AI phone & front desk for counselling & mental health
A calm, private first point of contact
Reaching out for help takes courage. The AI makes sure every enquiry is answered warmly, books intake sessions, and immediately routes anyone in distress to the right support.
Counselling & Mental Health
AI receptionist · on call
I’d like to talk to someone about anxiety. How does it work?
Thank you for reaching out. We start with a free 15-minute call with our intake coordinator. Would Wednesday afternoon work?
Yes, around 3.
You’re booked for Wednesday at 3:00. You’ll get a private text confirmation.
Booked · confirmation texted
Call summary saved to the call log
Example call
Sound familiar?
The front-desk problems counselling and mental health practices tell us about
- Therapists in session can’t answer calls
- New-client enquiries left on voicemail
- Sensitive information handled across too many tools
- Reminders and rescheduling taking up admin time
What’s included
Everything counselling and mental health practices need at the front desk
Six connected modules that share one contact history — so every call, text and booking is in context.
Business phone system
A modern phone system for your whole team
Discreet routing to the right clinician or intake coordinator, with private voicemail.
- Desk phones, desktop and mobile apps on one number
- Auto-attendant menus, ring groups and call queues
- Business-hours, holiday and after-hours schedules
- Voicemail-to-email, call recording and fax-to-email
AI receptionist
An AI receptionist that never takes a day off
Answers questions about services, fees and availability and books intake calls — with clear crisis routing.
- Answers calls and texts 24/7, including after hours and overflow
- Trained on your services, hours, policies and FAQs
- Books, reschedules and cancels appointments
- Warm transfer or message-taking when a human is needed
Two-way texting
Text customers from your business number
Gentle, discreet reminders and rescheduling by text, using wording you approve.
- Shared team inbox on your existing business number
- Missed-call text-back so callers are never left waiting
- Appointment confirmations and reminders by text
- AI-suggested replies and templates
Call logs & insights
Every conversation logged, summarised and searchable
Access-controlled logs so only the right people see enquiry details.
- Complete call and message history for every contact
- Call recordings, transcripts and AI summaries
- Follow-up flags for calls that need action
- Reports on call volume, missed calls, wait times and bookings
Booking & reminders
Appointments booked while you work
Book intake and recurring sessions by clinician and session type.
- Booking by phone, text or a link on your website
- Real-time availability from your calendar
- Automatic confirmations and reminders
- Easy rescheduling and cancellations
Automations & integrations
Connected to the tools you already use
Every call, text and booking can trigger the next step automatically — update your CRM, notify your team, send a follow-up or create a job — without anyone copying details by hand.
- Calendar, CRM and accounting integrations
- Team alerts in email, Microsoft Teams or Slack
- Follow-up and review-request texts after visits
- Custom workflows built around your process
Automations
Popular automations for counselling & mental health
Ready-made workflows we switch on for you — and tailor to your process.
- Discreet reminders with wording you approve
- Intake form link sent after the first call
- Crisis-keyword alerts to the on-call clinician
When
A call is missed
- Text the caller back right away
- Create a lead or contact in your CRM
- Alert the team in Teams or Slack
When
An appointment is booked
- Add it to the right calendar
- Text a confirmation
- Send a reminder the day before
When
A visit is finished
- Text a thank-you
- Send your Google review link
- Schedule the next follow-up
When
A voicemail is left
- Transcribe it
- Email it to the right person
- Flag it if it sounds urgent
When
An urgent call comes in
- Page the on-call person
- Text them the caller’s details
- Log the outcome
When
The day ends
- Email a summary of calls and bookings
- List callbacks still open
- Highlight missed opportunities
Full feature list
Everything that’s included
A complete business phone system and AI front desk — no add-on apps to buy separately.
Calling
- Local and toll-free numbers
- Keep your existing number (porting)
- Unlimited extensions and users
- Auto-attendant (“press 1 for…”) menus
- Ring groups and call queues
- Business-hours, holiday and night modes
- Transfer, hold, park and pickup
- Follow-me forwarding to mobile
- Conference bridges
- Paging and intercom
- Music and messages on hold
- Caller ID name and number
- Emergency 911 with registered address
AI receptionist
- 24/7, after-hours or overflow answering
- Natural, human-sounding voice
- Trained on your services, prices and policies
- Books, reschedules and cancels
- Takes detailed messages
- Warm transfer to the right person
- Emergency and urgent-call escalation
- Answers texts as well as calls
Texting
- Two-way SMS and MMS on your business number
- Shared team inbox
- Missed-call text-back
- Confirmations and reminders
- Templates and AI-suggested replies
- Opt-in and opt-out handling
Voicemail, recording & fax
- Voicemail-to-email with transcription
- Shared and personal voicemail boxes
- Call recording (on demand or always)
- AI call summaries
- Fax-to-email and email-to-fax
Booking
- Booking by phone, text or web link
- Real-time calendar availability
- Staff, service and duration rules
- Reminders to reduce no-shows
- Waitlist and cancellation fill
Admin & reliability
- Call logs and reports
- Live call activity view
- Desk phone setup and provisioning
- Desktop and mobile apps
- Automatic failover to mobiles if your internet drops
- Local setup, training and support
Integrations
Works with the tools you already use
Calls, texts and bookings flow into your calendar, CRM and team chat automatically. If a system has an API, we can usually connect it.
- Google Calendar
- Microsoft 365 / Outlook
- Microsoft Teams
- Slack
- HubSpot
- Salesforce
- Zoho CRM
- Pipedrive
- QuickBooks
- Stripe
- Google Sheets
- Airtable
- Calendly
- Webhooks & any REST API
Why switch
One connected platform vs. a patchwork of tools
- Calls answered after hours
- ITwill: AI answers, helps and books
- Typical setup: Voicemail or a paid answering service
- Texting customers
- ITwill: From your main business number
- Typical setup: Staff personal phones or a separate app
- Booking appointments
- ITwill: By phone, text or online — automatically
- Typical setup: Phone tag and manual entry
- Knowing what happened on a call
- ITwill: Logged with an AI summary
- Typical setup: Sticky notes and memory
- Number of systems to manage
- ITwill: One platform, one login
- Typical setup: Five or six separate tools
- When the office internet goes down
- ITwill: Calls fail over to mobiles or the AI
- Typical setup: Callers hear a busy signal
- Setup and support
- ITwill: Configured for you by a local Saskatoon team
- Typical setup: Do-it-yourself setup and generic support
FAQ
Questions from counselling and mental health practices
What if a caller is in crisis?
The AI is configured to recognise crisis language and immediately provide crisis resources such as 9-8-8 (Canada’s Suicide Crisis Helpline) and emergency services, and to transfer to staff where available. It never attempts counselling.
How is client privacy protected?
Logs and recordings can be limited or turned off, access is restricted to authorised staff, and data location and retention are set to meet your professional and privacy obligations.
Can we keep our existing phone number?
In most cases, yes. Your existing business number can usually be transferred (ported) to the platform, so customers keep calling and texting the number they already know.
What happens when a caller wants to speak to a person?
The AI can transfer the call to the right person or team during business hours, or take a detailed message and flag it for follow-up. You decide which requests always go to staff.
What happens if our internet goes down?
Calls automatically fail over — to staff mobiles, another office or the AI receptionist — so callers still get through. Service returns to normal as soon as your connection is back.
How long does it take to switch?
Setup and testing happen while your current system is still running. Transferring numbers usually takes from a few days to a few weeks depending on your current provider, and your old service stays live until the switch, so there is no gap.
How much does it cost?
Pricing depends on the number of users, phone numbers and features you need. Book a consultation and we will recommend a setup and give you a clear quote.
Getting started
Switching is simple — we do the work
- 01
Assessment
We review your lines, numbers, phones and how calls are handled today, then recommend a setup.
- 02
Build & test
We set up menus, schedules, users, the AI receptionist and integrations, and test them with you first.
- 03
Number transfer
We handle the porting paperwork. Your old service stays active until the moment we switch.
- 04
Go live & train
We switch at a quiet time, set up phones and apps, train your team and keep tuning.
What you’ll need
- A reliable business internet connection
- Your existing numbers (or new ones from us)
- Compatible desk phones you own, new ones from us — or just the apps
- Access to your calendar or booking system
Built for your business
Made for every kind of front desk
The platform is configured around how your industry books, answers and follows up.
See it set up for counselling and mental health practices
Book a demo and we will walk you through calls, texts, call logs and booking configured for a business like yours.