Ruby Receptionists is a virtual receptionist service. They provide live receptionists who can answer your calls and either transfer them to you or take a message.
The integration with Lexicata enables the contact information taken down by your virtual receptionist to be automatically transmitted into your Lexicata account.
This will help streamline your intake process by minimizing data entry and also help to ensure that you never let a potential client slip through the cracks again due to a missed call, or a failure to follow up.
You can learn more about the services provided by Ruby Receptionists on their website: https://www.callruby.com
How to Integrate Ruby Receptionists
Ruby Receptionists handles the majority of the work on their side, so setting up the integration is incredibly easy.
All you need to do is locate your “Inbox Token” from the Integrations page in your Lexicata settings. This token is how your Lexicata account can be uniquely identified so that the data comes into the right Lexicata account from Ruby.
Just copy/paste this token into your Ruby Receptionists account in order to set up the integration.
To do this, you will login to your Ruby account and visit the “Integrations” page. Then click on Lexicata, input the token, and save your changes to connect. If the connection was successful, a sample lead should have been created in Lexicata.
[screenshot from Ruby coming]
How to Manage Leads from Ruby
Any time a new potential client is input into your Lexicata account by a Ruby virtual receptionist, it will show up in the Lexicata “Lead Inbox.”
Think of this as the holding area for any potential clients who you have not yet called back.
Once you review the lead’s information in the inbox, you can use Quick Intake to create a contact and matter, and add them to your pipeline for further tracking and follow up.
Learn more about managing your new leads in our Lexicata Inbox Feature Guide.
Setting Up Caller Profiles
By default, every single call processed by Ruby Receptionists will create a lead in your Lexicata Inbox. This is not ideal for most people and will likely result in excess caller information being submitted unnecessarily.
In order to only submit new potential clients into your Lexicata account, Ruby gives you the ability to create different “caller profiles,” which is basically just a way to categorize different types of calls you receive.
You can have your Ruby representative set up one caller profile for potential clients, and another caller profile for everything else. Then have them instruct the receptionists to ask each caller whether or not they are a new potential client.
If so, the potential client caller profile will be used and the data from the call will be sent into Lexicata automatically. If not, the data will not be sent to Lexicata, which should help minimize the burdens of having erroneous calls created in your Lead Inbox.