Fonio AI

What is an AI secretary?

AI-powered secretary

Just like a human secretary, the AI-powered secretary handles incoming calls at companies. After a brief greeting and introduction of the KI secretary, the secretary asks the reason for the call. Depending on the nature of the inquiry, the virtual secretary will transfer the caller to the appropriate department.

Digital Phone Assistant

An AI secretary is an intelligent digital phone assistant that independently handles administrative tasks and provides professional customer service over the phone. An AI secretary answers all calls 24/7, records the nature of the inquiry, and forwards the call to the appropriate staff member.

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How does the AI secretary work?

Let AI handle your calls

The AI Secretary works by having the virtual assistant handle all incoming calls, understand them, and then carry out the desired actions. The AI Secretary uses speech recognition to record content, speech understanding to identify requests, and artificial intelligence to make decisions.

Define Behavior and Post-Processing

When setting up the AI secretary, you specify which employees the AI should transfer the caller to for specific inquiries. The appropriate phone numbers and the corresponding reasons for forwarding calls are stored during the implementation of the AI-powered virtual assistant.

No more missed calls

If the employee does not answer the phone, the AI receptionist informs the caller of this and tells them that it will send the employee an email with the request. To send the email, the AI secretary asks for at least the caller's full name and email address.

Seamlessly integrated into your infrastructure

Call forwarding is set up from the company's main number to the AI number so that the AI secretary picks up the phone when it rings. When you use the AI secretary, calls are answered, correctly routed, and forwarded appropriately right from the start.

Advantages of our AI secretary

The main advantages of our AI secretary are 24/7 availability, increased productivity through seamless inquiry response, and reliable call forwarding. Further advantages of our AI secretary include a competitive edge and precise call documentation. Additionally, our AI secretary enables call sorting, offers automated follow-up via email or SMS, increases customer satisfaction, and is multilingual. All the advantages of our AI secretary are listed in detail below.

Balkendiagramm, das zeigt, dass mit KI-Unterstützung die Zeit reduziert wird, dargestellt durch niedrigere blaue Balken auf der rechten Seite.

Sorting Calls

The AI secretary sorts calls in advance and handles requests based on urgency. With the help of intelligent pre-sorting, important calls are forwarded directly to the right people. Call forwarding ensures that callers are always connected to the appropriate person. If the appropriate staff member is currently unavailable, the AI secretary will send an email to that person, requesting a callback and clearly emphasizing the urgency of the matter.

Multilingual

Our AI secretary is multilingual and can handle calls in foreign languages directly using automatic speech recognition. Fonio's AI secretary speaks more than 35 languages and can switch between them in real time during a conversation, eliminating the need for multilingual staff at the company. The languages available on our AI secretary, among other platforms, include German, English, Portuguese, Italian, and Russian.

Detailed documentation of calls

The AI secretary keeps detailed records of the calls by saving each conversation as a transcript for traceability. If the AI phone assistant is unavailable, it will send the most important information from the call to the appropriate employee via email. When sending an email to the employee, the smart secretary requests key information from the caller (e.g., first name, last name, email address, and the nature of the inquiry). With fonio's AI assistant, you can customize which information is extracted from the conversation.

Competitive Advantage

Our AI secretary gives companies a competitive edge by providing strategic advantages. The speed and responsiveness of call handling, as well as 24/7 availability through the intelligent secretarial service, increase customer satisfaction. Increased efficiency and the conservation of resources through the use of the AI secretary also ensure that companies remain more competitive.

Increasing Customer Satisfaction

Implementing an AI-powered virtual assistant increases the company's customer satisfaction, as callers receive immediate answers to their questions. Conversations with the intelligent secretarial service are user-friendly, natural, and ensure optimal customer retention. Companies that use an AI secretary report noticeable improvements in the quality of their customer service.

Reliable Forwarding

An AI secretary ensures that calls are reliably routed, as it analyzes and understands the caller's request in real time using powerful language models and intelligent speech recognition technologies. If the AI-powered secretary has understood the caller's request, it takes proactive action and automatically transfers the call to the appropriate staff member. You can easily define forwarding rules for the AI secretary using a prompt.

Increases productivity

Using our AI secretary boosts productivity within the company by saving time and resources at the front desk and reducing personnel costs. The AI-powered virtual receptionist boosts the company's efficiency by allowing employees to focus on their core tasks and answer only the calls that are relevant to them. Companies using fonio report that our AI assistant saves them up to 20 hours per week.

Available 24/7

The AI secretary ensures round-the-clock availability for each company. An AI secretary is available 7 days a week and answers the phone even on holidays, weekends, during lunch breaks, and outside of office hours. The AI Secretary's ongoing support takes the pressure off your team and helps ensure smooth customer interactions.

Customer reviews

The following reviews show the feedback from our previous customers who were already very satisfied with our AI secretary.

My assistants save me the equivalent of at least one 30-hour employee. We'll receive the summary by email. Every call is answered; nothing gets lost anymore.

Stefan Jaklitsch

Real Estate Trust, Mag. Jaklitsch GmbH

Fonio enables a call center to be available 24/7 at a fraction of the cost of human labor.

Matthias Bartl

Medical Practice, Dr. Matthias Bartl

Schedule appointments, qualify leads, forward them—all fully automated. Seamless integration with our CRM and calendar system. We no longer miss any calls from customers.

Markus

PowUnity

I'm not a developer, but I was still able to create a fully functional AI phone assistant in just over 30 minutes.

Moritz

IT Services

#1 Software Tool of the Year 2026

from over 10,000 companies

fonio AI Secretary

Over 2,000 customers trust fonio

Here at fonio, we specialize in providing intelligent AI phone assistants and AI secretaries, and we already have over 2,000 customers using our AI assistants. Our goal is to use our AI secretary to take the pressure off businesses of all sizes by automating phone answering, thereby freeing up more time for what really matters.

Set up in minutes

To set up the Fonio AI Secretary, you first select an AI voice and write a greeting. The next step is to write a prompt for the AI secretary that lists the employees and their corresponding phone numbers for call forwarding, as well as the rules of conduct for the AI. Finally, the email addresses for the transcripts are noted in the prompt in case the employee in charge does not answer the phone. Storing email addresses ensures seamless handling of all incoming calls.

No call goes unanswered

The fonio AI Secretary handles calls for businesses and acts just like a real receptionist. The fonio AI Secretary can be set up in minutes and is suitable for any type of business. Our AI receptionist is capable of handling 15 calls simultaneously, ensuring that callers never have to wait, even during peak times.