Report

Takes the whole problem down from the first contact, and leaves it ready to fix.

The fault gets explained three times

Whoever calls with a problem explains the whole of it. And explains it again when somebody finally picks up.

An incident comes in by phone at the worst moment: the customer is annoyed, whoever answers is busy with something else, and what gets written down is half a line on a piece of paper. The detail needed to act is missing, so the call has to be returned to ask for it. Meanwhile nobody knows whether it is open, who owns it or since when.

Sonia · digalook's AI receptionist

Incoming call · Tuesday 20:05

Hi, I had gel nails done on Saturday and two have already lifted.

Oh, I am sorry. Who did them, and at which salon?

Nerea, at the one on Plaza Mayor.

Logged as number 2317. They will call you tomorrow to fix them.

Issue logged

Sonia · digafood's AI receptionist

Incoming call · Saturday 22:40

Hi, I have picked up a takeaway order and a dish is missing.

I am sorry. What name was it under, and which dish is missing?

Óscar Gil. The croquettes are missing.

Logged as number 0482. The manager will call you right away.

Issue logged

Sonia · digamotor's AI receptionist

Incoming call · Sunday 19:30

Hi, I picked the car up on Friday and now the brakes squeal.

Oh dear. What is the registration, and since when have you noticed it?

4821 JKL. Since yesterday, mostly when braking gently.

Logged as number 1175. The workshop will call you first thing tomorrow.

Issue logged

Sonia · digaclinic's AI receptionist

Incoming call · Thursday 21:15

Hi, I bought a box of tablets yesterday and a blister strip is missing.

I am sorry. Which medicine was it, and what time did you buy it?

Omeprazole, at about seven in the evening.

Logged as number 3390. The pharmacist will look into it tomorrow.

Issue logged

Sonia · digaliving's AI receptionist

Incoming call · Friday 23:35

Hi, I rent a flat on Calle del Carmen and I have a leak.

Is there a lot of water? Have you been able to turn off the stopcock?

Yes, I turned it off, but the neighbour's ceiling is dripping.

Marking it urgent, number 5521. I am alerting the on-call plumber now.

Urgent issue

It takes the whole report

Taking an incident down is not noting a complaint: it is gathering what it takes to resolve it without calling back.

It asks what happened, where and since when, in that order.
It insists on the missing detail before the call ends.
It recognises what is urgent and marks it as such.
It opens the ticket in the system where the team will see it.
It confirms to the customer what has been recorded, and under what number.
It takes the three in the afternoon incident just like the three in the morning one.

What to ask and who to alert

Every business has its own report and its own idea of urgent. All it takes is writing it down once.

The report

Which details you always need in order to act without calling back.

The types

Which incidents come in and which of them are genuinely urgent.

The destination

The ticketing system, the CRM or the inbox where reports are opened.

The alert

Who gets told immediately and who can see it in the morning.

A ticket open, not a note

By the time they hang up there is a record with everything in it and somebody informed. Nobody has to reconstruct the call.

The incident recorded with what, where and since when.
The contact details of whoever reported it, so nobody has to chase them.
The urgency marked, so the serious ones do not wait their turn.
The alert to whoever it belongs to, the moment it comes in.
A history of what fails most, which is how the underlying problem gets fixed.

When the call brings a problem

Report shows up where the conversation is neither an enquiry nor a sale, but something that has to be resolved.

24/7 calls

It takes the night-time fault down in the same detail as the midday one.

Answer Book Capture Report Analyse

WhatsApp and calls in one place

It takes the report however it arrives, with the photo attached if there is one.

Answer Book Capture Report Share

After-sales follow-up

It records what goes wrong after the sale and puts it in someone's hands.

Report Share Identify Custom

In these sectors

Beauty and wellness

More clients, and far more loyal ones

Answers while the team works and leaves the salon's calendar ready for tomorrow.

Hospitality and restaurants

More tables filled, fewer calls lost

Takes ten calls at once at peak time and seats the bookings without pulling anyone off the floor.

Automotive and garages

More workshop bookings and no cold leads

Books workshop appointments, reports on the car and never lets a sales lead slip away.

Health and wellness

A full calendar and fewer no-shows

Fills the calendar, cuts no-shows and treats every piece of data with the care it demands.

Homes and property

No enquiry left unanswered

Answers the enquirer when they call, qualifies them and books the viewing before they call somebody else.

More to come

Where the limits are

We say it here so nobody discovers it in a demo. Report takes it down and alerts; fixing is still for people.

It does not resolve the incident. It leaves it documented and in the hands of whoever does.
It does not judge severity on its own. It marks urgency with your criteria.
It does not promise deadlines. It gives the ones you loaded and never an invented one.
It is not an emergency service. Faced with real risk, it redirects to whoever handles it.
It does not follow up by itself. If a call back is needed, your team or your system makes it.

What everybody asks

The five questions of anyone who takes problems over the phone every day.

What does the agent take down when someone calls with an incident?

heydiga takes down what the business needs to act without calling back: what happened, where and since when, how urgent it is and who is reporting it, with their contact details. If a detail is missing, it asks for it before hanging up. It takes the report just the same at three in the afternoon as at three in the morning, whether it comes in by phone or on WhatsApp.

Where is the incident recorded?

heydiga opens the report in the system where the business already handles incidents, whether a ticketing system, the CRM or an inbox, with its fields filled in. Before hanging up it confirms to the customer what has been recorded and under which number, and immediately alerts whoever it concerns. The plans section shows which plans include the connection to the business's software.

Can it tell an emergency from something that can wait?

Yes, heydiga identifies what is urgent using the criteria the business gives it, not on its own: a water leak and a blown bulb are not the same thing. Anything urgent is flagged and whoever it concerns is alerted straight away, and what can wait is recorded for the team to see in the morning.

Can it receive photos or documents of the incident?

Yes, on WhatsApp: the photos or documents the customer sends are attached to the incident heydiga opens, and a photo often saves an inspection visit. By phone it takes the report verbally, in the same detail. The plans section shows how to add the WhatsApp channel to each plan.

What does it do if the incident is serious?

heydiga does not act as an emergency service: faced with a real risk, it says who to call and immediately alerts the person the business has on call. Nor does it resolve the incident or promise timescales it has not been given: it leaves it documented, with the urgency flagged, in the hands of whoever resolves it.

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