The short answer
Multilingual reception needs approved wording in each language and explicit confirmation of dates, names and contact details. Translation alone does not establish local policies, billing currency or staff coverage in that language.
Step 1 / 5
Choose supported conversations
Define which languages the business can actually support, which requests are in scope and when a bilingual staff member is available. A language-school course list is not evidence that reception can serve every language. Keep each greeting and handoff message reviewed by someone fluent, and avoid forcing a caller into a language they cannot understand.
Step 2 / 5
Prepare local business wording
Write approved service names and policy explanations separately rather than translating an unreviewed master script. Polish and American callers may describe dates, phone numbers and course levels differently. Keep the business’s actual prices and contract terms; translating a page does not convert the offer to dollars or invent a US location.
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AI receptionist for language schoolsStep 3 / 5
Confirm dates across formats
Read back the month in words and include the year when ambiguity matters. Ask for the relevant timezone before discussing a remote appointment. “Tuesday afternoon” may refer to different hours for the caller and the office. Record the confirmed absolute time and explain whether it is a request or an accepted appointment. Test daylight-saving boundaries and late-night date changes.
Step 4 / 5
Handle names and corrections
Ask for a spelling clarification when needed rather than guessing from accent. Confirm the international callback number in manageable groups and allow a correction. Never judge eligibility from voice or inferred nationality. If comprehension remains uncertain, offer a human callback in an approved language and keep the uncertainty visible in the request.
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Test switching without losing context
Start a fictional call in Polish, switch to English and change a date or number. The final summary must retain the corrected details and the same operational status. Test the human fallback as well as voice fluency. Prepare the company’s language settings, draft agent and bilingual knowledge first; actual supported voices and live call behavior require configuration and verification.
Your action checklist
- Supported languages approved
- Native wording reviewed
- Month and timezone confirmed
- Corrections retained
- Language-switch fallback tested
Sources and scope
Editorial guidance, not legal or medical advice. Examples are illustrative; outcomes and integrations require verification.