Available round the clock, without having to answer the phone yourself
Imagine this: a customer calls – outside your office hours, during your lunch break or in the middle of a meeting. Instead of the line going unanswered, our AI telephone assistant picks up within seconds, stating your company name, listens to the enquiry and records it in a structured manner. If the matter becomes more complex, our real reception team takes over automatically and seamlessly. You’ll receive every message straight away on your mobile, via email, WhatsApp or text message, complete with a summary, a call-back request and a priority rating. That’s how AI handles the routine tasks, whilst people take care of what really requires a delicate touch.
How quickly will the telephone service be up and running?
Immediately. Once you’ve booked online, you can set up your welcome message, escalation rules and call scenarios yourself in your account – all via self-service, without having to wait for our support team. The telephone service will answer the first call for you as soon as you’re ready to go. You can test everything in real time and make adjustments at any time. We offer a 14-day trial period (which ends automatically).
Do I need my own phone number?
Not necessarily. You can forward your existing business number to the telephone service and won’t need to provide a new number. If you have a Virtual Office or Private Office with us, your own local number with your preferred area code is included.
Can I simply have calls forwarded to me?
Yes. You decide who answers the phone – you or the AI. Calls can be flexibly routed based on the phone number: familiar contacts and important customers are put through directly to you (or specific team members), whilst the AI answers unknown numbers and filters them. Or you can use the phone service in the traditional way as a smart AI answering machine, which only takes over when you’re unable to answer. You set all the rules yourself in your account – and can change them at any time.
* The 14-day trial period ends automatically
Why choose Office Club’s telephone service?
A hybrid AI telephone assistant, a trained reception team and full GDPR compliance – all from a single source.
A hybrid of AI and a real reception team
Our AI handles routine cases in seconds. As soon as a situation becomes complex, escalates or is business-critical, our trained reception team takes over seamlessly. That way, you get the best of both worlds – speed and empathy – without having to compromise.
Available 24/7 – even when you’re not
Calls are answered in your company’s name round the clock, 365 days a year. Whether it’s at night, at the weekend or during a meeting: no lost orders, no missed opportunities.
GDPR-compliant & ISO-certified
All call data is processed on servers in Germany. Our technology partner is certified to ISO 27001 (information security) and ISO 9001 (quality) and operates in accordance with the requirements of the EU AI Act.
How your telephone service works
From a phone call to information in three steps – via email, WhatsApp, text message or directly in the CRM
A call comes in
Callers can either dial your existing business number (via call forwarding) or your personal Office Club number.
AI first, humans when needed
Our AI greets the caller on your behalf, takes a note of their enquiry and, based on your rules, decides whether to resolve routine matters straight away or hand over more complex cases to our reception team.
You will be kept informed
You’ll receive the structured summary straight away by email, WhatsApp or text message – including a call-back request and priority level.
Try it risk-free for 14 days now
Flexible, cancellable on a monthly basis, with no hidden costs
 Telephone service | Flex Ideal for the self-employed & start-up founders | Business Ideal for small and medium-sized teams | Team Ideal for service and sales teams |
|---|---|---|---|
Basic monthly charge Minimum term of 1 month | € 19 | € 49 | € 99 |
Your own local number (preferred area code) For regulatory reasons, this is only possible in combination with a Virtual Office, Private Desk or Private Office | |||
24/7 call handling (365 days a year) | |||
A hybrid of AI and a real reception team | |||
Call notifications via email, text message or WhatsApp | |||
Booking appointments in O365, Google Calendar and Microsoft Bookings | |||
CRM-Integration API integrations with over 3,500 systems | - | ||
AI minutes incl. per month | - | 150 | 300 |
Reception team minutes incl. per month | - | - | 15 |
Extra minute of AI per minute or partial minute | € 0,30 | € 0,30 | € 0,30 |
Extra minute for the reception team per minute or partial minute | € 1,50 | € 1,50 | € 1,20 |
Forwarding Simultaneous forwarding of incoming calls | Possible for one person | Possible for one person | Suitable for up to 10 people |
Simultaneous calls | - | - | Up to 3 |
Call scenarios can be defined | Up to 3 | Up to 5 | Up to 10 |
One system, endless possibilities
Discover the flexibility of our telephone service – tailored to your needs
Seamless system integration
Call notes, call-back requests and appointments can be automatically transferred to CRM and calendar systems. This ensures that all information remains up to date without any manual effort.
Accurate transcription
After each call, the key details are clearly summarised. This makes it immediately clear who called, what the call was about and whether a call-back is required.
Smart scheduling
Appointments are arranged directly during the conversation and synchronised with existing calendar systems. This reduces the effort involved in coordinating appointments and prevents double bookings.
Secure onboarding of new customers
New enquiries are recorded, assessed and forwarded to the right department straight away. This ensures that no potential customer is lost due to missed calls.
Automated support
Enquiries are also accepted outside business hours. This ensures the company remains contactable without calls being lost to voicemail or put on hold.
Pure AI, a traditional call centre or Office Club’s telephone service?
Here’s how the three models compare
Reiner KI Telefonassistent | Klassisches Callcenter | Office Club Telefonservice | |
|---|---|---|---|
24/7 Erreichbarkeit | selten | ||
Sekundenschnelle Annahme | - | ||
Echte Empathie & Deeskalation | - | ||
Persönlicher Dialog bei Eskalation | - | ||
Strukturierte Datenerfassung | teilweise | ||
Skalierbar bei Anrufspitzen | begrenzt | ||
Eigene lokale Ortsrufnummer | - | - | |
DSGVO-konform, Server in Deutschland | - | ||
Preis bei niedrigem Volumen | günstig | sehr teuer | günstig |
Preis bei hohem Volumen | teuer | sehr teuer | kalkulierbar |
Questions and Answers
Still not quite clear? Feel free to contact us at any time
Can I try out the telephone service for free?
Yes – a full 14 days with no hidden costs. No subscription, no automatic renewal.
What happens if I need a larger plan than the Team plan?
For businesses with significantly higher call volumes or specific requirements, we create bespoke set-ups – with higher included call allowances, dedicated scripts and industry expertise. Just get in touch.
What is the Office Club telephone service?
The telephone service answers incoming calls for your business – professionally, on your behalf, round the clock. A hybrid AI handles routine enquiries directly, whilst our trained reception team takes over for more complex matters. You’ll receive every message straight away via email, WhatsApp or text message.
How does the telephone service differ from a purely AI-based bot or a traditional call centre?
Pure AI bots reach their limits when it comes to subtle nuances, escalations or high sales potential. Traditional call centres are expensive and are usually only staffed during the day. Our hybrid model combines the best of both worlds: AI for routine tasks and efficiency, and real people for empathy and complex issues.
Will I be given my own phone number?
For Office, Private Desk and Virtual Office members, the local area code is included in the plan and can be activated at all our locations. For legal reasons, local area codes cannot be allocated to customers on other plans. Simply get in touch with our team if you’re unsure.
Is the telephone helpline for members included in the subscription?
If you have a virtual office or an office space with Office Club, the telephone service – which includes a local number – is included and can be activated via your online account.
When are your reception staff available?
The AI and our reception team are available 24 hours a day, 7 days a week, 365 days a year as standard.
What happens to incoming calls outside my business hours?
We answer every call, even at night and at weekends. If the caller has an urgent matter, depending on your settings, either an emergency escalation will be sent to you or a call-back request will be recorded.
Can I integrate the telephone service with my CRM or calendar?
Yes. We use the open API to connect to Salesforce, HubSpot, Pipedrive, Google Calendar, Outlook, DATEV and many other systems. Call data, appointments and call-back requests are automatically sent to where they belong.
How secure is the service, and does it comply with data protection regulations?
All call data is processed in accordance with the GDPR and stored on servers in Germany. Our technology partner is certified to ISO 27001 (information security) and ISO 9001 (quality management) and operates in accordance with the requirements of the EU AI Act.
How soon can I get started?
Once you’ve booked, your telephone service will be up and running straight away.
Can I use the service in other languages as well?
Yes. Calls are answered by native speakers in German, Swiss German, English, French, Italian and Spanish.
How much does it cost to use the service beyond the included minutes?
Additional AI minutes are charged at €0.30 per minute or part thereof; additional reception team minutes are charged at €1.50 (Flex/Business) or €1.20 (Team). We’ll automatically let you know as soon as you’re approaching your included allowance.
What happens if the AI ever gets stuck?
Should an enquiry fall outside the scope of the defined knowledge base, the system recognises this immediately. Depending on your specifications, the AI then either forwards the conversation to the relevant specialist staff member or to our reception team. Alternatively, a structured call-back request is recorded to ensure that no enquiry is lost.
Can I choose the AI’s voice?
Yes. In your account, you can choose from a range of natural AI voices to find the one that best suits your business – whether it’s warm, matter-of-fact, female or male. This ensures your telephone greeting sounds exactly as your brand should sound. You can listen to, test and change the voice at any time.
Can I define my own call scenarios?
Yes, and there are two ways to do this: you can start with one of our predefined call scenarios – such as for booking appointments, new customer enquiries or support – and tailor it to your business. Or you can create a scenario entirely from scratch: with your own greeting, your own questions, escalation rules and call transfers. Depending on your plan, you can set up up to 3 (Flex), 5 (Business) or 10 (Team) call scenarios simultaneously – all via self-service, and adjustable at any time.
Integration with over 3,500 software solutions
Automate your workflows with us
Telephone service for businesses: answer every call – without needing your own reception team
A professional telephone service answers incoming calls for your business, assesses the nature of the enquiry and provides you with the relevant information in a format that suits your day-to-day work. Instead of missed calls, frantic call-back loops and lost orders, you’ll enjoy a consistent, professional public image – even when you’re in a meeting, on a building site or travelling. To achieve this, Office Club combines state-of-the-art AI-powered telephony with an experienced reception team that steps in whenever the human touch is crucial.
How the hybrid telephone service works
The process is seamless for your callers and completely transparent for you. If you’re a virtual office or office member at Office Club, you’ll be given a local number with the area code of your choice. Otherwise, you can use your existing business number and forward it to the telephone service. Our AI answers incoming calls in under two seconds in your company’s name, identifies the enquiry and, based on your scripts, decides forwarding and escalation rules, whether to resolve the enquiry itself, book an appointment, take a call-back request, put the call through to you directly, or seamlessly hand the call over to one of our receptionists. All information is immediately sent to your inbox in a structured format – via email, WhatsApp, SMS or directly into your CRM.
The key benefits of a professional telephone service
Constant availability: Calls are answered 24/7/365, even at night, at weekends and on public holidays. No missed enquiries, no lost orders.
Professional image: Callers experience a trained, friendly and consistent welcome in your company’s name – regardless of whether the AI or our team takes over.
Scalability: Whether you receive 5 or 5,000 calls a month, the service adapts accordingly. We handle call peaks without any waiting times.
More focus on your core business: You no longer have to answer every phone call and can concentrate on the work that really generates revenue.
Cost-effectiveness: A hybrid telephone service is significantly cheaper than having your own reception team and more flexible than a traditional call centre.
Self-service with no waiting time
A telephone service that only becomes operational after days of onboarding is often impractical in day-to-day use. With Office Club, you set up your telephone service yourself after booking online – entirely via self-service. You can configure greeting messages, call scenarios, call forwarding rules, multilingual support and CRM integrations in your account in just a few minutes. You can test everything live, make changes at any time and go live straight away. If you need support, our team is on hand – but you won’t need to rely on them. This means you’ll be up and running by the time other providers are still arranging their onboarding appointments.
A smart AI answering machine or a full telephone reception service – the choice is yours
The telephone service doesn’t have to handle every call. You decide for yourself which calls are routed directly to you or your team and when the AI takes over. Familiar contacts and important customers are routed straight to you, whilst unknown numbers are pre-screened by the AI – or the AI only steps in when you’re unable to answer. In this mode, the telephone service works like a smart AI answering machine: instead of a silent voicemail recording, the AI conducts a real conversation, captures the enquiry in a structured way and immediately sends you a summary with a call-back request and priority. No more listening to voicemails, no more guessing what the call was about. From a smart answering machine to a full telephone reception service with a reception team, every level is possible – and can be switched at any time via your account.
Who is the telephone service suitable for?
The telephone service is particularly useful for businesses that need to be regularly available by phone but do not want to, or cannot, maintain their own reception team. Typical target groups include property management companies and estate agents handling hundreds of enquiries per property, tradespeople and caretaker services who cannot answer the phone whilst on site, doctors’ surgeries and physiotherapists with fixed patient appointment times, car dealerships experiencing call peaks around seasonal changes, e-commerce companies experiencing peak periods, law firms, tax advisers and self-employed professionals who wish to project a professional image without having to be constantly available, as well as sales and service teams looking to qualify incoming leads more quickly. Those who already have a virtual office or office space with Office Club also benefit from an inclusive local number with their preferred area code – an advantage that standalone telephone service customers do not have for regulatory reasons. Those who book the telephone service separately can instead forward their existing business number to our system and use the hybrid AI plus reception team just as conveniently.
Telephone service and Virtual Office – the ideal combination
If you already have a Virtual Office, a fixed desk or an office space with Office Club, the telephone service is the logical addition. You get a prestigious business address, a registered address for legal purposes, your own local telephone number with the area code of your choice, and a professional telephone reception service – all from a single provider. This is precisely our structural advantage over traditional call-handling services: with us, you get reception, an address, a local number and hybrid AI all in the same package – without any additional contracts or external service providers.
AI telephone assistant or traditional telephone secretarial service?
Anyone looking for an AI telephone assistant today wants efficiency, immediate availability and low costs. Anyone looking for a traditional telephone secretarial service wants professionalism, empathy and reliability. Our hybrid telephone service bridges this gap: AI for the routine tasks, a real reception team to make the difference. This means you don’t have to choose between efficiency and service quality.
Conclusion
With Office Club’s telephone service, your business remains available round the clock – with a professional reception, hybrid AI for routine tasks, and a real reception team to make the difference – and for Office, Private Desk and Virtual Office members, even including a local number with your chosen area code. Whether as a full telephone reception service, as a preliminary filter for unknown numbers, or as a smart AI answering machine that only steps in when you can’t answer: you decide how much of the service it handles. Hybrid AI ensures immediate call handling and efficiency, whilst our reception team provides the human touch for the calls that really matter. This saves you time, ensures you never miss a job again and conveys a level of professionalism that visibly sets your business apart in the market.