Propane runout answering
Answer every propane runout call, even at 2 AM
A runout call is the most time-sensitive and highest-liability call a dealer gets. PropaneLink answers it in seconds, gives the caller your exact safety instructions, and gets your on-call driver the details they need.
Why runout calls are different
When a tank runs dry, the appliance pilots go out and air can enter the lines. The system should be checked for leaks before gas is reintroduced and pilots are relit: most dealers require it, and industry safety codes call for it. A caller who hears only voicemail may try to relight on their own, or call another company. Either outcome is bad for you.
What the AI does on a runout call
- Classifies the call: runout or no heat, gas smell, delivery order, or general question.
- Reads your script word for word, for example: turn off the tank service valve, don't try to relight appliances, and wait for a technician. It never improvises safety advice.
- Gas smell? It follows your emergency wording (leave the building and call 911 or your emergency line from outside) and escalates immediately.
- Collects what the driver needs: name, service address, tank size and owner, account status, and a callback number.
- Alerts on-call by text and email within a minute, or warm-transfers if you prefer, and texts the customer a confirmation.
- Logs everything with a recording and transcript, so you have a record if a call is ever questioned.
Your rules, not ours
You decide who qualifies for an after-hours delivery (for example, current auto-fill customers only), what the emergency fee is, and what to say to non-customers. The agent follows those rules every time, including on the busiest night of the year.
Reducing runouts in the first place
The best runout call is the one that never happens. Our Full Office plan sends will-call customers "time to check your tank" texts before cold snaps and invites them to switch to auto-fill. Read the will-call vs. automatic delivery guide.
Related
Questions dealers ask
Does the AI give leak-check or relight instructions?
No. It only reads the safety wording you approve, which usually tells the customer not to relight and to wait for a qualified technician.
What if the on-call driver doesn't answer?
You choose a backup chain: a second person, then the owner. Each alert is logged with timestamps.
Get a free after-hours call audit
We call your line after hours, send you a one-page report on what your customers hear, and build a demo agent with your company name. No obligation.
Rather talk now? Call the live demo: (702) 710-6804