Managing Calls

Your dashboard gives you complete visibility into every call your AI receptionist handles — both inbound and outbound. Here's how to make the most of it.

Calls Overview#

The Calls page shows all calls to and from your business. Each call displays:

• Caller Number — The phone number that called (or was called)
• Direction — Whether the call was inbound or outbound
• Status — Current call status (see full list below)
• Date & Time — When the call occurred
• Duration — How long the call lasted
• Quick Info — Icons showing if there's a transcript, appointment booked, or SMS sent

Viewing Call Details#

Click any call to see full details:

Call Information#

• Date and time of the call
• Duration
• Call direction (inbound or outbound)
• Which phone number received or placed the call
• Which location was involved

AI Summary#

Your AI receptionist generates a brief summary of each call, highlighting:

• What the caller needed
• Actions taken (appointment booked, information provided, etc.)
• Any follow-up required

Conversation Transcript#

Read the full transcript of the conversation between your AI receptionist and the caller. The transcript shows:

• What the AI said
• What the caller said
• Timestamps for each exchange

Audio Recording#

Listen to the full call recording directly from the detail page with built-in playback controls. Recordings are available for both inbound and outbound calls.

Voicemail#

If a caller left a voicemail:

• Listen to the recording
• Read the automatic transcription

Appointment Details#

If an appointment was booked:

• Customer name and contact info
• Service selected
• Date and time
• Assigned staff member

Intake Responses#

If your service has intake questions, you'll see the caller's responses here.

Call Notes#

Add notes to any call to track follow-ups or record additional context:

1. Open a call's detail page
2. Click Add Note
3. Type your note and save

Notes can be edited or deleted at any time. They're visible to all team members with access to the call.

Disposition Codes#

Classify calls with disposition codes to track outcomes and improve reporting. After reviewing a call, set a disposition:

Call Analytics#

The Analytics section provides a visual dashboard of your call performance:

• Call volume over time (daily, weekly, monthly)
• Breakdown by status (completed, missed, voicemail, etc.)
• Inbound vs. outbound call ratios
• Average call duration trends

Use analytics to identify patterns, spot missed call trends, and measure your AI receptionist's performance.

Call Export#

Export your call data in bulk for offline analysis or record-keeping:

1. Navigate to the Calls page
2. Apply any filters you'd like (date range, status, etc.)
3. Click Export
4. Download the file with your call records

Outbound Calls#

In addition to handling inbound calls, you can make outbound calls directly from the dashboard using the Dialer. Outbound calls appear in your call log alongside inbound calls, with the same detail view including transcripts, notes, and dispositions.

Filtering Calls#

Use filters to find specific calls:

• Date Range — View calls from a specific time period
• Status — Filter by any call status
• Direction — Show only inbound or outbound calls
• Search — Search by phone number

Call Actions#

From a call detail page, you can:

• Call Back — Tap to call the customer back via the Dialer
• View Contact — See the customer's full contact record
• View Appointment — Jump to the booked appointment
• Add Note — Attach a note to the call
• Set Disposition — Classify the call outcome

Understanding Call Statuses#

Tips for Using Call Data#

1. Review summaries daily — Quick way to stay on top of customer needs
2. Check missed calls — Follow up on calls that weren't answered
3. Use transcripts for training — Understand what customers are asking
4. Monitor intake responses — Ensure you're capturing the info you need
5. Set dispositions — Classify calls to track outcomes and improve reporting
6. Export regularly — Keep offline records for compliance or analysis