Read your call summaries and leads
What is in the text you get after each call, where to find the full record, and how to follow up in the right order.
- About 6 minutes
- No technical skills needed
- For: Owners, office managers, and anyone who returns calls
7 steps in this guide
Before you start, have these ready
- At least one answered call, including a test call
- Your dashboard sign-in
Step 1: Read the text summary
Within about 60 seconds of the caller hanging up you get a text and an email. Each one says who called, what they need, how urgent it is, and what the receptionist promised.
What you should see
A short message with the caller's name and number, the reason for calling, the urgency, and the promised next step.
Step 2: Deal with urgent calls first
A summary marked as an emergency or urgent was also sent to your on-call contact at the time of the call. Check that someone has responded before you do anything else.
Step 3: Open the call in your dashboard
Sign in and open Inbox. Pick the person to see their details and everything they have said to you: name, callback number, address, the issue, and the preferred window.
What you should see
One row per person, newest first, with the reason for calling, how the call ended, and an unread dot on anything new.
Step 4: Read the timeline when you need the detail
Each contact has one timeline with every call, chat, note, and stage change in order. Add your own note after you call back, so the next person knows what was said.
Full transcripts inside the app are on the roadmap. Until then the summary carries the details the receptionist captured.
Step 5: Work through your leads
Open Tasks to see who needs a callback, with overdue ones first. A follow-up is created for you whenever a lead, a message, or an emergency comes in. Open Pipeline to move the job along as it progresses.
Tip
The receptionist tells each caller when to expect a call back. Keeping that promise is what turns a captured lead into a job.
Step 6: Check for anything it could not answer
Look for calls where it said the team would confirm. Those are gaps in your knowledge. Add the answer to your profile or documents so it can answer next time.
Step 7: Review flagged calls
Calls ended for abuse or marked as spam are flagged in the summary. Skim them once a week to make sure no real customer was caught.
This guide was written for the beta. If a screen is named a little differently from what you see, the steps still apply in the same order.