“My job is making sure qualifying + intake questions — without anyone on your team having to ask.”
We watched our own dispatch & intake team burn out on work that never stopped. Intake Coordinators were leaving for better pay, calling out sick, and taking weeks to train — meanwhile the queue kept growing and customers kept waiting. There was no way to hire fast enough.
Vivian was built to be the piece of the team that's always there. Not a bot reading from a script, but a worker who knows the systems, the SOPs, and the judgment calls — so your senior people get their time back for the work only they can do.
Vivian in their own words.
I'm the intake coordinator your dispatch & intake team leans on when the queue starts stacking. First 4 minutes of every call — every required field captured. I own the work end-to-end — you hand me the inbox, the ticket, or the call, and it gets done right the first time.
Day to day I'm running qualifying + intake questions, photo + document capture via sms, urgency classification. I know the systems your team uses, I know what "clean" looks like in this seat, and I don't drop details when the volume climbs.
I work inside your stack, not alongside it. Every action I take is logged, every handoff has context, and your senior people get their time back for the work only they can do.
Hear Vivian on a real call.
This is how Vivian handles a caller end-to-end — answer, capture, confirm, close. Request a demo to hear one live with your business.
Vivian is in production. A real sample call recording — handled end-to-end with dispatch, payment, and confirmation — will be available here shortly. Request a demo to hear one live with your business.
What Vivian does best.
Everything Vivian does, top to bottom.
These aren’t theoretical. Every item below is part of Vivian’s live SOP on real deployments.
- Qualifying + intake questions
- Photo + document capture via SMS
- Urgency classification
- Slack / Teams notification on close
- Logs every action in your system of record
- Escalates with full context when scope is exceeded
- Runs against SOPs you approve before go-live
- Works inside your stack — no new tools required
How Vivian works a typical call.
Five steps, every time. Nothing skipped, nothing improvised.
Answer on ring 1
Every call picked up inside 2 seconds. No queue, no hold music, no "leave a message after the tone."
Qualifying + intake questions
Qualifying + intake questions. Done inside SOP, logged step-by-step, never skipped.
Photo + document capture via SMS
Photo + document capture via SMS. Done inside SOP, logged step-by-step, never skipped.
Urgency classification
Urgency classification. Done inside SOP, logged step-by-step, never skipped.
Document + hand off
Every action lands in your dispatch & intake system of record. If anything exceeds scope, I warm-transfer with full context — your team never starts from zero.
The tools Vivian works inside.
Vivian plugs into your existing stack. No new tools to learn, no data silos, no black box.
Built for the operators Vivian already works with.
Work Vivian has already done.
Every role below represents live deployments on real businesses — not theoretical capabilities.
- Primary intake coordinatorEmbedded in dispatch & intake teams
First 4 minutes of every call — every required field captured.
- Qualifying + intake questionsDaily workload
Qualifying + intake questions · Photo + document capture via SMS · Urgency classification. Every action logged, every handoff documented.
- Cross-team coordinationInterfaces with dispatch & intake stakeholders
Works alongside your existing team — never a black box. When scope exceeds the runbook, escalates with full context and proposed next step.
Real calls. Real tickets. Real outcomes.
Teams that already hired Vivian.
Challenge, solution, and the numbers that changed after go-live.
Towing & Recovery operator missing intake coordinator work after hours. Senior staff pulled onto routine tasks; errors stacking up; customer follow-through slipping.
Deployed this worker on the primary qualifying + intake questions flow. Loaded the SOP, wired the integrations, and flipped live inside 48 hours.
Growing roadside assistance team could not hire fast enough to keep up with intake coordinator volume. Backlog grew 3x in 90 days; escalations ran hot.
Handed over the routine 80% of the queue. Senior staff kept the judgment calls. Every action logged in the system of record.
Vivian vs. hiring a human.
The math, laid out. No salary, no turnover, no sick days.
| Scenario | Human hire | Temp agency | Vivian |
|---|---|---|---|
| Annual cost | $52,000 | $75,400 | $4,188 |
| Hours covered | 40/week | 40/week | 168/week |
| Sick days | 10+/yr | 2+/yr | 0 |
| Ramp time | 6–8 weeks | 1–2 weeks | 48 hrs |
| Turnover risk | High | Very high | None |
Pick the bundle that fits your volume.
Buy minutes, not employees. Every plan includes full onboarding and integration. Upgrade or downgrade any month.
- 300 minutes / month
- $1.50/min overage
- One AI worker
- Standard SOP training
- Email support
- 500 minutes / month
- $1.50/min overage
- Custom SOP + voice training
- CRM / system-of-record integration
- Priority support
- Monthly tuning session
- 1,500+ minutes / month
- $1.50/min overage
- Multi-line / multi-region
- Custom voice + white-glove onboarding
- Dedicated CSM
- Per-team reporting
- SLA + BAA available
Need more volume? See all 14 tiers →
From signup to live in under 48 hours.
Four steps. We handle the technical work. You focus on the SOPs and the first-week review.
Pick your plan
Choose a minute bundle that matches your volume. Most intake coordinator ops start on the Starter or Pro tier.
Port a number (or get a new one)
We port your main line or spin up a new DID. Warm-transfer rules, after-hours routing, and IVR prompts wired in.
Upload your knowledge
Scripts, SOPs, FAQs, rate cards — anything your intake coordinator team would hand a new hire. We train the worker on it.
Go live in under 48 hours
Soft-launch on a small % of traffic, review recordings the first week, then flip to full volume. You stay in control.
What teams say after they hire Vivian.
“The turnaround is the best part. Vivian processes requests inside an hour that used to sit on our desk for a week.”
“Accurate, on-brand, and never calls out. We trust Vivian with work we'd only trust our most senior intake coordinators with.”
Everything teams ask before hiring Vivian.
Under 48 hours in most cases. We load your intake coordinator SOP, wire the integrations, and soft-launch on a small share of traffic so you can review before flipping to full volume.
Vivian warm-transfers (or routes the ticket) with a one-paragraph summary: what the caller / customer asked, what Vivian already confirmed, and why it's being escalated. Your team never starts from zero.
Whatever your team already uses. Vivian pushes actions into your existing dispatch & intake stack — CRM, ticket system, calendar, SOR — via native integrations or webhooks. No new tool required.
You buy a minute bundle starting at $249/month. Every minute Vivian spends on your work counts toward the bundle. Overage is billed at $1.50/min. No seats, no per-call fees, no hidden add-ons.
Any time. Upgrades prorate instantly. Downgrades apply at the next billing cycle. Your worker keeps its training, voice, and history through any change.
Yes. 24/7 by default — every ring gets answered, every callback gets made, every SMS gets replied to. No queue, no overflow, no missed calls.
Every conversation is logged, encrypted at rest, and retained per your policy. For dispatch & intake teams with HIPAA, PCI, or SOC2 requirements, we run on BAA-signed infrastructure with audit trails on every action.
Yes. Book a call with our team — we'll walk you through a live demo of Vivian, look at your current intake coordinator workflow, and map out what the first 30 days would look like.
Starting at $349/mo.
Live in under 48 hours.
Most teams run intake coordinators on the lite bundle or the next one up as volume grows.
