Cloud PBX · AI calling
One number. Every call answered.
A business number for your whole organisation (toll-free where your operator offers it), connected to a cloud phone system. Calls go to the right person first. When everyone is busy, it’s after hours or a holiday, an AI voice agent answers, helps the caller and passes the details to your team. Designed and set up by Tapash Das, who runs this system for his own studios.
For schools, clinics and any business that can’t afford to miss a call.
Where calls get lost
Every unanswered call goes to someone else.
Busy lines
Two people at the front desk, ten people calling. Callers hear the engaged tone and ring someone else.
After hours
Parents, patients and buyers call in the evening. The office is shut, so the call goes nowhere.
No record
Calls land on personal mobiles. Nobody knows how many came in, who answered, or what was promised.
How a call flows
People first. AI as back-up.
- 01
Caller dials one number
Your business number, or a toll-free 1800 number where your operator offers one, printed on every brochure, board and ad.
- 02
Licensed operator carries the call
The number and SIP trunk come from a licensed telecom operator and land on your cloud PBX.
- 03
The PBX checks the clock
Office hours, after hours or a holiday? It plays the right welcome and a short menu: Admissions, Fees, Appointments, Support.
- 04
Queue to the right team
The call waits in that department’s queue with music and updates, and rings every free agent on a desk phone, mobile app or browser.
An agent is free
Your team answers
The call connects to the agent, is recorded, and shows in the call history with who took it and for how long.
No answer in 30 seconds, after hours or a holiday
The AI voice agent answers
It follows your approved script: answers timings, fees and directions, books a callback or appointment, and takes a message for anything else.
Nothing is forgotten
The caller gets a WhatsApp or SMS with what was agreed. Your team gets the lead or ticket. Every call, recording and missed call is in the daily report.
Wiring diagram
What connects to what
Three parts: the numbers from a licensed operator, the phone system on a cloud server, and the phones and tools your team already uses.
1 · Licensed operator
Toll-free 1800 number and branch numbers, carried over a SIP trunk.
2 · Cloud PBX
Call engine routes, queues and records every call. Admin panel for menus, hours and holidays. AI voice agent with your script. Call records: recordings, logs, missed calls.
3 · Your team and tools
- IP desk phones: At reception and department desks.
- Mobile app: Staff answer on their own phone, on the office line.
- Browser phone: Counsellors and agents take calls on a laptop.
- WhatsApp + SMS: Automatic follow-up after missed or AI-handled calls.
- Dashboard + CRM: Missed-call list, call history, recordings and leads.
Who it’s for
Any organisation that lives on the phone
Schools and colleges
Admissions, fees and transport lines. The AI answers parents after school hours and books counsellor callbacks.
Hospitals and nursing homes
Appointments, reports and the duty desk. Emergencies go straight to a person, never to the AI.
Clinics and diagnostic labs
Booking, home sample collection and report status, without the receptionist leaving the patient in front of her.
Coaching institutes
Course and batch enquiries in waves around results. Every caller gets the fees and the next demo class.
Real estate
Every missed call is a lost site visit. Calls ring the sales team, and the AI books visits when nobody is free.
Hotels and banquet halls
Reservations and event enquiries in Hindi, Bengali or English, at any hour.
Restaurants and cloud kitchens
Table bookings and bulk orders taken in a queue instead of ringing out during the rush.
Dealerships and service centres
Service bookings, test drives and “is my car ready?” calls, routed by branch.
Logistics and couriers
Shipment status and driver coordination on one number, with every call logged.
Loans and insurance
Enquiries and renewals with a full call record. Outbound calls only with consent, under TRAI rules.
Housing societies and facility teams
A complaints desk that logs every call and passes it to the right guard, plumber or manager.
E-commerce and D2C brands
Order status, returns and COD confirmation, with the AI handling the routine questions.
Solutions by size
Small, medium or large
Same system, sized to how many calls you get and how many people answer them. Telecom rental, call minutes and AI minutes are passed through at cost.
Small
A clinic, coaching centre, salon chain or single school.
- One business number, toll-free optional
- 2–5 people answering
- Welcome message, office hours, ring group
- AI answers after hours and takes a message
- Missed-call WhatsApp to every caller
Medium
A hospital, school group, lab chain or dealership.
- Toll-free number plus branch numbers
- 5–25 agents in department queues
- Menu by department, holiday calendar
- AI answers FAQs and books callbacks in two languages
- Daily missed-call report and recordings
Large
Multi-branch schools and clinics, logistics, NBFCs, developers.
- Several toll-free and branch numbers
- 25+ agents, routing by skill and branch
- Supervisor listen-in and live wallboard
- Scripted AI flows for bookings and admissions
- Links to your CRM, HIS or ERP
Case study
Built for our founder’s own studios first
Twist N Turns has run dance studios in Kolkata since 2005, with 8 studios and 20,000+ students over the years. Its calls used to depend on a physical phone box in the office.
In September 2026, Tapash Das replaced it with a cloud PBX he built and runs himself:
- Callers wait in a queue with hold music instead of hearing it ring out.
- Routing can be set separately for office hours, after hours and holidays.
- An AI voice agent answers when the queue times out, in English or Hindi.
- Calls can be recorded and logged in one place, with a notice to the caller.
- Staff phones register from anywhere on the internet, not just the office.
This is our own system, not a client’s. We’ll add client stories here only with their permission and their real numbers.
Example set-ups
A school in admission season
1800 number on the brochure. Press 1 for Admissions, 2 for Fees, 3 for Transport. Three counsellors share the admissions queue. After 4 pm the AI answers fee and timing questions and books a callback for the morning. The principal gets a missed-call report every day.
A 100-bed hospital
Press 1 for Appointments, 2 for Reports, 9 for Emergency. Emergency rings the duty desk directly. Appointment calls queue to the front office, and the AI books OPD slots when everyone is busy. It never gives medical advice.
A real-estate developer
One number across every hoarding and Facebook ad. Calls ring the sales team by project. Missed ones get an instant WhatsApp with the brochure, and the AI books site visits on Sunday mornings.
Examples of how it can be set up, not client stories.
How we set it up
Live in five steps
Map your calls
Who calls, why, when and how many are missed today. One short call with you and your front desk.
Numbers and operator
We pick the toll-free and branch numbers with a licensed operator, or forward the numbers you already have.
Routing and AI scripts
Menus, queues, office hours and holidays, plus what the AI may and may not say, in your languages. You approve every script.
Go live
Phones and apps set up for your team, a test call for every path, and a short training session.
Watch and tune
A monthly look at missed calls, waiting times and AI conversations, and the changes that fix them.
Rules we follow
- Numbers and trunks from licensed telecom operators only.
- Callers hear that calls are recorded and that an automated assistant may answer.
- Recordings kept for a period you set, then deleted.
- Outbound AI calls only to people who agreed, under TRAI’s rules.
- Medical, legal and money questions go to a person.
Questions
Cloud PBX questions
What is a cloud PBX?
A business phone system that runs on a server in the cloud instead of a box in your office. It answers your numbers, plays the welcome and menu, queues callers and rings your staff wherever they are. You manage it from a browser.
Do we need new phones or wiring?
No new wiring. Staff can answer on a mobile app or a browser. IP desk phones are optional for reception and departments that want them.
Can we keep our current numbers?
Usually yes. Depending on your operator, we either forward your existing numbers to the cloud PBX or move them across. A new toll-free number can be added alongside.
Will the AI replace our staff?
No. Your people answer first. The AI picks up only when everyone is busy, after hours or on holidays, answers the routine questions it is allowed to, and passes the rest to your team with the caller’s details.
Which languages can the AI speak?
English, Hindi and Bengali to start, and other Indian languages on request. We write and test the script with you in each language before it goes live.
Is it legal to record calls and use an AI agent?
Yes, when callers are told. The welcome message says calls are recorded and that an automated assistant may answer. Numbers come from licensed operators, and outbound calls follow TRAI’s commercial-communication rules.
What does it cost?
A one-time setup and a monthly fee that depend on the numbers, the number of agents and how much the AI does. Telecom rental, call minutes and AI minutes are passed through at cost. We quote after a 20-minute call.
Has Tapash Das actually built one?
Yes. He runs one for his own Twist N Turns dance studios: a cloud PBX that replaced the office phone box in September 2026, with queues, office-hours routing, recordings and an AI agent that answers when no one is free.
How many calls did you miss this week?
Tell us how your calls work today. In 20 minutes, Tapash Das will sketch the set-up that fits, and what it would cost.