The customer gets an answer
The assistant receives enquiries about pruning, felling or stump removal based on your services.
Arborists
You care for the trees. VOCA takes the first call.
A customer wants a tree pruned while you are already on a job. VOCA can collect what they want done and where the trees are. You make the assessment and follow up.
A request for you to follow up
Request mode saves an enquiry for a callback. With a connected booking setup, the appointment is a site visit, not the tree work itself.
YOU SET THE PROCESS
First contact, with clear limits.
You get the details
You get the description, address and contact details. Tree count and approximate height are included if known.
You make the assessment
You assess the trees, access, work method and price. Urgent enquiries follow your configured handoff.
A CALL IN YOUR TRADE
Example: two apple trees needing pruning
Illustrative example. This is a suggested process, not a customer result or an actual booking.
For example, the customer says
I would like two apple trees in the garden pruned. Could someone come and look?
What the request needs to include
- The requested tree work, tree count and approximate height if the customer can provide it.
- Where the trees stand: street address and town. If the exact address is unknown, collect the area the customer can identify.
- Name and contact details. Check the address and requested work before sending the enquiry.
HAND OVER THE RIGHT QUESTIONS
You keep the professional assessment.
- The assistant provides no independent risk assessment or instructions for doing tree work.
- A fallen tree or an immediate danger follows your configured staff handoff. The assistant promises no response time.
- A site visit is separate from the job and quote. Only a connected booking setup with checked availability and a saved booking can confirm the visit time.
PROOF BEFORE LAUNCH
Test the address, site visit and handoff.
Use your own test requests before launch. Check both what the customer hears and what you receive after the call.
- 1Call about two apple trees. Check that the saved request includes the work, tree count, address and contact details.
- 2Correct part of the address during the call. Check that the corrected address reaches you. Also try a customer who knows only the town.
- 3Say a tree is hanging dangerously over a building. Check that your handoff is used and no risk assessment or response time is promised.
- 4Ask for a site-visit time. In request mode, capture a preference. In booking mode, check and save the visit before confirming it, without promising the job price.
CHOOSE WHAT HAPPENS NEXT
A request first. A booking when it can be confirmed.
Choose callbacks when you want to plan site visits yourself. Calendar booking is a separate setup for visits you permit the assistant to book.
Forms and requests
Without a connected system that can confirm a time, the enquiry must remain a request.
Google Calendar
A separate booking setup can use a connected calendar. Confirm a time only after checking it and saving the booking.
Microsoft Outlook
See how the calendar connection works and what it can check. A preferred date is not a booking on its own.
COMMON QUESTIONS
What to know before launch.
Does VOCA book the tree felling itself?
No. This setup captures a request or books a defined site visit through a connected booking system. You assess and price the work.
What if the customer does not know the address?
The assistant asks for the location they can identify, such as an area or town. The enquiry needs a location you can use to follow up.
Can I receive urgent enquiries through the assistant?
You set how these enquiries are handed to staff. Test the handoff before launch. A saved callback is not a promise of attendance or an exact response time.
TEST YOUR OWN PROCESS
Test a tree enquiry from first words to captured details.
Bring your rules for the service area, site visits and handoff. We test them using your own test enquiry.