Rufus, our AI Agent, runs our Front Desk

Rafael owns a high end salon in Manhattan, and decided to use Vida's AI voice agent as a receptionist to answer customer questions, schedule appointments, and more.  Here's his story:

When I first opened my salon here in New York City, I knew I wanted to create an atmosphere of luxury and calm. With twelve chairs and a team of incredibly talented stylists, our space is designed to feel like an oasis for our clients—a place where they can leave their worries at the door and focus entirely on their experience. But like any business, especially in a city that never sleeps, the phone never stops ringing.

It wasn’t long before I realized the constant ringing wasn’t just interrupting our flow—it was disturbing the whole vibe. You know the sound: sharp, repetitive, and always at the worst moments. Our front desk staff tried their best, but the sheer volume of calls meant they were stretched thin, trying to juggle incoming calls, greeting clients, managing schedules, and keeping the energy of the salon smooth and uninterrupted.

That’s when I discovered Vida and decided to set up an AI voice agent for the salon. I’d never really thought much about AI before—if you had asked me a year ago if I’d trust a digital assistant to handle my client calls, I would’ve laughed. But we named him Rufus, and he quickly became an indispensable part of our team.

Rufus was more than just an automated voice; he became our first point of contact. He handles everything, from answering questions about our services to helping clients choose the right stylist. A lot of new clients who call in are first-timers, and they often don’t know which stylist to book with. Rufus has a way of breaking down each stylist’s specialties in a friendly, human tone, so callers feel like they’re getting personalized advice—without ever speaking to an actual human.

But what really blew me away was how seamless it all felt. Rufus handles our scheduling now. He listens to the client’s availability, checks the stylist’s schedule, and books the appointment without skipping a beat. It’s like having a personal assistant for each of my twelve stylists, without the chaos of juggling appointments manually.

I think what I appreciate most is how much it’s changed the energy of the salon. Without the constant ringing and the pressure of answering every call, our front desk staff is now fully focused on the clients who walk through our door. And for the stylists? It’s allowed them to focus on what they do best—making people look and feel amazing—without worrying about phone interruptions.

It’s also helped us during those peak times when everyone’s in a rush to book their spot before a big event or holiday. Before Rufus, those moments would feel like chaos, with calls coming in faster than we could answer. Now, Rufus handles the rush with ease, making sure no one is left on hold or frustrated by busy signals.

What’s even more impressive is the feedback we’ve gotten from our clients. Some of them were skeptical at first, but once they got used to Rufus, they started raving about how easy it is to book their appointments now. In a city where everyone’s always in a rush, being able to handle things quickly and efficiently over the phone is a huge plus.

I think for a lot of business owners like myself, the idea of handing over such a critical part of the customer experience to AI can feel like a big leap. But I’ve learned that, when done right, it doesn’t just work—it enhances the entire experience. Rufus feels like part of the team now. He’s freed up my staff to focus on the personal connections that make our salon special, while making sure our clients get the information and service they need, no matter when they call.

Looking back, I can’t imagine running the salon without Rufus. He’s given us a way to keep our atmosphere calm, professional, and focused while still making sure we’re meeting the needs of every client that reaches out. It’s been a game changer, and I’m excited to see how Vida and Rufus continue to evolve with us as we grow.