[{"data":1,"prerenderedAt":131},["ShallowReactive",2],{"content-post-help-using-tocaller-manage-contacts":3,"content-categories-help":36,"content-posts-help-using-tocaller":53},{"section":4,"category":5,"slug":6,"title":7,"excerpt":8,"date":9,"modified":9,"readMinutes":10,"author":11,"image":12,"art":13,"html":16,"toc":17},"help","using-tocaller","manage-contacts","Manage contacts","Create, find, edit and delete contacts, and call or text them from their card.","2026-11-07T18:31:19Z",2,"Amanda Brown",null,{"color":14,"scene":15},"#61E584","phone","\u003Cp>Contacts are the people and companies you call and text. When a saved contact calls, your team sees their name instead of a bare number. Contacts are shared by everyone in the workspace.\u003C\u002Fp>\n\u003Ch2 id=\"who-can-do-what\">Who can do what\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>The \u003Cstrong>Owner\u003C\u002Fstrong> and \u003Cstrong>Admins\u003C\u002Fstrong> can create, edit and delete contacts.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Agents\u003C\u002Fstrong> and \u003Cstrong>Supervisors\u003C\u002Fstrong> can see and search contacts, call and text them, and add notes.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2 id=\"find-a-contact\">Find a contact\u003C\u002Fh2>\n\u003Cp>In the sidebar, click \u003Cstrong>Contacts\u003C\u002Fstrong>. The list shows each contact’s \u003Cstrong>Name\u003C\u002Fstrong>, \u003Cstrong>Primary Number\u003C\u002Fstrong>, \u003Cstrong>Email\u003C\u002Fstrong>, \u003Cstrong>Company\u003C\u002Fstrong> and \u003Cstrong>Job Title\u003C\u002Fstrong>.\u003C\u002Fp>\n\u003Cul>\n\u003Cli>To find a contact, click \u003Cstrong>Table settings\u003C\u002Fstrong> and type in \u003Cstrong>Search\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Open \u003Cstrong>Table settings\u003C\u002Fstrong> to \u003Cstrong>Filter\u003C\u002Fstrong>, \u003Cstrong>Sort\u003C\u002Fstrong>, choose \u003Cstrong>Columns\u003C\u002Fstrong> or \u003Cstrong>Reload\u003C\u002Fstrong> the list.\u003C\u002Fli>\n\u003Cli>Choose how many contacts to show per page, from 10 to 100.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-27.png\" style=\"max-width:1440px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-27.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-27.png 2880w\" sizes=\"auto, 1440px\" alt=\"Contacts list with name, primary number, email, company and job title\" width=\"1440\" height=\"900\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Your contacts.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2 id=\"create-a-contact\">Create a contact\u003C\u002Fh2>\n\u003Col>\n\u003Cli>On the \u003Cstrong>Contacts\u003C\u002Fstrong> page, click \u003Cstrong>Create Contact\u003C\u002Fstrong>. The \u003Cstrong>New contact\u003C\u002Fstrong> pop-up opens over the list.\u003C\u002Fli>\n\u003Cli>Under \u003Cstrong>Contact\u003C\u002Fstrong>, enter the \u003Cstrong>Phone number\u003C\u002Fstrong> with its country code, the \u003Cstrong>First name\u003C\u002Fstrong> and, optionally, the \u003Cstrong>Last name\u003C\u002Fstrong> and \u003Cstrong>Email\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Optional: under \u003Cstrong>Work\u003C\u002Fstrong>, enter the \u003Cstrong>Company\u003C\u002Fstrong> and \u003Cstrong>Job title\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Optional: add a picture. Click \u003Cstrong>Upload picture\u003C\u002Fstrong> to use a photo, or \u003Cstrong>Choose avatar\u003C\u002Fstrong> to pick a ready-made one. A ready-made avatar comes with a name, which fills in the name fields if they’re empty.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Create contact\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-28.png\" style=\"max-width:770px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-28.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-28.png 1540w\" sizes=\"auto, 770px\" alt=\"New contact pop-up with contact and work details\" width=\"770\" height=\"946\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Create a contact.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>Each phone number can belong to one contact only. If the number is already saved, you’ll see \u003Cstrong>This number already belongs to …\u003C\u002Fstrong>. Click \u003Cstrong>Open contact\u003C\u002Fstrong> to go to that contact instead.\u003C\u002Fp>\n\u003Ch2 id=\"open-a-contact\">Open a contact\u003C\u002Fh2>\n\u003Cp>Click a contact in the list. Their card opens in a pop-up with their picture, name and number. Click the number to copy it.\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Call\u003C\u002Fstrong>: opens the Calls page with the number ready in the phone.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Message\u003C\u002Fstrong>: opens the conversation with this contact on the Calls page, ready for you to type a text.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>The \u003Cstrong>Details\u003C\u002Fstrong> tab shows the email, company, job title and who created the contact. The \u003Cstrong>Notes\u003C\u002Fstrong> tab shows your team’s notes. To add one, click \u003Cstrong>Add Note\u003C\u002Fstrong>, type a \u003Cstrong>Note Title\u003C\u002Fstrong> and the note, and click \u003Cstrong>Save note\u003C\u002Fstrong>. A contact can have up to 25 notes.\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-29.png\" style=\"max-width:770px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-29.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-29.png 1540w\" sizes=\"auto, 770px\" alt=\"Contact card with Call and Message buttons and the Details tab\" width=\"770\" height=\"545\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Call or text a contact from their card.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2 id=\"edit-or-delete-a-contact\">Edit or delete a contact\u003C\u002Fh2>\n\u003Col>\n\u003Cli>Open the contact and click the edit button (\u003Cstrong>Edit contact\u003C\u002Fstrong>). The \u003Cstrong>Edit contact\u003C\u002Fstrong> pop-up opens.\u003C\u002Fli>\n\u003Cli>Change the details and click \u003Cstrong>Save changes\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>To delete the contact, click \u003Cstrong>Delete contact\u003C\u002Fstrong> in the same pop-up and confirm with \u003Cstrong>Delete\u003C\u002Fstrong>. The contact and its notes are deleted, and this can’t be undone.\u003C\u002Fp>\n\u003Cp>You can also select contacts in the list and use \u003Cstrong>Edit\u003C\u002Fstrong> or \u003Cstrong>Delete\u003C\u002Fstrong> in the bulk actions. \u003Cstrong>Delete\u003C\u002Fstrong> removes all the selected contacts at once.\u003C\u002Fp>\n\u003Cp>If you close the pop-up with unsaved changes, ToCaller asks \u003Cstrong>Leave without saving?\u003C\u002Fstrong> Click \u003Cstrong>Stay\u003C\u002Fstrong> to keep editing, or \u003Cstrong>Leave\u003C\u002Fstrong> to discard them.\u003C\u002Fp>\n\u003Ch2 id=\"contacts-on-the-calls-page\">Contacts on the Calls page\u003C\u002Fh2>\n\u003Cp>In a conversation on the Calls page, click \u003Cstrong>Contact\u003C\u002Fstrong> to see the contact next to your calls and texts. Owners and Admins can create or edit the contact right there. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Ftexts-and-conversation-history\u002F\">Texts and conversation history\u003C\u002Fa>.\u003C\u002Fp>\n",[18,21,24,27,30,33],{"id":19,"text":20},"who-can-do-what","Who can do what",{"id":22,"text":23},"find-a-contact","Find a contact",{"id":25,"text":26},"create-a-contact","Create a contact",{"id":28,"text":29},"open-a-contact","Open a contact",{"id":31,"text":32},"edit-or-delete-a-contact","Edit or delete a contact",{"id":34,"text":35},"contacts-on-the-calls-page","Contacts on the Calls page",[37,43,49],{"section":4,"slug":38,"title":39,"description":40,"icon":41,"color":42},"getting-started","Getting Started","Take the first steps: create your account, confirm your email, sign in and get ready for your first call.","layers","#ECCC37",{"section":4,"slug":44,"title":45,"description":46,"icon":47,"color":48},"account-settings","Account Settings","Billing, balance and payments, plans and licenses, security and your workspace.","user-check","#66AAFE",{"section":4,"slug":5,"title":50,"description":51,"icon":52,"color":14},"Using ToCaller","Make and answer calls, text your contacts, manage contacts and teams, buy and set up phone numbers, and build call flows.","route",[54,63,73,76,85,93,102,109,116,123],{"section":4,"category":5,"slug":55,"title":56,"excerpt":57,"date":58,"modified":58,"readMinutes":59,"author":11,"image":12,"art":60,"html":62},"make-and-answer-calls","Make and answer calls","Open the Calls page, place the phone where you like it, make and answer calls, record, transfer and change your audio devices.","2026-11-07T18:33:19Z",4,{"color":42,"scene":61},"chart","\u003Cp>You make and answer calls in ToCaller’s phone, right in your browser. The phone lives on the \u003Cstrong>Calls\u003C\u002Fstrong> page, next to your conversations, and can also float over every page.\u003C\u002Fp>\n\u003Ch2>Before you start\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>You can call from and answer only the phone numbers linked to you. If you aren’t on any number yet, ask the workspace Owner or an Admin to add you. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fassign-numbers-to-users\u002F\">Assign phone numbers to users\u003C\u002Fa>.\u003C\u002Fli>\n\u003Cli>Allow ToCaller to use your microphone when your browser asks.\u003C\u002Fli>\n\u003Cli>Calls work in up-to-date desktop and mobile browsers. If yours isn’t supported, ToCaller says so and asks you to open it in a supported browser.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2>Open the Calls page\u003C\u002Fh2>\n\u003Col>\n\u003Cli>At the top right of the screen, click the green phone numbers button (the cart icon). The small badge shows how many numbers you’re on.\u003C\u002Fli>\n\u003Cli>Under \u003Cstrong>Phone numbers\u003C\u002Fstrong>, click the number you want to work with.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>The Calls page opens for that number. You’ll see the \u003Cstrong>Phone numbers\u003C\u002Fstrong> column, your chats, the conversation you’ve selected and the phone. The avatars at the top show who else is on this number. Click another number in the \u003Cstrong>Phone numbers\u003C\u002Fstrong> column to switch. Click \u003Cstrong>Close\u003C\u002Fstrong> to leave the Calls page.\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-20.png\" style=\"max-width:1440px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-20.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-20.png 2880w\" sizes=\"auto, 1440px\" alt=\"Calls page with the phone numbers column, chats, a conversation and the docked phone\" width=\"1440\" height=\"900\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">The Calls page: your numbers, chats, the conversation and the phone.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Choose where the phone sits\u003C\u002Fh2>\n\u003Cp>At the top of the Calls page, choose the phone’s position:\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Left\u003C\u002Fstrong>: before your chats.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Middle\u003C\u002Fstrong>: between your chats and the conversation.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Right\u003C\u002Fstrong>: after the conversation.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Floating\u003C\u002Fstrong>: a window you can drag anywhere. It stays on screen on every page of ToCaller.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>Click \u003Cstrong>Hide phone\u003C\u002Fstrong> to make room, and \u003Cstrong>Show phone\u003C\u002Fstrong> to bring it back. You can also switch between docked and floating from the phone itself with \u003Cstrong>Float: drag anywhere, on every page\u003C\u002Fstrong> and \u003Cstrong>Dock to the Calls page\u003C\u002Fstrong>.\u003C\u002Fp>\n\u003Cp>On a phone or tablet, the Calls page shows one part at a time. Use the menu at the top to switch between your chats, the conversation and the phone. The phone can sit in the page (\u003Cstrong>Middle\u003C\u002Fstrong>) or float.\u003C\u002Fp>\n\u003Ch2>Make a call\u003C\u002Fh2>\n\u003Col>\n\u003Cli>On the phone, open the \u003Cstrong>Keypad\u003C\u002Fstrong> tab and type the number with its country code. You can also paste it.\u003C\u002Fli>\n\u003Cli>Click the green call button (\u003Cstrong>Start call\u003C\u002Fstrong>).\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-21.png\" style=\"max-width:312px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-21.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-21.png 624w\" sizes=\"auto, 312px\" alt=\"Phone keypad with a number typed and the call button\" width=\"312\" height=\"628\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Type a number and click the call button.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>To call someone you’ve called before, open \u003Cstrong>Recents\u003C\u002Fstrong> and click the call. To call a saved contact, open \u003Cstrong>Contacts\u003C\u002Fstrong>, search, and click the contact. You can also click \u003Cstrong>Call\u003C\u002Fstrong> on a contact’s card. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fmanage-contacts\u002F\">Manage contacts\u003C\u002Fa>.\u003C\u002Fp>\n\u003Cp>While the call connects, the phone shows \u003Cstrong>Calling\u003C\u002Fstrong>, then \u003Cstrong>Ringing\u003C\u002Fstrong>. To stop, click \u003Cstrong>End\u003C\u002Fstrong>. If the phone shows \u003Cstrong>Connecting…\u003C\u002Fstrong>, wait a moment: it’s getting ready to make calls.\u003C\u002Fp>\n\u003Ch2>Answer a call\u003C\u002Fh2>\n\u003Cp>When someone calls a number you’re on, the phone opens with \u003Cstrong>Incoming call…\u003C\u002Fstrong>, wherever you are in ToCaller. Click \u003Cstrong>Accept\u003C\u002Fstrong> to answer or \u003Cstrong>Decline\u003C\u002Fstrong> to reject it. To silence the ringing without answering, click \u003Cstrong>Mute ringtone\u003C\u002Fstrong>.\u003C\u002Fp>\n\u003Cp>Calls that come in through a call flow ring only people whose status is Available. When you step away, choose \u003Cstrong>Set as Away\u003C\u002Fstrong> in the menu at the bottom of the sidebar. See \u003Ca href=\"\u002Fhelp-center\u002Faccount-settings\u002Fprofile-password-and-email\u002F\">Your profile, password and email\u003C\u002Fa>.\u003C\u002Fp>\n\u003Ch2>During a call\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>\u003Cstrong>Mute\u003C\u002Fstrong> \u002F \u003Cstrong>Unmute\u003C\u002Fstrong>: turn your microphone off and on.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Hold\u003C\u002Fstrong> \u002F \u003Cstrong>Resume\u003C\u002Fstrong>: put the caller on hold. The phone shows \u003Cstrong>On hold\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Keypad\u003C\u002Fstrong>: press keys, for example to choose an option in another company’s phone menu. Click \u003Cstrong>Hide\u003C\u002Fstrong> to close it.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>More\u003C\u002Fstrong>: record or transfer the call.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>End\u003C\u002Fstrong>: hang up.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>If your connection is weak, the phone shows \u003Cstrong>Unstable\u003C\u002Fstrong>.\u003C\u002Fp>\n\u003Ch2>Record a call\u003C\u002Fh2>\n\u003Col>\n\u003Cli>During the call, click \u003Cstrong>More\u003C\u002Fstrong>, then \u003Cstrong>Record\u003C\u002Fstrong>. The button shows \u003Cstrong>Starting…\u003C\u002Fstrong> and then \u003Cstrong>Stop\u003C\u002Fstrong>, and the phone shows \u003Cstrong>REC\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>To stop recording, click \u003Cstrong>Stop\u003C\u002Fstrong>. The recording shows \u003Cstrong>Saving…\u003C\u002Fstrong> and then appears in the conversation.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>Calls are never recorded automatically. If the button is disabled with \u003Cstrong>Recording is turned off for this number\u003C\u002Fstrong>, an Admin needs to turn on \u003Cstrong>Record calls\u003C\u002Fstrong> in the number’s settings. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fphone-number-settings\u002F\">Phone number settings\u003C\u002Fa>. Follow the recording laws in your area.\u003C\u002Fp>\n\u003Ch2>Transfer a call\u003C\u002Fh2>\n\u003Col>\n\u003Cli>During the call, click \u003Cstrong>More\u003C\u002Fstrong>, then \u003Cstrong>Transfer\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>In \u003Cstrong>Transfer to\u003C\u002Fstrong>, enter a phone number or an extension.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Transfer\u003C\u002Fstrong>, or \u003Cstrong>Cancel\u003C\u002Fstrong> to go back to the call.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>You can’t transfer a call while it’s on hold.\u003C\u002Fp>\n\u003Ch2>Minimize the phone to a bar\u003C\u002Fh2>\n\u003Cp>Click \u003Cstrong>Minimize to a bar\u003C\u002Fstrong> at the top of the phone to shrink it to a small bar. You can drag the bar anywhere. During a call, the bar still lets you mute, hold, record and end the call. Click \u003Cstrong>Expand\u003C\u002Fstrong> to open the full phone again.\u003C\u002Fp>\n\u003Ch2>Choose your microphone, speaker and number\u003C\u002Fh2>\n\u003Cp>Click \u003Cstrong>Audio settings\u003C\u002Fstrong> at the top of the phone. Under \u003Cstrong>Settings\u003C\u002Fstrong>:\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Calling from\u003C\u002Fstrong>: the number your outgoing calls show.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Microphone\u003C\u002Fstrong> and \u003Cstrong>Speaker\u003C\u002Fstrong>: the devices to use.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>Click \u003Cstrong>Done\u003C\u002Fstrong> when you’re finished.\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-23.png\" style=\"max-width:312px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-23.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-23.png 624w\" sizes=\"auto, 312px\" alt=\"Phone audio settings with calling from, microphone and speaker\" width=\"312\" height=\"628\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Choose the number you call from and your audio devices.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>After a call\u003C\u002Fh2>\n\u003Cp>Your Owner or Admin may give you a short break after each call, so new calls don’t ring you straight away. The top of the screen then shows \u003Cstrong>After-call work\u003C\u002Fstrong> with the time left. If a \u003Cstrong>Ready\u003C\u002Fstrong> button is shown, click it to take calls again sooner.\u003C\u002Fp>\n\u003Cp>Every call appears in the conversation with that contact. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Ftexts-and-conversation-history\u002F\">Texts and conversation history\u003C\u002Fa>.\u003C\u002Fp>\n",{"section":4,"category":5,"slug":64,"title":65,"excerpt":66,"date":67,"modified":67,"readMinutes":68,"author":11,"image":12,"art":69,"html":72},"texts-and-conversation-history","Texts and conversation history","Find a conversation, send texts, listen to recordings, get transcripts and keep notes on a contact.","2026-11-07T18:32:19Z",3,{"color":70,"scene":71},"#AB7AF2","team","\u003Cp>On the \u003Cstrong>Calls\u003C\u002Fstrong> page, every contact your number talks to has one conversation. It shows all your calls and texts with them in order, with recordings, voicemails and transcripts. To open the Calls page, see \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fmake-and-answer-calls\u002F\">Make and answer calls\u003C\u002Fa>.\u003C\u002Fp>\n\u003Ch2>Find a conversation\u003C\u002Fh2>\n\u003Cp>Your chats are listed next to the \u003Cstrong>Phone numbers\u003C\u002Fstrong> column, with the newest at the top. Each one shows the contact’s name or number, the latest call status, such as \u003Cstrong>Answered\u003C\u002Fstrong> or \u003Cstrong>Unanswered\u003C\u002Fstrong>, and how many new items you haven’t seen.\u003C\u002Fp>\n\u003Cul>\n\u003Cli>Use the tabs to show \u003Cstrong>All\u003C\u002Fstrong>, only \u003Cstrong>Texts\u003C\u002Fstrong> or only \u003Cstrong>Calls\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Type in \u003Cstrong>Search by name or number…\u003C\u002Fstrong> to find a contact.\u003C\u002Fli>\n\u003Cli>A call that’s happening now shows \u003Cstrong>Call in progress…\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>Open the \u003Cstrong>Call settings\u003C\u002Fstrong> menu above the list for more:\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Sort\u003C\u002Fstrong>: \u003Cstrong>Most recent at the top\u003C\u002Fstrong> or \u003Cstrong>Most oldest at the top\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Filter\u003C\u002Fstrong>: show conversations from a \u003Cstrong>Date\u003C\u002Fstrong> range or for certain \u003Cstrong>Numbers\u003C\u002Fstrong>. Click \u003Cstrong>Reset\u003C\u002Fstrong> to clear it.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Reload\u003C\u002Fstrong>: refresh the list.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-24.png\" style=\"max-width:320px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-24.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-24.png 640w\" sizes=\"auto, 320px\" alt=\"Chats list with tabs, search and the Call settings menu\" width=\"320\" height=\"650\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Find a conversation with the tabs, search, sort and filter.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Read the conversation\u003C\u002Fh2>\n\u003Cp>Click a chat to open it. Calls and texts appear in the order they happened, grouped by day.\u003C\u002Fp>\n\u003Cul>\n\u003Cli>Each call shows whether it was answered, its direction (\u003Cstrong>Inbound\u003C\u002Fstrong> or \u003Cstrong>Outbound\u003C\u002Fstrong>), the time and how long it lasted.\u003C\u002Fli>\n\u003Cli>A label shows who was on the call: \u003Cstrong>You\u003C\u002Fstrong>, the \u003Cstrong>Contact\u003C\u002Fstrong>, or a teammate with their role.\u003C\u002Fli>\n\u003Cli>Voicemails the caller left play right in the conversation.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>Click \u003Cstrong>Contact\u003C\u002Fstrong> at the top of the conversation to open the contact’s card, with their details and notes, over the conversation.\u003C\u002Fp>\n\u003Ch2>Send a text\u003C\u002Fh2>\n\u003Col>\n\u003Cli>Open the conversation with the contact.\u003C\u002Fli>\n\u003Cli>Type in \u003Cstrong>Write a text message\u003C\u002Fstrong> at the bottom. A text can be up to 1,600 characters.\u003C\u002Fli>\n\u003Cli>Press Enter to send. To start a new line instead, press Shift+Enter.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>The text is sent from the number of the Calls page you’re on, and its delivery status shows under it. To text someone you haven’t talked to yet, open their contact and click \u003Cstrong>Message\u003C\u002Fstrong>. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fmanage-contacts\u002F\">Manage contacts\u003C\u002Fa>.\u003C\u002Fp>\n\u003Cp>If a contact replies STOP, you’ll see \u003Cstrong>This contact replied STOP. They get no texts until they reply START.\u003C\u002Fstrong>, and texting is turned off for them.\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-25.png\" style=\"max-width:740px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-25.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-25.png 1480w\" sizes=\"auto, 740px\" alt=\"Conversation with a recorded call, a text and the text message bar\" width=\"740\" height=\"836\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Calls and texts with a contact in one conversation.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Listen to recordings and get a transcript\u003C\u002Fh2>\n\u003Cp>Recorded calls show a recording in the conversation.\u003C\u002Fp>\n\u003Col>\n\u003Cli>Click \u003Cstrong>Play recording\u003C\u002Fstrong> to listen. You can also download it.\u003C\u002Fli>\n\u003Cli>To get a written transcript, click \u003Cstrong>Transcribe\u003C\u002Fstrong>. The status shows \u003Cstrong>Queued\u003C\u002Fstrong>, then \u003Cstrong>Transcribing\u003C\u002Fstrong>, then \u003Cstrong>Ready\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Show\u003C\u002Fstrong> to read the transcript and \u003Cstrong>Hide\u003C\u002Fstrong> to fold it away. Click \u003Cstrong>Download\u003C\u002Fstrong> to save it.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>Calls are only transcribed when someone clicks \u003Cstrong>Transcribe\u003C\u002Fstrong>. If you see \u003Cstrong>Transcription is turned off for this number.\u003C\u002Fstrong>, an Admin needs to turn on \u003Cstrong>Transcribe calls\u003C\u002Fstrong> in the number’s settings. If a transcript shows \u003Cstrong>Failed\u003C\u002Fstrong>, click \u003Cstrong>Retry\u003C\u002Fstrong>. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fphone-number-settings\u002F\">Phone number settings\u003C\u002Fa>.\u003C\u002Fp>\n\u003Ch2>Keep notes on a contact\u003C\u002Fh2>\n\u003Cp>Notes help your team remember what was said. Everyone in the workspace can add them.\u003C\u002Fp>\n\u003Col>\n\u003Cli>In the conversation, click \u003Cstrong>Contact\u003C\u002Fstrong>, then open the \u003Cstrong>Notes\u003C\u002Fstrong> tab.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Add Note\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Type a \u003Cstrong>Note Title\u003C\u002Fstrong> and the note itself. Use the emoji button to add an emoji.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Save note\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-26.png\" style=\"max-width:452px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-26.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-26.png 904w\" sizes=\"auto, 452px\" alt=\"Contact panel with the Notes tab and a note with its author\" width=\"452\" height=\"786\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Keep notes on a contact.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>Each note shows who wrote it, with their photo, name and role. A contact can have up to 25 notes. A note can be changed or deleted by its author, or by an Admin or the Owner.\u003C\u002Fp>\n\u003Cp>If the number has no saved contact yet, Owners and Admins can create one from this panel. Agents and Supervisors see \u003Cstrong>No contact saved for this number. Ask an Owner or Admin to add one.\u003C\u002Fstrong>\u003C\u002Fp>\n",{"section":4,"category":5,"slug":6,"title":7,"excerpt":8,"date":9,"modified":9,"readMinutes":10,"author":11,"image":12,"art":74,"html":75},{"color":14,"scene":15},"\u003Cp>Contacts are the people and companies you call and text. When a saved contact calls, your team sees their name instead of a bare number. Contacts are shared by everyone in the workspace.\u003C\u002Fp>\n\u003Ch2>Who can do what\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>The \u003Cstrong>Owner\u003C\u002Fstrong> and \u003Cstrong>Admins\u003C\u002Fstrong> can create, edit and delete contacts.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Agents\u003C\u002Fstrong> and \u003Cstrong>Supervisors\u003C\u002Fstrong> can see and search contacts, call and text them, and add notes.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2>Find a contact\u003C\u002Fh2>\n\u003Cp>In the sidebar, click \u003Cstrong>Contacts\u003C\u002Fstrong>. The list shows each contact’s \u003Cstrong>Name\u003C\u002Fstrong>, \u003Cstrong>Primary Number\u003C\u002Fstrong>, \u003Cstrong>Email\u003C\u002Fstrong>, \u003Cstrong>Company\u003C\u002Fstrong> and \u003Cstrong>Job Title\u003C\u002Fstrong>.\u003C\u002Fp>\n\u003Cul>\n\u003Cli>To find a contact, click \u003Cstrong>Table settings\u003C\u002Fstrong> and type in \u003Cstrong>Search\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Open \u003Cstrong>Table settings\u003C\u002Fstrong> to \u003Cstrong>Filter\u003C\u002Fstrong>, \u003Cstrong>Sort\u003C\u002Fstrong>, choose \u003Cstrong>Columns\u003C\u002Fstrong> or \u003Cstrong>Reload\u003C\u002Fstrong> the list.\u003C\u002Fli>\n\u003Cli>Choose how many contacts to show per page, from 10 to 100.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-27.png\" style=\"max-width:1440px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-27.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-27.png 2880w\" sizes=\"auto, 1440px\" alt=\"Contacts list with name, primary number, email, company and job title\" width=\"1440\" height=\"900\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Your contacts.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Create a contact\u003C\u002Fh2>\n\u003Col>\n\u003Cli>On the \u003Cstrong>Contacts\u003C\u002Fstrong> page, click \u003Cstrong>Create Contact\u003C\u002Fstrong>. The \u003Cstrong>New contact\u003C\u002Fstrong> pop-up opens over the list.\u003C\u002Fli>\n\u003Cli>Under \u003Cstrong>Contact\u003C\u002Fstrong>, enter the \u003Cstrong>Phone number\u003C\u002Fstrong> with its country code, the \u003Cstrong>First name\u003C\u002Fstrong> and, optionally, the \u003Cstrong>Last name\u003C\u002Fstrong> and \u003Cstrong>Email\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Optional: under \u003Cstrong>Work\u003C\u002Fstrong>, enter the \u003Cstrong>Company\u003C\u002Fstrong> and \u003Cstrong>Job title\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Optional: add a picture. Click \u003Cstrong>Upload picture\u003C\u002Fstrong> to use a photo, or \u003Cstrong>Choose avatar\u003C\u002Fstrong> to pick a ready-made one. A ready-made avatar comes with a name, which fills in the name fields if they’re empty.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Create contact\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-28.png\" style=\"max-width:770px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-28.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-28.png 1540w\" sizes=\"auto, 770px\" alt=\"New contact pop-up with contact and work details\" width=\"770\" height=\"946\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Create a contact.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>Each phone number can belong to one contact only. If the number is already saved, you’ll see \u003Cstrong>This number already belongs to …\u003C\u002Fstrong>. Click \u003Cstrong>Open contact\u003C\u002Fstrong> to go to that contact instead.\u003C\u002Fp>\n\u003Ch2>Open a contact\u003C\u002Fh2>\n\u003Cp>Click a contact in the list. Their card opens in a pop-up with their picture, name and number. Click the number to copy it.\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Call\u003C\u002Fstrong>: opens the Calls page with the number ready in the phone.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Message\u003C\u002Fstrong>: opens the conversation with this contact on the Calls page, ready for you to type a text.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>The \u003Cstrong>Details\u003C\u002Fstrong> tab shows the email, company, job title and who created the contact. The \u003Cstrong>Notes\u003C\u002Fstrong> tab shows your team’s notes. To add one, click \u003Cstrong>Add Note\u003C\u002Fstrong>, type a \u003Cstrong>Note Title\u003C\u002Fstrong> and the note, and click \u003Cstrong>Save note\u003C\u002Fstrong>. A contact can have up to 25 notes.\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-29.png\" style=\"max-width:770px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-29.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-29.png 1540w\" sizes=\"auto, 770px\" alt=\"Contact card with Call and Message buttons and the Details tab\" width=\"770\" height=\"545\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Call or text a contact from their card.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Edit or delete a contact\u003C\u002Fh2>\n\u003Col>\n\u003Cli>Open the contact and click the edit button (\u003Cstrong>Edit contact\u003C\u002Fstrong>). The \u003Cstrong>Edit contact\u003C\u002Fstrong> pop-up opens.\u003C\u002Fli>\n\u003Cli>Change the details and click \u003Cstrong>Save changes\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>To delete the contact, click \u003Cstrong>Delete contact\u003C\u002Fstrong> in the same pop-up and confirm with \u003Cstrong>Delete\u003C\u002Fstrong>. The contact and its notes are deleted, and this can’t be undone.\u003C\u002Fp>\n\u003Cp>You can also select contacts in the list and use \u003Cstrong>Edit\u003C\u002Fstrong> or \u003Cstrong>Delete\u003C\u002Fstrong> in the bulk actions. \u003Cstrong>Delete\u003C\u002Fstrong> removes all the selected contacts at once.\u003C\u002Fp>\n\u003Cp>If you close the pop-up with unsaved changes, ToCaller asks \u003Cstrong>Leave without saving?\u003C\u002Fstrong> Click \u003Cstrong>Stay\u003C\u002Fstrong> to keep editing, or \u003Cstrong>Leave\u003C\u002Fstrong> to discard them.\u003C\u002Fp>\n\u003Ch2>Contacts on the Calls page\u003C\u002Fh2>\n\u003Cp>In a conversation on the Calls page, click \u003Cstrong>Contact\u003C\u002Fstrong> to see the contact next to your calls and texts. Owners and Admins can create or edit the contact right there. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Ftexts-and-conversation-history\u002F\">Texts and conversation history\u003C\u002Fa>.\u003C\u002Fp>\n",{"section":4,"category":5,"slug":77,"title":78,"excerpt":79,"date":80,"modified":80,"readMinutes":10,"author":11,"image":12,"art":81,"html":84},"create-and-manage-teams","Create and manage teams","Group people into teams such as Sales or Support, add and remove members, rename and delete teams.","2026-11-07T18:30:19Z",{"color":82,"scene":83},"#E25EDE","flow","\u003Cp>Teams group the people in your workspace, for example \u003Cem>Sales\u003C\u002Fem> or \u003Cem>Support\u003C\u002Fem>, so it’s easy to see who works where. A person can be in several teams.\u003C\u002Fp>\n\u003Ch2>Before you start\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>Teams are managed by the workspace \u003Cstrong>Owner\u003C\u002Fstrong> and \u003Cstrong>Admins\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Teams only group people. They never change licenses, billing, roles or what anyone can access.\u003C\u002Fli>\n\u003Cli>Teams don’t decide who rings when a number is called. That’s set in the number’s call flow, with the \u003Cstrong>Dial\u003C\u002Fstrong> step. Its \u003Cstrong>Prioritized\u003C\u002Fstrong> ring groups are set up there, separately from teams. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fbuild-a-call-flow\u002F\">Build a call flow\u003C\u002Fa>.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2>See your teams\u003C\u002Fh2>\n\u003Cp>In the sidebar, click \u003Cstrong>Teams\u003C\u002Fstrong>. The list shows each team’s \u003Cstrong>Team Name\u003C\u002Fstrong> with its icon, the number of \u003Cstrong>Members\u003C\u002Fstrong>, a \u003Cstrong>Members Preview\u003C\u002Fstrong> with their pictures, and when it was \u003Cstrong>Created\u003C\u002Fstrong>. A team without people shows \u003Cstrong>No members yet\u003C\u002Fstrong>.\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-30.png\" style=\"max-width:1440px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-30.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-30.png 2880w\" sizes=\"auto, 1440px\" alt=\"Teams list with team names, members and the Create Team button\" width=\"1440\" height=\"900\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Your teams.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>On the \u003Cstrong>Users\u003C\u002Fstrong> page, the \u003Cstrong>Teams\u003C\u002Fstrong> column shows the teams each person belongs to.\u003C\u002Fp>\n\u003Ch2>Create a team\u003C\u002Fh2>\n\u003Col>\n\u003Cli>On the \u003Cstrong>Teams\u003C\u002Fstrong> page, click \u003Cstrong>Create Team\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>In \u003Cstrong>Create team\u003C\u002Fstrong>, type the team’s name, for example \u003Cem>Sales\u003C\u002Fem> or \u003Cem>Support\u003C\u002Fem>.\u003C\u002Fli>\n\u003Cli>Optional: click the icon (\u003Cstrong>Choose an icon\u003C\u002Fstrong>) and pick one, so the team is easy to spot.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Create\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-31.png\" style=\"max-width:448px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-31.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-31.png 896w\" sizes=\"auto, 448px\" alt=\"Create team dialog with an icon and the team name\" width=\"448\" height=\"306\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Create a team.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>Each team in a workspace needs its own name. If the name is taken, you’ll see \u003Cstrong>A team with this name already exists.\u003C\u002Fstrong>\u003C\u002Fp>\n\u003Ch2>Add and remove members\u003C\u002Fh2>\n\u003Col>\n\u003Cli>On the \u003Cstrong>Teams\u003C\u002Fstrong> page, click the team.\u003C\u002Fli>\n\u003Cli>Under \u003Cstrong>Add users\u003C\u002Fstrong>, type in \u003Cstrong>Search workspace users by name or email\u003C\u002Fstrong> and tick the people you want.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Add\u003C\u002Fstrong> (the button shows how many you’ve ticked). You’ll see \u003Cstrong>Added to the team.\u003C\u002Fstrong>\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-32.png\" style=\"max-width:570px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-32.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-32.png 1140w\" sizes=\"auto, 570px\" alt=\"Team members dialog with the search, people to add and current members\" width=\"570\" height=\"602\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Add and remove team members.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>The people in the team are listed under \u003Cstrong>Team members\u003C\u002Fstrong>, with their role. To take someone out, click \u003Cstrong>Remove\u003C\u002Fstrong> next to their name. They stay in the workspace. An empty team shows \u003Cstrong>No one is in this team yet. Add users above.\u003C\u002Fstrong>\u003C\u002Fp>\n\u003Cp>To add people to a team straight from the list, select the team and use \u003Cstrong>Add users\u003C\u002Fstrong> in the bulk actions.\u003C\u002Fp>\n\u003Ch2>Rename a team or change its icon\u003C\u002Fh2>\n\u003Col>\n\u003Cli>On the \u003Cstrong>Teams\u003C\u002Fstrong> page, select the team and click \u003Cstrong>Edit\u003C\u002Fstrong> in the bulk actions.\u003C\u002Fli>\n\u003Cli>In \u003Cstrong>Edit team\u003C\u002Fstrong>, change the name or the icon.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Save\u003C\u002Fstrong>. You’ll see \u003Cstrong>Team renamed.\u003C\u002Fstrong>\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Ch2>Delete a team\u003C\u002Fh2>\n\u003Cp>Select one or more teams and click \u003Cstrong>Delete\u003C\u002Fstrong> in the bulk actions, then confirm. Only the teams are deleted. Their members stay in the workspace with their access and data.\u003C\u002Fp>\n",{"section":4,"category":5,"slug":86,"title":87,"excerpt":88,"date":89,"modified":89,"readMinutes":68,"author":11,"image":12,"art":90,"html":92},"phone-number-settings","Phone number settings","Name a number, choose its icon and users, turn on recording and transcription, and set up spam protection.","2026-11-07T18:29:19Z",{"color":91,"scene":61},"#E4715C","\u003Cp>Each phone number has its own settings: its name and icon, who makes and takes calls on it, whether calls can be recorded and transcribed, and how spam is screened.\u003C\u002Fp>\n\u003Ch2>Before you start\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>Number settings are for the workspace \u003Cstrong>Owner\u003C\u002Fstrong> and \u003Cstrong>Admins\u003C\u002Fstrong>. Supervisors can see the \u003Cstrong>Phone Numbers\u003C\u002Fstrong> list but can’t change it.\u003C\u002Fli>\n\u003Cli>Changes apply to this number only.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2>Open a number’s settings\u003C\u002Fh2>\n\u003Col>\n\u003Cli>In the sidebar, click \u003Cstrong>Phone Numbers\u003C\u002Fstrong>. The list shows each number’s \u003Cstrong>Name\u003C\u002Fstrong>, \u003Cstrong>Number\u003C\u002Fstrong>, \u003Cstrong>Region\u003C\u002Fstrong>, \u003Cstrong>Type\u003C\u002Fstrong>, \u003Cstrong>Users\u003C\u002Fstrong>, \u003Cstrong>Call Flow\u003C\u002Fstrong> and \u003Cstrong>Status\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Click the number. Its settings open in a pop-up over the list, with the tabs \u003Cstrong>Users\u003C\u002Fstrong>, \u003Cstrong>Recording\u003C\u002Fstrong> and \u003Cstrong>Spam protection\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Ch2>Name the number and choose its icon\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>Click the name at the top and type a new one your team will recognise, for example \u003Cem>Sales line\u003C\u002Fem>.\u003C\u002Fli>\n\u003Cli>Click the icon (\u003Cstrong>Choose an icon\u003C\u002Fstrong>) and pick one that tags the kind of line it is. The icon shows next to the number across ToCaller, for example in the \u003Cstrong>Phone numbers\u003C\u002Fstrong> column on the Calls page.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2>Choose who uses the number\u003C\u002Fh2>\n\u003Cp>The \u003Cstrong>Users\u003C\u002Fstrong> tab lists the people who make and receive calls on this number.\u003C\u002Fp>\n\u003Col>\n\u003Cli>Click \u003Cstrong>Add Users\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>On \u003Cstrong>Add users\u003C\u002Fstrong>, tick the people to add. The list shows each person’s \u003Cstrong>User\u003C\u002Fstrong> name, \u003Cstrong>Role\u003C\u002Fstrong> and \u003Cstrong>Email\u003C\u002Fstrong>. To tick everyone in the list, use \u003Cstrong>Select everyone shown\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Add user\u003C\u002Fstrong> (or \u003Cstrong>Add … users\u003C\u002Fstrong>).\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-33.png\" style=\"max-width:980px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-33.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-33.png 1960w\" sizes=\"auto, 980px\" alt=\"Phone number settings pop-up on the Users tab\" width=\"980\" height=\"638\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Choose who makes and takes calls on the number.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>To take someone off the number, click the unlink button next to them (\u003Cstrong>Unlink from this number\u003C\u002Fstrong>), then click \u003Cstrong>Unlink\u003C\u002Fstrong> in the \u003Cstrong>Unlink user\u003C\u002Fstrong> dialog. They stay in the workspace. You can also link numbers from a person’s settings: see \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fassign-numbers-to-users\u002F\">Assign phone numbers to users\u003C\u002Fa>.\u003C\u002Fp>\n\u003Ch2>Recording and transcription\u003C\u002Fh2>\n\u003Cp>Open the \u003Cstrong>Recording\u003C\u002Fstrong> tab:\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Record calls\u003C\u002Fstrong>: lets people record a call on this number with the \u003Cstrong>Record\u003C\u002Fstrong> button. Calls are never recorded automatically. Follow the recording laws in your area.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Transcribe calls\u003C\u002Fstrong>: lets people turn a saved recording into an AI-generated transcript with the \u003Cstrong>Transcribe\u003C\u002Fstrong> button. It needs \u003Cstrong>Record calls\u003C\u002Fstrong> turned on. Follow your local privacy rules.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-34.png\" style=\"max-width:980px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-34.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-34.png 1960w\" sizes=\"auto, 980px\" alt=\"Recording tab with Record calls and Transcribe calls\" width=\"980\" height=\"547\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Allow recording and transcription for this number.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>Recordings and transcripts are saved on each call. Click \u003Cstrong>View calls\u003C\u002Fstrong> to open this number’s Calls page. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fmake-and-answer-calls\u002F\">Make and answer calls\u003C\u002Fa> and \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Ftexts-and-conversation-history\u002F\">Texts and conversation history\u003C\u002Fa>.\u003C\u002Fp>\n\u003Ch2>Spam protection\u003C\u002Fh2>\n\u003Cp>Open the \u003Cstrong>Spam protection\u003C\u002Fstrong> tab:\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Spam filter\u003C\u002Fstrong>: screens incoming calls and blocks known spam.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Block anonymous callers\u003C\u002Fstrong>: rejects calls that hide their caller ID.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Repeat callers\u003C\u002Fstrong>: blocks a number that calls again within the time you set, in seconds.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-35.png\" style=\"max-width:980px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-35.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-35.png 1960w\" sizes=\"auto, 980px\" alt=\"Spam protection tab with spam filter, anonymous callers and repeat callers\" width=\"980\" height=\"570\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Screen spam and unwanted callers.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Pause or delete a number\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>To pause a number, or turn it back on, use the toggle in the \u003Cstrong>Status\u003C\u002Fstrong> column of the \u003Cstrong>Phone Numbers\u003C\u002Fstrong> list. You can also select several numbers and use \u003Cstrong>Pause\u003C\u002Fstrong> or \u003Cstrong>Activate\u003C\u002Fstrong> in the bulk actions.\u003C\u002Fli>\n\u003Cli>Only the Owner can delete a number from the workspace: select it and click \u003Cstrong>Delete\u003C\u002Fstrong> in the bulk actions. Its conversations, with all their texts and call history, are deleted too.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2>What callers hear\u003C\u002Fh2>\n\u003Cp>Who rings and what callers hear is set in the number’s call flow. In the \u003Cstrong>Call Flow\u003C\u002Fstrong> column, click \u003Cstrong>Edit call flow\u003C\u002Fstrong> (or \u003Cstrong>+ Configure\u003C\u002Fstrong> if the number has no call flow yet). See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fbuild-a-call-flow\u002F\">Build a call flow\u003C\u002Fa>.\u003C\u002Fp>\n",{"section":4,"category":5,"slug":94,"title":95,"excerpt":96,"date":97,"modified":98,"readMinutes":99,"author":11,"image":12,"art":100,"html":101},"build-a-call-flow","Build a call flow","Decide what happens when someone calls your number: ring your team, let an AI agent answer, route by hours, location or your own system, and take voicemail.","2026-10-26T12:06:27Z","2026-11-07T18:42:19Z",8,{"color":82,"scene":71},"\u003Cp>A call flow decides what happens when someone calls one of your numbers: who rings, what the caller hears, and what happens when nobody answers. You build it on a canvas by connecting steps, called components.\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-14.png\" style=\"max-width:1440px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-14.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-14.png 2880w\" sizes=\"auto, 1440px\" alt=\"Call flow with business hours, dial, AI agent, playback audio and voicemail steps\" width=\"1440\" height=\"900\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">A call flow where an AI agent answers when nobody picks up.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>The example above never lets a call go unanswered. During business hours the call rings you first. If you don’t pick up, an AI agent answers and hands the caller over to the team when they need a person. If the AI is unavailable or the team doesn’t answer, the caller can leave a voicemail. Outside business hours, a short message plays and the caller goes to voicemail.\u003C\u002Fp>\n\u003Ch2>Before you start\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>Each phone number has its own call flow.\u003C\u002Fli>\n\u003Cli>Call flows are set up by the workspace \u003Cstrong>Owner\u003C\u002Fstrong> and \u003Cstrong>Admins\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>To ring people in your workspace, link them to the number first. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fassign-numbers-to-users\u002F\">Assign phone numbers to users\u003C\u002Fa>.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2>Open the call flow editor\u003C\u002Fh2>\n\u003Col>\n\u003Cli>In the sidebar, click \u003Cstrong>Phone Numbers\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>In the \u003Cstrong>Call Flow\u003C\u002Fstrong> column, click \u003Cstrong>Edit call flow\u003C\u002Fstrong> next to the number. A number that has no call flow yet shows \u003Cstrong>+ Configure\u003C\u002Fstrong> instead.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-15.png\" style=\"max-width:1174px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-15.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-15.png 2348w\" sizes=\"auto, 1174px\" alt=\"Call Flow column with the Edit call flow link in the Phone Numbers list\" width=\"1174\" height=\"179\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Open a number's call flow from the Call Flow column.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>The \u003Cstrong>Call Flow Editor\u003C\u002Fstrong> opens with \u003Cstrong>Incoming Call\u003C\u002Fstrong> on the canvas. Every call starts there, and it can’t be deleted.\u003C\u002Fp>\n\u003Ch2>Add and connect steps\u003C\u002Fh2>\n\u003Col>\n\u003Cli>In the \u003Cstrong>Components\u003C\u002Fstrong> panel, click a component, or drag it onto the canvas.\u003C\u002Fli>\n\u003Cli>Drag from the small point on the right edge of a step to the step callers should reach next.\u003C\u002Fli>\n\u003Cli>Click a step to open its settings. To rename it, click its name at the top of the panel.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>Drag steps to arrange them. Use \u003Cstrong>−\u003C\u002Fstrong> and \u003Cstrong>+\u003C\u002Fstrong> below the canvas to zoom, click the percentage to reset the zoom, and click \u003Cstrong>Full screen\u003C\u002Fstrong> for more room. To remove a step or a connection, select it and press Backspace, or click the delete icon (\u003Cstrong>Delete step\u003C\u002Fstrong>) in the step’s settings.\u003C\u002Fp>\n\u003Ch2>The components\u003C\u002Fh2>\n\u003Cp>The \u003Cstrong>Components\u003C\u002Fstrong> panel groups them like this:\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Messages\u003C\u002Fstrong>: \u003Cstrong>Playback Audio\u003C\u002Fstrong> plays a greeting or announcement to the caller.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Connect to agents\u003C\u002Fstrong>: \u003Cstrong>Dial\u003C\u002Fstrong> rings agents, or forwards to an external number. \u003Cstrong>AI Agent\u003C\u002Fstrong> talks to the caller and hands over to a person when needed.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Routing\u003C\u002Fstrong>: \u003Cstrong>Menu\u003C\u002Fstrong> lets the caller pick an option with the keypad. \u003Cstrong>Business Hours\u003C\u002Fstrong> routes calls differently when you are open or closed. \u003Cstrong>Smart Routing\u003C\u002Fstrong> asks your own system, such as a CRM or helpdesk, where the call should go. \u003Cstrong>Geo Routing\u003C\u002Fstrong> routes by where the caller is calling from.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Integrations\u003C\u002Fstrong>: \u003Cstrong>Webhook\u003C\u002Fstrong> sends the call to your system as it happens, and the call goes straight on.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Outcomes\u003C\u002Fstrong>: \u003Cstrong>Voicemail\u003C\u002Fstrong> lets the caller leave a voice message.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2>Ring your team with Dial\u003C\u002Fh2>\n\u003Cp>Under \u003Cstrong>Dialing Option\u003C\u002Fstrong>, choose \u003Cstrong>Internal Dial\u003C\u002Fstrong> to ring people in your workspace, or \u003Cstrong>External Dial\u003C\u002Fstrong> to forward the call to a \u003Cstrong>Forwarding Number\u003C\u002Fstrong> in international format, for example +1 415 555 0100.\u003C\u002Fp>\n\u003Cp>With Internal Dial, choose a \u003Cstrong>Ring Order Type\u003C\u002Fstrong>:\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Simultaneous\u003C\u002Fstrong>: every available user rings at once.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Round Robin\u003C\u002Fstrong>: one user at a time, taking turns between calls.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Longest Idle\u003C\u002Fstrong>: one user at a time, longest without a call first.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Random Batch\u003C\u002Fstrong>: a random group rings at once, then the next. Set the batch size, from 1 to 25 users.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Specific Users\u003C\u002Fstrong>: the users you choose ring at once.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Prioritized\u003C\u002Fstrong>: groups of users ring in priority order, 1 first. Click \u003Cstrong>Add a Ring Group\u003C\u002Fstrong> to add a group. Groups with the same priority ring together.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>For Simultaneous, Round Robin and Longest Idle, choose \u003Cstrong>All Users\u003C\u002Fstrong> on the number or \u003Cstrong>Custom\u003C\u002Fstrong> to pick them.\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Ring Duration\u003C\u002Fstrong>: how long each user rings, from 10 to 100 seconds.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Step Timeout\u003C\u002Fstrong>: the longest a caller waits in this step, ringing or in line, before the call moves on through \u003Cstrong>If no answer\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Only users whose status is Available are rung. Turn on \u003Cstrong>Wait for busy users\u003C\u002Fstrong> or \u003Cstrong>Wait for unavailable users\u003C\u002Fstrong> to keep the caller waiting for someone to become free before the timeout.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>While waiting in line\u003C\u002Fstrong>, the caller hears \u003Cstrong>Music on hold\u003C\u002Fstrong> or a \u003Cstrong>Ringing tone\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-16.png\" style=\"max-width:420px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-16.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-16.png 840w\" sizes=\"auto, 420px\" alt=\"Dial step settings with dialing option, ring order, ring duration and step timeout\" width=\"420\" height=\"998\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Choose who rings and for how long.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Let an AI agent answer when nobody can\u003C\u002Fh2>\n\u003Cp>Connect \u003Cstrong>If no answer\u003C\u002Fstrong> on a Dial step to an \u003Cstrong>AI Agent\u003C\u002Fstrong>, and calls you miss are answered instead of ringing out.\u003C\u002Fp>\n\u003Col>\n\u003Cli>Under \u003Cstrong>Start from a template\u003C\u002Fstrong>, choose \u003Cstrong>Missed calls\u003C\u002Fstrong>, \u003Cstrong>Common questions\u003C\u002Fstrong> or \u003Cstrong>Take a message\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Give it an \u003Cstrong>Agent name\u003C\u002Fstrong> and adjust the \u003Cstrong>Greeting\u003C\u002Fstrong>, the first thing the caller hears.\u003C\u002Fli>\n\u003Cli>In \u003Cstrong>Instructions\u003C\u002Fstrong>, say what the agent may answer, and when to hand the call to a person.\u003C\u002Fli>\n\u003Cli>In \u003Cstrong>Approved information\u003C\u002Fstrong>, add the only facts the agent may state about your business, such as hours, prices and policies. For anything else, it says it doesn’t know and offers a person.\u003C\u002Fli>\n\u003Cli>Under \u003Cstrong>Details it may collect\u003C\u002Fstrong>, choose \u003Cstrong>Name\u003C\u002Fstrong>, \u003Cstrong>Callback number\u003C\u002Fstrong>, \u003Cstrong>Email\u003C\u002Fstrong> or \u003Cstrong>Reason for calling\u003C\u002Fstrong>. They’re saved on the call.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>The AI Agent has two ways out: \u003Cstrong>Hand over to human\u003C\u002Fstrong>, for example to ring your team, and \u003Cstrong>If AI unavailable\u003C\u002Fstrong>, for example to voicemail.\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-17.png\" style=\"max-width:400px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-17.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-17.png 800w\" sizes=\"auto, 400px\" alt=\"AI Agent step settings with templates, greeting, instructions and approved information\" width=\"400\" height=\"1582\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Start from a template and adjust what the agent says.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Let callers choose with a Menu\u003C\u002Fh2>\n\u003Cp>Set the message the caller hears under \u003Cstrong>Audio for Caller\u003C\u002Fstrong>, then under \u003Cstrong>Keypad options\u003C\u002Fstrong> choose the keys the caller can press: 0 to 9, * and #. Each key gets its own branch.\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Interrupt audio on input\u003C\u002Fstrong>: the message stops as soon as the caller presses a key.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Input timeout\u003C\u002Fstrong>: how long the caller has to choose.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Max retries\u003C\u002Fstrong>: how many attempts the caller gets.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>Connect \u003Cstrong>No input\u003C\u002Fstrong> and \u003Cstrong>Wrong input\u003C\u002Fstrong> to the steps callers should reach when they don’t press a key or press one you didn’t set up.\u003C\u002Fp>\n\u003Ch2>Route calls by business hours\u003C\u002Fh2>\n\u003Col>\n\u003Cli>In \u003Cstrong>Business Hours\u003C\u002Fstrong>, choose your \u003Cstrong>Timezone\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Under \u003Cstrong>Weekly hours\u003C\u002Fstrong>, set the days and the hours you’re open. Click \u003Cstrong>Add hours\u003C\u002Fstrong> to add more. Any other time, calls take the \u003Cstrong>Closed\u003C\u002Fstrong> branch.\u003C\u002Fli>\n\u003Cli>Optional: under \u003Cstrong>Holidays and special hours\u003C\u002Fstrong>, click \u003Cstrong>Add a date\u003C\u002Fstrong>. Choose \u003Cstrong>Special hours\u003C\u002Fstrong> or \u003Cstrong>Closed all day\u003C\u002Fstrong>. A date replaces the weekly hours for that whole day.\u003C\u002Fli>\n\u003Cli>Connect \u003Cstrong>Open\u003C\u002Fstrong> and \u003Cstrong>Closed\u003C\u002Fstrong> to the steps callers should reach in each case.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-18.png\" style=\"max-width:400px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-18.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-18.png 800w\" sizes=\"auto, 400px\" alt=\"Business Hours step with timezone, weekly hours and a special date\" width=\"400\" height=\"1061\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Set when you are open.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Route calls with your own system\u003C\u002Fh2>\n\u003Cp>\u003Cstrong>Smart Routing\u003C\u002Fstrong> asks your system where each call should go:\u003C\u002Fp>\n\u003Col>\n\u003Cli>In \u003Cstrong>Your system’s URL\u003C\u002Fstrong>, enter an HTTPS address. ToCaller sends the call details there (the caller, the number dialled and the call ID).\u003C\u002Fli>\n\u003Cli>Set the \u003Cstrong>Timeout\u003C\u002Fstrong>, from 1 to 5 seconds. The caller hears ringing while ToCaller waits.\u003C\u002Fli>\n\u003Cli>In \u003Cstrong>Field to read\u003C\u002Fstrong>, enter the field of your JSON reply that names the route. It’s \u003Ccode>route\u003C\u002Fcode> by default.\u003C\u002Fli>\n\u003Cli>Under \u003Cstrong>Routes\u003C\u002Fstrong>, click \u003Cstrong>+ Add route\u003C\u002Fstrong> for each answer your system can give. Each answer gets its own branch, and it must match exactly, including upper and lower case.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>Connect \u003Cstrong>No match\u003C\u002Fstrong> for answers no route expects, and \u003Cstrong>If the request fails\u003C\u002Fstrong> for no answer in time, an error, or a reply that isn’t JSON.\u003C\u002Fp>\n\u003Ch2>Route calls by where the caller is\u003C\u002Fh2>\n\u003Cp>\u003Cstrong>Geo Routing\u003C\u002Fstrong> looks at the caller’s international dialling code. A route can match a country, for example +44 for the United Kingdom, or an area within it, for example +1415 for San Francisco. Click \u003Cstrong>+ Add route\u003C\u002Fstrong>, give the route a name and enter its codes. The first route that matches is taken. Connect \u003Cstrong>Everyone else\u003C\u002Fstrong> for any other number, or a hidden one.\u003C\u002Fp>\n\u003Ch2>Send calls to your system with a Webhook\u003C\u002Fh2>\n\u003Cp>In \u003Cstrong>Webhook\u003C\u002Fstrong>, enter \u003Cstrong>Your system’s URL\u003C\u002Fstrong> (HTTPS only). When a call reaches this step, ToCaller sends it there and the call goes straight on, so a slow or failed webhook never holds the caller. Turn on \u003Cstrong>Also notify when the call ends\u003C\u002Fstrong> to get a second request when the call is over, saying whether it was answered.\u003C\u002Fp>\n\u003Cp>Every request is signed. Under \u003Cstrong>Check it came from Tocaller\u003C\u002Fstrong> you’ll find the signing key to check the \u003Ccode>X-Tocaller-Signature\u003C\u002Fcode> header.\u003C\u002Fp>\n\u003Ch2>Take a voicemail\u003C\u002Fh2>\n\u003Cp>In \u003Cstrong>Voicemail\u003C\u002Fstrong>, set the message under \u003Cstrong>Audio for Caller\u003C\u002Fstrong>, then adjust \u003Cstrong>Beep after Audio\u003C\u002Fstrong>, \u003Cstrong>Silence Timeout\u003C\u002Fstrong>, \u003Cstrong>End Recording on Key\u003C\u002Fstrong> and \u003Cstrong>Voicemail Length\u003C\u002Fstrong>. Voicemails appear in the conversation with the caller on the Calls page.\u003C\u002Fp>\n\u003Ch2>Play a message to the caller\u003C\u002Fh2>\n\u003Cp>\u003Cstrong>Playback Audio\u003C\u002Fstrong>, \u003Cstrong>Menu\u003C\u002Fstrong> and \u003Cstrong>Voicemail\u003C\u002Fstrong> play the message set under \u003Cstrong>Audio for Caller\u003C\u002Fstrong>. Until a message is set, the sources are listed right there. Choose where it comes from:\u003C\u002Fp>\n\u003Cul>\n\u003Cli>\u003Cstrong>Upload a file\u003C\u002Fstrong>: an MP3, WAV, M4A, OGG or WebM file.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>From library\u003C\u002Fstrong>: audio already uploaded or recorded in this workspace.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Record audio\u003C\u002Fstrong>: record it with your microphone.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Text to speech\u003C\u002Fstrong>: choose the \u003Cstrong>Language\u003C\u002Fstrong> and \u003Cstrong>Voice\u003C\u002Fstrong>, and type \u003Cstrong>What the caller hears\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Audio link\u003C\u002Fstrong>: a direct link to a hosted audio file.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>Click \u003Cstrong>Save\u003C\u002Fstrong>. To change the message later, use \u003Cstrong>Replace with\u003C\u002Fstrong>.\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-19.png\" style=\"max-width:398px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-19.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-19.png 796w\" sizes=\"auto, 398px\" alt=\"Audio for Caller with the sources upload, library, record, text to speech and audio link\" width=\"398\" height=\"440\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Choose where the caller's message comes from.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Save your call flow\u003C\u002Fh2>\n\u003Cp>Changes take effect only when you save. While you edit, the header shows \u003Cstrong>Unsaved changes\u003C\u002Fstrong>. Click \u003Cstrong>Save\u003C\u002Fstrong> to apply the flow to the number, or \u003Cstrong>Discard\u003C\u002Fstrong> to go back to the last saved version. Once saved, the button shows \u003Cstrong>Saved\u003C\u002Fstrong>.\u003C\u002Fp>\n\u003Cp>A step that isn’t finished shows a warning icon, the header shows how many issues are left to fix, and \u003Cstrong>Save\u003C\u002Fstrong> stays disabled until they’re fixed. Hover the icon to see what’s missing, for example \u003Cstrong>There is no message to play.\u003C\u002Fstrong> or \u003Cstrong>No agents are selected to ring.\u003C\u002Fstrong>\u003C\u002Fp>\n\u003Cp>If you try to leave with unsaved changes, ToCaller asks \u003Cstrong>Leave without publishing?\u003C\u002Fstrong> Click \u003Cstrong>Publish\u003C\u002Fstrong> to keep your changes, or \u003Cstrong>Leave anyway\u003C\u002Fstrong> to discard them. If the flow still has errors, click \u003Cstrong>Back to edit\u003C\u002Fstrong> to fix them first.\u003C\u002Fp>\n",{"section":4,"category":5,"slug":103,"title":104,"excerpt":105,"date":106,"modified":98,"readMinutes":59,"author":11,"image":12,"art":107,"html":108},"buy-a-phone-number","Buy a phone number","Choose a country and number type, pick a number, send documents if the carrier asks, and pay from your balance.","2026-10-17T12:00:23Z",{"color":42,"scene":61},"\u003Cp>A business phone number is how your customers reach your team. You buy numbers in ToCaller in two short steps, and pay for them from your workspace balance.\u003C\u002Fp>\n\u003Ch2>Before you start\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>\u003Cstrong>Your role:\u003C\u002Fstrong> only the workspace \u003Cstrong>Owner\u003C\u002Fstrong> can buy numbers. Admins can set up numbers once they’re bought. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fuser-roles-and-permissions\u002F\">User roles and permissions\u003C\u002Fa>.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Your balance:\u003C\u002Fstrong> numbers are paid from your workspace balance, not from your plan. You need enough on the balance to cover the first month of the number. The balance is the green amount at the top of the screen. To top it up, see \u003Ca href=\"\u002Fhelp-center\u002Faccount-settings\u002Fadd-funds-to-your-balance\u002F\">Add funds to your balance\u003C\u002Fa>.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Payments set up:\u003C\u002Fstrong> before you can add funds, the Owner verifies their identity once and adds the company details. See \u003Ca href=\"\u002Fhelp-center\u002Faccount-settings\u002Fverify-your-identity\u002F\">Set up payments\u003C\u002Fa>.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2>Step 1: choose the location and type\u003C\u002Fh2>\n\u003Col>\n\u003Cli>In the sidebar, click \u003Cstrong>Phone Numbers\u003C\u002Fstrong>, then click \u003Cstrong>Buy a number\u003C\u002Fstrong>. A pop-up opens over the list.\u003C\u002Fli>\n\u003Cli>Under \u003Cstrong>Where should your number be?\u003C\u002Fstrong>, open \u003Cstrong>Country and prefix\u003C\u002Fstrong> and choose a country.\u003C\u002Fli>\n\u003Cli>Optional: type a prefix if you want the number to start with specific digits, for example an area code. The prefix is optional.\u003C\u002Fli>\n\u003Cli>Under \u003Cstrong>Number type\u003C\u002Fstrong>, choose one of the types offered. Which types you can choose depends on the country:\n\u003Cul>\n\u003Cli>\u003Cstrong>Local\u003C\u002Fstrong>: a number for a city or area, so local callers recognise it.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Toll-free\u003C\u002Fstrong>: free to call from anywhere in the country.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>National\u003C\u002Fstrong>: a number for the whole country, not tied to one city.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Mobile\u003C\u002Fstrong>: a mobile number, for countries where callers expect one.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Shared cost\u003C\u002Fstrong>: the caller and you share the cost of the call.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Next\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-01.png\" style=\"max-width:770px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-01.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-01.png 1540w\" sizes=\"auto, 770px\" alt=\"Buy a number pop-up, step 1, with country, optional prefix and number type\" width=\"770\" height=\"413\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Step 1: choose the country, an optional prefix and the number type.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Step 2: pick your number\u003C\u002Fh2>\n\u003Cp>Under \u003Cstrong>Pick your number\u003C\u002Fstrong> you’ll see two tabs: \u003Cstrong>Numbers\u003C\u002Fstrong> and \u003Cstrong>Name & summary\u003C\u002Fstrong>. The numbers listed are ready to use right away.\u003C\u002Fp>\n\u003Col>\n\u003Cli>On the \u003Cstrong>Numbers\u003C\u002Fstrong> tab, browse \u003Cstrong>Available numbers\u003C\u002Fstrong>. Each row shows the number, its region and its monthly price. Use the page arrows to see more numbers.\u003C\u002Fli>\n\u003Cli>Click the number you want.\u003C\u002Fli>\n\u003Cli>Open the \u003Cstrong>Name & summary\u003C\u002Fstrong> tab. In \u003Cstrong>Number name\u003C\u002Fstrong>, give it a name your team will recognise, for example \u003Cem>Sales line\u003C\u002Fem> or \u003Cem>Front desk\u003C\u002Fem>.\u003C\u002Fli>\n\u003Cli>Check the \u003Cstrong>Summary\u003C\u002Fstrong>: \u003Cstrong>Number\u003C\u002Fstrong>, \u003Cstrong>Location\u003C\u002Fstrong>, \u003Cstrong>Monthly price\u003C\u002Fstrong> and \u003Cstrong>Your balance\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Buy number\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-02.png\" style=\"max-width:770px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-02.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-02.png 1540w\" sizes=\"auto, 770px\" alt=\"Buy a number step 2 with the number name and the summary\" width=\"770\" height=\"696\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Step 2: pick a number, name it and click Buy number.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>There is no extra confirmation step: clicking \u003Cstrong>Buy number\u003C\u002Fstrong> buys the number. The first month is charged to your balance right away, and you return to the \u003Cstrong>Phone Numbers\u003C\u002Fstrong> list, where the new number appears.\u003C\u002Fp>\n\u003Cp>If none of the numbers suit you, or you see \u003Cstrong>No numbers available\u003C\u002Fstrong>, click \u003Cstrong>Previous step\u003C\u002Fstrong> and try another country, prefix or number type.\u003C\u002Fp>\n\u003Ch2>When documents are required\u003C\u002Fh2>\n\u003Cp>In some countries, the carrier needs to know who will use a number before it can provide it. When you click \u003Cstrong>Buy number\u003C\u002Fstrong> for such a number, ToCaller opens \u003Cstrong>Documents required\u003C\u002Fstrong>.\u003C\u002Fp>\n\u003Col>\n\u003Cli>Fill in the details the dialog asks for.\u003C\u002Fli>\n\u003Cli>Where a document is needed, add a file. You can use PDF, JPG or PNG files up to 10 MB.\u003C\u002Fli>\n\u003Cli>Where an address is needed, enter it.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Send and buy\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>You send the documents once for that type of number in that country. The carrier reviews them, which can take a few days. If the carrier declines documents you sent before, the dialog says so and asks you to send them again.\u003C\u002Fp>\n\u003Ch2>When your balance is too low\u003C\u002Fh2>\n\u003Cp>If your balance doesn’t cover the first month, it’s shown in red with the message \u003Cstrong>Numbers are paid from your balance. Add at least … to buy this number.\u003C\u002Fstrong> The amount shown is what you still need on top of your balance. The \u003Cstrong>Buy number\u003C\u002Fstrong> button is replaced by \u003Cstrong>Add funds\u003C\u002Fstrong>, which takes you to the top-up page, or first to \u003Cstrong>Set up payments\u003C\u002Fstrong> if you haven’t finished it yet.\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-03.png\" style=\"max-width:770px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-03.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-03.png 1540w\" sizes=\"auto, 770px\" alt=\"Low balance message in Buy a number with the Add funds button\" width=\"770\" height=\"746\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">When the balance is too low, add funds first.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>After the purchase\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>Most numbers are ready straight away: you’ll see \u003Cstrong>Number … purchased.\u003C\u002Fstrong> and a \u003Cstrong>Number purchased\u003C\u002Fstrong> notification in the bell menu.\u003C\u002Fli>\n\u003Cli>Some numbers take a few minutes to set up. You’ll see \u003Cstrong>Number … ordered. It will be ready in a few minutes.\u003C\u002Fstrong> and then a \u003Cstrong>Number is ready\u003C\u002Fstrong> notification.\u003C\u002Fli>\n\u003Cli>If the carrier can’t provide the number, you get a \u003Cstrong>Number order failed\u003C\u002Fstrong> notification and the amount is returned to your balance.\u003C\u002Fli>\n\u003Cli>The Admins in your workspace get a \u003Cstrong>New number purchased\u003C\u002Fstrong> notification.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-10.png\" style=\"max-width:1440px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-10.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-10.png 2880w\" sizes=\"auto, 1440px\" alt=\"Phone Numbers list with name, number, region, type, users, call flow and status\" width=\"1440\" height=\"900\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Your numbers in the Phone Numbers list.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Next steps\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>Name the number, choose its icon, and decide who uses it and whether calls can be recorded: see \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fphone-number-settings\u002F\">Phone number settings\u003C\u002Fa>.\u003C\u002Fli>\n\u003Cli>Decide what happens when someone calls it: see \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fbuild-a-call-flow\u002F\">Build a call flow\u003C\u002Fa>.\u003C\u002Fli>\n\u003C\u002Ful>\n",{"section":4,"category":5,"slug":110,"title":111,"excerpt":112,"date":113,"modified":98,"readMinutes":68,"author":11,"image":12,"art":114,"html":115},"invite-your-team","Invite your team","Add people by email, choose their role and numbers, send the invitations and resend them if needed.","2026-10-17T11:59:23Z",{"color":70,"scene":71},"\u003Cp>Invite the people who will make and take calls. Each person gets an email with a link to join your workspace, and you choose their role and phone numbers before you send it.\u003C\u002Fp>\n\u003Ch2>Before you start\u003C\u002Fh2>\n\u003Cul>\n\u003Cli>\u003Cstrong>Your role:\u003C\u002Fstrong> inviting people is for the workspace \u003Cstrong>Owner\u003C\u002Fstrong> and \u003Cstrong>Admins\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>\u003Cstrong>Licenses:\u003C\u002Fstrong> invitations are never limited. During the free trial there is no license limit at all. On a paid plan, each active person uses one license. Someone who joins when no license is free still joins, keeps their role, and waits with a \u003Cstrong>Needs license\u003C\u002Fstrong> badge until a license is free. See \u003Ca href=\"\u002Fhelp-center\u002Faccount-settings\u002Fplans-licenses-and-free-trial\u002F\">Plans, licenses and your free trial\u003C\u002Fa>.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Ch2>Send invitations\u003C\u002Fh2>\n\u003Col>\n\u003Cli>In the sidebar, click \u003Cstrong>Users\u003C\u002Fstrong>, then click \u003Cstrong>Invite Users\u003C\u002Fstrong>. The \u003Cstrong>Invite users\u003C\u002Fstrong> pop-up opens over the list.\u003C\u002Fli>\n\u003Cli>In \u003Cstrong>Email\u003C\u002Fstrong>, enter the person’s work email address.\u003C\u002Fli>\n\u003Cli>In \u003Cstrong>Role\u003C\u002Fstrong>, choose \u003Cstrong>Agent\u003C\u002Fstrong>, \u003Cstrong>Supervisor\u003C\u002Fstrong> or \u003Cstrong>Admin\u003C\u002Fstrong>. \u003Cstrong>Agent\u003C\u002Fstrong> is selected by default.\u003C\u002Fli>\n\u003Cli>Optional: in \u003Cstrong>Phone numbers\u003C\u002Fstrong>, choose the numbers this person will use.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Add\u003C\u002Fstrong>. The person appears under \u003Cstrong>People to invite\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>Repeat for everyone you want to invite.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Send invite\u003C\u002Fstrong> (or \u003Cstrong>Send … invites\u003C\u002Fstrong>).\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-04.png\" style=\"max-width:850px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-04.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-04.png 1700w\" sizes=\"auto, 850px\" alt=\"Invite users pop-up with email, role, phone numbers and the people to invite\" width=\"850\" height=\"564\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Add people, choose their role and numbers, then send the invites.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>You’ll see \u003Cstrong>Invitations sent.\u003C\u002Fstrong> If you try to close the pop-up before sending, ToCaller asks \u003Cstrong>Leave without sending?\u003C\u002Fstrong> so you don’t lose the list by accident. On a paid plan, the pop-up also tells you if some people in the list will join without access and wait for a license.\u003C\u002Fp>\n\u003Ch2>What the invited person does\u003C\u002Fh2>\n\u003Col>\n\u003Cli>They receive the email \u003Cstrong>You’re invited to … on Tocaller\u003C\u002Fstrong> and click \u003Cstrong>Accept invitation\u003C\u002Fstrong>. The link is valid for 7 days.\u003C\u002Fli>\n\u003Cli>On the \u003Cstrong>Join …\u003C\u002Fstrong> page (it shows your workspace’s name), their email address is already filled in. They choose a password in \u003Cstrong>Password*\u003C\u002Fstrong> and \u003Cstrong>Confirm Password*\u003C\u002Fstrong> and click \u003Cstrong>Create Account\u003C\u002Fstrong>. They’re signed in and go straight to the workspace.\u003C\u002Fli>\n\u003Cli>If they already have a ToCaller account with that email, they keep their current password: they click \u003Cstrong>Join Workspace\u003C\u002Fstrong>, see \u003Cstrong>You’ve joined the workspace\u003C\u002Fstrong>, then click \u003Cstrong>Sign In\u003C\u002Fstrong> and sign in as usual.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-05.png\" style=\"max-width:1440px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-05.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-05.png 2880w\" sizes=\"auto, 1440px\" alt=\"Invitation page with the workspace name, the email, password fields and the Create Account button\" width=\"1440\" height=\"900\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">What an invited person sees after clicking Accept invitation.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Check and resend invitations\u003C\u002Fh2>\n\u003Cp>The \u003Cstrong>Users\u003C\u002Fstrong> list shows every member with their \u003Cstrong>Full Name\u003C\u002Fstrong>, \u003Cstrong>Email\u003C\u002Fstrong>, \u003Cstrong>Role\u003C\u002Fstrong>, \u003Cstrong>Number\u003C\u002Fstrong>, \u003Cstrong>Teams\u003C\u002Fstrong> and \u003Cstrong>Status\u003C\u002Fstrong>. An icon next to each name shows whether the person has joined, or whether the invitation is pending or expired.\u003C\u002Fp>\n\u003Cul>\n\u003Cli>To send a fresh link, click the pending or expired invitation icon. In the \u003Cstrong>Resend Invitation\u003C\u002Fstrong> dialog, click \u003Cstrong>Resend\u003C\u002Fstrong>. You’ll see \u003Cstrong>Invitation resent.\u003C\u002Fstrong> To resend several at once, select them and use \u003Cstrong>Resend\u003C\u002Fstrong> in the bulk actions.\u003C\u002Fli>\n\u003Cli>If someone opens an old or wrong link, they see \u003Cstrong>Invitation link is no longer valid\u003C\u002Fstrong>. Resend the invitation and ask them to use the newest email, or, if they’ve already joined, to sign in.\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-11.png\" style=\"max-width:1440px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-11.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-11.png 2880w\" sizes=\"auto, 1440px\" alt=\"Users list with a pending invitation icon and the Teams column\" width=\"1440\" height=\"900\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">The Users list shows invitations and teams.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>The \u003Cstrong>Teams\u003C\u002Fstrong> column shows the teams each person belongs to. To group people, see \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fcreate-and-manage-teams\u002F\">Create and manage teams\u003C\u002Fa>.\u003C\u002Fp>\n\u003Ch2>Pause or restore access\u003C\u002Fh2>\n\u003Cp>Use the toggle in the \u003Cstrong>Status\u003C\u002Fstrong> column to pause a person’s access to the workspace or give it back. Pausing doesn’t delete anything, and it frees the person’s license for someone else. You can’t pause your own access, and the Owner’s access can’t be paused.\u003C\u002Fp>\n",{"section":4,"category":5,"slug":117,"title":118,"excerpt":119,"date":120,"modified":98,"readMinutes":10,"author":11,"image":12,"art":121,"html":122},"user-roles-and-permissions","User roles and permissions","What Agents, Supervisors, Admins and the Owner can do with calls, contacts, numbers, teams and billing.","2026-10-17T11:58:23Z",{"color":14,"scene":15},"\u003Cp>Every member of a workspace has a role. Roles decide what a person can see and change. Each role includes everything the role before it can do.\u003C\u002Fp>\n\u003Ch2>The roles at a glance\u003C\u002Fh2>\n\u003Ctable>\n\u003Cthead>\n\u003Ctr>\n\u003Cth>Role\u003C\u002Fth>\n\u003Cth>Best for\u003C\u002Fth>\n\u003Cth>What they can do\u003C\u002Fth>\n\u003C\u002Ftr>\n\u003C\u002Fthead>\n\u003Ctbody>\n\u003Ctr>\n\u003Ctd>\u003Cstrong>Agent\u003C\u002Fstrong>\u003C\u002Ftd>\n\u003Ctd>People who make and answer calls\u003C\u002Ftd>\n\u003Ctd>Make and receive calls, send texts, use contacts and add notes, see their own calls, recordings and call analytics.\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>\u003Cstrong>Supervisor\u003C\u002Fstrong>\u003C\u002Ftd>\n\u003Ctd>Team leads and coaches\u003C\u002Ftd>\n\u003Ctd>Everything an Agent can do, plus see every call, recording and analytics in the workspace to monitor and coach the team, and view the workspace’s phone numbers.\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>\u003Cstrong>Admin\u003C\u002Fstrong>\u003C\u002Ftd>\n\u003Ctd>People who run the system\u003C\u002Ftd>\n\u003Ctd>Everything a Supervisor can do, plus manage users and teams, set up phone numbers and their call flows, create and edit contacts, and change workspace settings.\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>\u003Cstrong>Owner\u003C\u002Fstrong>\u003C\u002Ftd>\n\u003Ctd>The person responsible for the account\u003C\u002Ftd>\n\u003Ctd>Everything an Admin can do, plus the plan, billing, the balance, buying and deleting phone numbers, and creating workspaces.\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003C\u002Ftbody>\n\u003C\u002Ftable>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-06.png\" style=\"max-width:980px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-06.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-06.png 1960w\" sizes=\"auto, 980px\" alt=\"Roles list in a user's settings with Agent, Supervisor and Admin\" width=\"980\" height=\"814\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">The roles you can give a member.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>The Owner\u003C\u002Fh2>\n\u003Cp>The person who created the workspace is its \u003Cstrong>Owner\u003C\u002Fstrong>. The Owner has full access to the workspace, including the plan, billing and every setting. Only the Owner can:\u003C\u002Fp>\n\u003Cul>\n\u003Cli>choose the plan and manage licenses,\u003C\u002Fli>\n\u003Cli>set up payments, see the balance and add funds,\u003C\u002Fli>\n\u003Cli>open \u003Cstrong>Manage billing\u003C\u002Fstrong> to change the card, download invoices or cancel,\u003C\u002Fli>\n\u003Cli>buy phone numbers and delete them from the workspace,\u003C\u002Fli>\n\u003Cli>create another workspace (\u003Cstrong>Create Workspace\u003C\u002Fstrong> in the workspace menu).\u003C\u002Fli>\n\u003C\u002Ful>\n\u003Cp>The Owner’s role can’t be changed from the users page.\u003C\u002Fp>\n\u003Ch2>Who can do what\u003C\u002Fh2>\n\u003Ctable>\n\u003Cthead>\n\u003Ctr>\n\u003Cth>Task\u003C\u002Fth>\n\u003Cth>Agent\u003C\u002Fth>\n\u003Cth>Supervisor\u003C\u002Fth>\n\u003Cth>Admin\u003C\u002Fth>\n\u003Cth>Owner\u003C\u002Fth>\n\u003C\u002Ftr>\n\u003C\u002Fthead>\n\u003Ctbody>\n\u003Ctr>\n\u003Ctd>Make and receive calls, send texts\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>See contacts and add notes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>Create, edit and delete contacts\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>See own calls and recordings\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>See other users’ calls and recordings\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>See the Phone Numbers list\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>Set up numbers: settings, users, call flows, pause\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>Buy and delete phone numbers\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>Invite and manage users\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>Create and manage teams\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>Change workspace name, logo and website\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>Get workspace activity in the bell menu (purchases, payments)\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003Ctr>\n\u003Ctd>See the balance, add funds, choose a plan, manage billing\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>No\u003C\u002Ftd>\n\u003Ctd>Yes\u003C\u002Ftd>\n\u003C\u002Ftr>\n\u003C\u002Ftbody>\n\u003C\u002Ftable>\n\u003Cp>Teams don’t change anyone’s role or access. They only group people. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fcreate-and-manage-teams\u002F\">Create and manage teams\u003C\u002Fa>.\u003C\u002Fp>\n\u003Ch2>Change someone’s role\u003C\u002Fh2>\n\u003Col>\n\u003Cli>In the sidebar, click \u003Cstrong>Users\u003C\u002Fstrong> and click the person’s name. Their settings open in a pop-up on the \u003Cstrong>General\u003C\u002Fstrong> tab.\u003C\u002Fli>\n\u003Cli>Under \u003Cstrong>Roles\u003C\u002Fstrong>, click the role you want: \u003Cstrong>Agent\u003C\u002Fstrong>, \u003Cstrong>Supervisor\u003C\u002Fstrong> or \u003Cstrong>Admin\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>In the \u003Cstrong>Change Role\u003C\u002Fstrong> dialog, click \u003Cstrong>Change role\u003C\u002Fstrong>. You’ll see \u003Cstrong>Role updated.\u003C\u002Fstrong>\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-07.png\" style=\"max-width:448px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-07.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-07.png 896w\" sizes=\"auto, 448px\" alt=\"Change Role confirmation dialog\" width=\"448\" height=\"296\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Confirm the role change.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>Only the Owner and Admins can change roles. You can’t change your own role: ask an Admin or the Owner. Your current role is shown on your profile, on the \u003Cstrong>Role\u003C\u002Fstrong> tab.\u003C\u002Fp>\n",{"section":4,"category":5,"slug":124,"title":125,"excerpt":126,"date":127,"modified":98,"readMinutes":128,"author":11,"image":12,"art":129,"html":130},"assign-numbers-to-users","Assign phone numbers to users","Link numbers to a user, choose their default number and unlink numbers they no longer need.","2026-10-17T11:57:23Z",1,{"color":82,"scene":83},"\u003Cp>A user can make and receive calls only on the phone numbers linked to them. You can link numbers when you invite someone, from the user’s settings, or from the number’s settings.\u003C\u002Fp>\n\u003Ch2>Before you start\u003C\u002Fh2>\n\u003Cp>Linking numbers is for the workspace \u003Cstrong>Owner\u003C\u002Fstrong> and \u003Cstrong>Admins\u003C\u002Fstrong>. You need at least one number in the workspace. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fbuy-a-phone-number\u002F\">Buy a phone number\u003C\u002Fa>.\u003C\u002Fp>\n\u003Ch2>Link numbers to a user\u003C\u002Fh2>\n\u003Col>\n\u003Cli>In the sidebar, click \u003Cstrong>Users\u003C\u002Fstrong> and click the person’s name. Their settings open in a pop-up.\u003C\u002Fli>\n\u003Cli>Open the \u003Cstrong>Phone Numbers\u003C\u002Fstrong> tab and click \u003Cstrong>Add Numbers\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003Cli>On \u003Cstrong>Add phone numbers\u003C\u002Fstrong>, select the numbers this person will make and receive calls on.\u003C\u002Fli>\n\u003Cli>Click \u003Cstrong>Add number\u003C\u002Fstrong> (or \u003Cstrong>Add … numbers\u003C\u002Fstrong>). You’ll see \u003Cstrong>Numbers added.\u003C\u002Fstrong>\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-08.png\" style=\"max-width:1440px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-08.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-08.png 2880w\" sizes=\"auto, 1440px\" alt=\"Add phone numbers page with numbers selected for a user\" width=\"1440\" height=\"900\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Choose the numbers this user will call from and answer.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Cp>If the list is empty, every number in the workspace is already linked to this user.\u003C\u002Fp>\n\u003Cp>To add several people to one number instead, open the number’s settings and use \u003Cstrong>Add Users\u003C\u002Fstrong>. See \u003Ca href=\"\u002Fhelp-center\u002Fusing-tocaller\u002Fphone-number-settings\u002F\">Phone number settings\u003C\u002Fa>.\u003C\u002Fp>\n\u003Ch2>Choose the default number\u003C\u002Fh2>\n\u003Cp>When a user has several numbers, the default number is the one marked \u003Cstrong>Default\u003C\u002Fstrong>. To change it, click \u003Cstrong>Set as default\u003C\u002Fstrong> next to another number. You’ll see \u003Cstrong>… is now the default number.\u003C\u002Fstrong>\u003C\u002Fp>\n\u003Cfigure class=\"wp-block-image size-large tc-screenshot\">\u003Ca href=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-09.png\" style=\"max-width:980px\">\u003Cimg src=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-09.png\" srcset=\"https:\u002F\u002Ftocaller.com\u002Fhelp-screenshots\u002Fhelp-use-09.png 1960w\" sizes=\"auto, 980px\" alt=\"Phone Numbers tab of a user with the Default badge and Set as default\" width=\"980\" height=\"410\" loading=\"lazy\" decoding=\"async\" \u002F>\u003C\u002Fa>\u003Cfigcaption class=\"wp-element-caption\">Set a default number or unlink a number.\u003C\u002Ffigcaption>\u003C\u002Ffigure>\n\u003Ch2>Unlink a number\u003C\u002Fh2>\n\u003Col>\n\u003Cli>On the \u003Cstrong>Phone Numbers\u003C\u002Fstrong> tab, next to the number, click the unlink button (\u003Cstrong>Unlink from this user\u003C\u002Fstrong>).\u003C\u002Fli>\n\u003Cli>In the \u003Cstrong>Unlink number\u003C\u002Fstrong> dialog, click \u003Cstrong>Unlink\u003C\u002Fstrong>.\u003C\u002Fli>\n\u003C\u002Fol>\n\u003Cp>The user will no longer make or receive calls on that number. The number stays in your workspace, and you can link it again at any time.\u003C\u002Fp>\n",1794078513298]