Casey / HVAC dispatch In testing
In testing. Run against a fictional company. Not answering public calls.
HVAC call answering built to route a gas smell differently from a tune-up.
Casey is an HVAC answering service built as software. She is designed to answer every call to your heating and cooling company, in the daytime when your crews are out on jobs and through the night, sorts the real emergencies from the ones that can wait, and puts each one where it belongs: handed to your on-call line, booked for the next priority slot, or booked into the schedule. It is 24 hour HVAC call answering, with the sorting done before anyone books anything.
Heating and cooling calls come at the worst hours.
A no-heat call comes in at 2 am on a January night. A technician is on a job, or asleep, or off. A caller who gets voicemail may simply phone the next heating and cooling company, and the call that mattered most is the one you never saw.
The other half of the leak is quieter. Routine calls like tune-ups and quotes sit in voicemail until someone has time. By then the customer has booked someone else.
Our free Revenue Leak Report looks at what happens to these calls in your business.
Set up by hand, because the emergency rules matter.
Setting up a heating and cooling line is not like setting up a hair salon. There is a safety protocol to capture correctly before Casey answers a live call.
Map the dispatch calendar
Each technician’s real availability, not one shared calendar standing in for all of them.
Set your codes
What counts as an emergency at your company, who is on the on-call line, and what happens if they don’t pick up.
Run a shadow week
Real call patterns tested against the board before a single call reaches a customer.
Cut the line over
Only once the codes hold up under testing does your number route through Casey.
Three codes, and the first one is not a judgment call.
Tap a call to run it.
“Our furnace stopped overnight, it’s freezing in here.”
Priority slot
Goes ahead of routine work into the next priority slot. Still a normal booking, just an earlier one.
Not booked
Never enters the booking flow. The caller gets safety instructions and is connected to your on-call line. No booking, no hold. If the on-call line does not answer, the owner is notified. Proven before launch
Next open slot
Goes into the next open slot on the board.
As built and being tested.
- Sorts firstAnswers the call and sorts it before anything else happens.
- Books the real calendarChecks your actual technician calendars and confirms the booking on the call.
- Priority before routineRuns priority work ahead of routine work without you reshuffling the day.
- Leaves a way backTexts back a caller she could not take, so they have a way back to you.
What she will not do.
The limits are part of the design. They are written down, and tested before a company’s calls reach her.
- Book a Code Red call. She never tries.
- Replace emergency services. For a gas smell or carbon monoxide alarm, Casey tells the caller to get out and contact emergency services, then routes the call to your on-call line. She does not stand in for emergency services.
- Diagnose equipment, quote a repair price, or promise an arrival time you have not set.
- Invent a technician’s availability. If she does not know, she hands off.
Two calls, the same afternoon, handled differently.
Not recorded calls. Casey has no public demo line; these show how the system is designed to respond.
Our furnace stopped overnight, it’s freezing in here.
Understood. No heat is a priority. I have 11:30 or 2:00 open today. Which works?
11:30.
You’re booked for 11:30 today. I’ll text you a confirmation.
I think I smell gas near the furnace.
Get everyone out of the house now, and contact emergency services from outside. Don’t touch a switch on the way out. I’m not booking this. I’m connecting you to our on-call line right now.
Same system. Different answer, because one of these is a safety call.
Want to hear her? Ask about a live walkthrough.
For heating and cooling companies where the phone is the dispatcher.
Built for
- Independent HVAC, furnace and home comfort companies with one to a handful of technicians.
- Owners who take emergency calls personally, at all hours.
- Companies with an on-call line and a real calendar for each technician.
Probably not a fit
- A large contractor with a staffed 24-hour dispatch centre.
- A company that wants a guaranteed number of booked jobs. We can’t promise that.
- A company that wants an AI to decide, on its own, what is safe. Emergency rules are written by you and by us, and tested first.
Plain answers.
What is an after hours answering service, and is Casey one?
Can I use AI to answer calls for my HVAC company?
What is considered a furnace emergency, and how does Casey treat one?
Can AI do dispatching?
Does Casey provide 24 hour HVAC service?
How much does dispatch software cost, and what does Casey cost?
Can Casey give a price or diagnose the problem?
Can I hear her?
Ask about a live walkthrough.
Live walkthrough on requestWe set Casey up on a number and run a three-way call with you, so you can hear how she sorts and books. It’s something you request, not a number to dial.
Prefer to talk first? Book a 15-minute call.
Start with the leak.
Tell us about your heating and cooling business. We’ll write a free Revenue Leak Report on where after-hours and busy-season calls may be slipping away. You keep it either way.