. Privacy Policy and Terms.

FAQs

HVAC contractors questions

Setup, billing and security are covered in the general FAQs.

Can it handle a dozen calls at the same time?
Yes. Calls are answered in parallel rather than placed in a hold queue, which is the difference between a spike day and a lost day.
Will it prioritize maintenance plan members?
It captures membership when the caller mentions it and puts it on the record. Prioritization stays a decision your dispatcher makes.
Can it tell me what's wrong with the unit?
No. It captures the symptom, system details and timeline accurately, and leaves diagnosis to your technician.
What happens with a gas or carbon monoxide call?
The receptionist tells the caller to leave the building and call 911 or their gas utility, then logs the call so your team knows it happened. It never treats itself as an emergency service.

Cover the spike without hiring for it

Configure your service area, system brands and after-hours rules once, and let peak-season calls land as sorted records.

Download on theApp Store

For iPhone · Set up your business line in minutes