Calendrax Pro
A receptionist that answers every call, day and night.
The Calendrax AI voice agent answers your phone and a “Talk to us” button on your website. It books, moves and cancels appointments with your real availability, while you work.
Needs Calendrax Pro and a Vapi account. Vapi charges per minute of calls; Calendrax adds nothing.
- CallerHi, can I move my facial to Friday?
- AI receptionistOf course. I have Friday at 10:30 or 2:15. Which suits you?
- Caller2:15, please.
- AI receptionistDone. You are booked for Friday at 2:15, and I have emailed the new time.
Booking moved, email sent0:47
What it does on a call
Answers questions
Services, prices, opening hours, offers and policies, from your Calendrax data and the notes you write.
Books new appointments
Finds real free times, asks your service questions, and books. Deposit services get a payment link by email.
Moves and cancels
Only bookings that match the caller’s number, or their booking reference and surname. Your cut-off times apply.
Hands over to you
Puts the caller through to your mobile, or emails you a message, when it cannot help.
Talk in the browser, from any country
Visitors press Talk to us on your website and speak to the receptionist from their phone or computer. There is no phone number to dial and no call charge for them, so it works for customers anywhere.
It is also how you test the agent for free: press Talk to it now on the Phone agent screen. This works from Sri Lanka and every other country, even with a free US number from Vapi.
Set it up in ten minutes
Create your Vapi account
Vapi runs the voice: speech recognition, the AI and the phone lines. Sign up at Vapi and add a little credit for calls.
Paste your private key in Calendrax
In WordPress open Calendrax, Settings, Phone agent. Paste the private key from Vapi’s API Keys page, choose a voice and press Create my phone agent. Calendrax creates the agent, its booking tools and a private credential in your Vapi account.
Turn on Talk in the browser
Paste Vapi’s public key on the same screen. A “Talk to us” button appears on your website, and Talk to it now lets you test the agent from your own computer.
Give it a phone number (optional)
Press Show my Vapi numbers and choose one. A free Vapi number answers calls on a US number. For other countries, or for the agent to call people back, import a Twilio number (below).
An international number with Twilio
Vapi’s free numbers are US numbers that answer calls only. For a number in another country, or for the agent to call people (for example the “Call me now” test), buy a number from Twilio and import it into Vapi.
Create a Twilio account
Sign up at twilio.com and verify your email and mobile number. A trial can only call numbers you have verified, so upgrade (add a small balance) before going live.
Buy a number with Voice
In the Twilio Console open Phone Numbers, Manage, Buy a number. Choose the country, tick Voice and buy. US and Canadian numbers are instant; many countries (for example the UK and Australia) ask for an address or business documents first, through a regulatory bundle.
Copy your Account SID and Auth Token
They are on the Twilio Console home page under Account Info. Keep the Auth Token private.
Import the number into Vapi
In the Vapi dashboard open Phone Numbers, Create Phone Number, Import from Twilio. Paste the number in international format (for example +447700900123), the Account SID and the Auth Token, and give it a name.
Choose it in Calendrax
Back in Calendrax, Settings, Phone agent, press Show my Vapi numbers, pick the Twilio number and press Use this number. Now Call me now can ring your mobile too.
Allow calls to your country
If the agent will call or transfer to numbers abroad (for example Sri Lanka), turn that country on in Twilio under Voice, Settings, Geo permissions.
Questions about the voice agent
What does it cost?
Calendrax Pro is a one-time $49. Calls are paid to Vapi per minute from the credit in your Vapi account, and an imported Twilio number is paid to Twilio. Calendrax adds no fee.
“Call me now” says the number can only answer calls
That is a free Vapi number: it answers calls but cannot dial out. Use Talk to it now to test in your browser, or import a Twilio number.
Can callers change someone else’s booking?
No. The agent only changes bookings that match the number the caller rings from, or that they identify with the booking reference and their surname.
Does it take card payments by phone?
Never. For services that need a deposit it emails a payment link, and the time is held until it is paid.
Which languages does it speak?
English is set up by default. Other languages depend on the voices and speech recognition Vapi offers for them.
Links to Vapi on this page are affiliate links: Exceat Lab may earn a commission if you sign up, at no extra cost to you.
Never miss a booking call again
Get Calendrax Pro, create your Vapi account, and your receptionist is answering within the hour.