A client calls about swelling after a treatment
It gives no medical advice and offers a callback from your team. If it sounds like an emergency, it tells the caller to call 911. You get the email with the transcript.
AI receptionist for med spas and wellness clinics
It picks up your clinic's phone, checks your Google Calendar for real openings, books the treatment, and emails you what happened.
Want to hear your own clinic?
- Books into your Google Calendar
- Says it's an AI
- Keep your number
- Pause it any time
A real call
Hear it book a client, start to finish.
A real call to Forest City Aesthetics, our test clinic in London, Ontario. The caller's name and number are changed.
Transcript only for now. The words run on a timer at speaking pace. Click any line to jump to it.
What it did on this call
Actions show up here as they happen. Press play.
- Call answered
- Openings checked: Wednesday
- Booked Wed 10:00 AM in Google Calendar
- Summary emailed to the owner
Tricky calls
What happens when a call goes off script.
Someone asks for a person, or for someone by name
It transfers the call.
The price isn't on your list
It says it isn't sure and offers a callback. It never makes a price up.
Someone wants to move or cancel an appointment
It can't change existing appointments yet. Your team sees the call in the email and on the activity page, and can follow up.
The AI is paused or switched off
Calls ring the owner's phone instead of ending in a dead end.
A caller is abusive
It ends the call politely. You still get the email.
What missed calls cost
See what missed calls cost you.
Someone who reaches voicemail may call the next clinic. Try your own numbers.
Walks out each month
$0
Formula: missed calls per week x 52 / 12 x share who would have booked x value of a new client. The starting numbers are placeholders. Move the sliders to match your clinic.
Compare with hiring About $13,301 a month in wages
168 hours is around the clock, every day.
per hour
Starting value: US median hourly wage for receptionists, May 2025, US Bureau of Labor Statistics, Occupational Outlook Handbook. Canadian clinics: enter your own local wage.
Formula: hours per week x hourly wage x 52 / 12. This is wages only, before payroll taxes, benefits, training, breaks and sick days.
Zenoti data shows 37% of calls to salons and spas go unanswered, and 82% of those are missed during business hours. Source: Zenoti.
What it does
What it does on every call.
This is what is built and working today. Nothing more.
Answer
- Picks up 24/7, and chats on your websiteForward your clinic line to it. Chat uses the same knowledge.
- Answers from your own factsServices, prices and hours. It never guesses a price.
- English and SpanishWebsite chat speaks both. Phone calls are in English for now.
Book
- Books while the caller is on the lineBookings land in your Google Calendar before the call ends.
- Offers only open timesIt checks your calendar first, so a taken slot is never offered.
- Hands off to a personWhen the caller asks for someone, the call transfers.
Follow up
- Emails you after every callWho called, when, how long, what happened, a summary and the transcript.
- Offers a callback, never medical adviceIn an emergency it tells the caller to call 911.
Stay in control
- Pause it any timeSet spending caps. While it is paused, calls ring your phone.
- One activity pageEvery conversation and booking, and where each one came from.
Not yet
We would rather say it now than have you find out later. It does not do these yet.
- Rescheduling or cancelling existing appointments
- Text messages
- Booking systems other than Google Calendar
- French
- A signed BAA
Before and after
Four calls your desk misses today.
12:10 PMLunch rush
Today
Three clients at the desk and a HydraFacial running over. The phone rings five times and goes to voicemail.
With Warmdesk
It picks up, finds a Thursday 2 PM HydraFacial opening in your Google Calendar, and books it. The desk stays with the people in front of them.
12:45 PMDesk empty
Today
The desk is empty for thirty minutes. Someone asks what an IV drip costs, gets a recording, and calls the next clinic.
With Warmdesk
It gives the price from your own list and offers a time. The caller hangs up with an answer.
6:20 PMAfter close
Today
You locked up at 6. Someone finally has time to book Botox. The line says to leave a message, so they call the next clinic.
With Warmdesk
It answers, offers tomorrow's first opening, and books it. You get the email with the summary and transcript.
9:30 PMLate evening
Today
A caller worries about swelling after a treatment. Nobody is there. Voicemail again.
With Warmdesk
It gives no medical advice and offers a callback from your team. If it sounds like an emergency, it says to call 911.
How it works
Three steps, and you keep your number.
- We build it from your website
We read your site, then fill the gaps with you on a 20-minute call. That gives it your services, prices and hours.
- You call it yourself
Dial it, ask the hard questions, try to book. Fix anything that sounds off before a real client hears it.
- You're live within a week
Forward your clinic line to it and keep your number. Turn forwarding off any time and the phone rings at the desk again.
Your first 2 weeks are free
One 20-minute call with you, and you're live within a week. No setup fee, no contract, and the price you start on is the price you keep. If it isn't right for your clinic, cancel before the two weeks end and you pay nothing.
Who builds it
Juan Gomez
Warmdesk isn't a white-label tool resold by a marketing agency. I wrote it, I run it, and I answer the email.
I have a bachelor's in computer science with a minor in machine learning and artificial intelligence, and I've built production software for over five years. I set up every clinic myself, on a 20-minute call.
Write to me directly at hello@warmdesk.ai
Trust
What it will never do.
- It never hides that it is an AI.Every call starts with that, and with a notice that the call may be recorded.
- It never gives medical advice.It offers a callback from your team. Emergencies go to 911.
- It never makes up a price.It answers from your own list, or says it isn't sure and offers a callback.
- It never leaves a caller stuck.It transfers when asked. If it is paused or off, calls ring your phone.
- It never keeps names and numbers at the voice provider.They are redacted from the voice provider's stored transcripts.
- It never works out of sight.The activity page shows every conversation, and you get an email after each call.
Compliance, plainly
We make no HIPAA, PHIPA or PIPEDA compliance claim yet, and we do not sign BAAs yet. The vendors that touch data are listed on our data page. Transcripts stored at the voice provider have names and phone numbers redacted.
Price
$299 a month.
CA$399 a month for clinics in Canada, and CA$0.55 per extra minute.
Phone and website chat included. No setup fee and no contract. The first 2 weeks are free.
Questions
Before you forward your line.
What does it cost?
$299 a month (CA$399 for Canadian clinics), with 300 minutes of calls included. After that, $0.40 a minute. Website chat is included. No setup fee, no contract, and the first 2 weeks are free.
Is it HIPAA, PHIPA or PIPEDA compliant?
Not yet, and we make no compliance claims. Reviews under HIPAA (US) and PHIPA and PIPEDA (Canada) are still ahead of us. We do not sign BAAs yet. The vendors that handle calls and chat are US companies, so information is processed in the United States. Our data page says plainly what happens to it.
Do I need a new phone number?
No. Keep the number your clients already know and forward calls to Warmdesk. Switch forwarding off and calls ring at your desk again.
What if the caller wants a person?
It transfers the call when the caller asks. If the AI is paused or off, calls ring the owner's phone instead of ending in a dead end.
Does it give medical advice?
No. It offers a callback from your team. If a caller describes an emergency, it tells them to call 911.
Will callers know it is an AI?
Yes. It says it is the clinic's AI assistant and that the call may be recorded, right at the start.
How long does setup take?
One 20-minute call, and you're live within a week. We build it from your website, then tune it with you on the call. You call it yourself and fix anything that sounds off. Forwarding goes live only when you are happy with it.
Can you update our website too?
Yes. If your site is dated or has no online booking, we can rebuild it with the front desk chat built in. Ask on the setup call. It is priced separately.
Which calendar does it use?
Your Google Calendar. It checks real openings and books into it. Other booking systems are not supported yet.
Which languages does it speak?
Website chat speaks English and Spanish. Phone calls are in English for now.
Can I stay in control?
Yes. You can pause it any time and set spending caps. An activity page shows every conversation and booking, and you get an email after every call.
Hear your own clinic's front desk.
Give us your website and email. We build a demo of your front desk from your site and send you the link.
Questions? hello@warmdesk.ai