A Simple Initial Setup of smrtPhone

This introductory how-to will help you get smrtPhone up and running in no time

Tudor Deak avatar
Written by Tudor Deak
Updated over a week ago

This article will show you, step-by-step, how to quickly set up your smrtPhone and get dialing.

To have a system that's ready to go, you'll need to fulfill some basic requirements: from purchasing a phone number to creating an SMS Flow, all basic knowledge is covered in this article. You can also watch the following video:

(Disclaimer: the video shows a Podio CRM, but the functionality of seeing logs in your CRM is available for all smrtPhone CRMs not in beta.)

Whether you are still in the Free Trial period or have activated a subscription, your first step is to buy a number. We want to help you get off on the right foot, so we’ve applied a $7 credit toward purchasing your first phone number. The standard price for a U.S. local number is $5/number/month, which leaves some leftover credit for test calls and text messages.

Learn more about free trial limitations β‡’

How to Purchase a Number

To purchase your first number, go to your smrtPhone Dashboard > Admin > Phone Numbers.

Click the green Get a Number button, and a new window opens where you can choose a number, based on the criteria you set.

There are multiple Filters for searching available phone numbers: Choose between Local, Mobile, or Toll-Free Numbers, and search capabilities for them. Look among the available phone numbers and hit Buy Number.

You're now the proud owner of a smrtPhone number! πŸŽ‰

How to Configure Your New Number

Next, you have a few steps to complete the setup of your number:

1. Set a Friendly Name (or nickname)

You can set a nickname for your newly purchased number by simply clicking the pen, entering a Friendly Name, and clicking Save. This will make it easier to manage the phone number in your smrtPhone system. Your leads will not see this nickname that you set.

If you want a certain name to be displayed when you call, you might want to register for CNAM β‡’

You have to create a Call Flow for your new number! A Call Flow establishes where the system should route calls and texts coming to your phone number.

Set a Call Flow by dragging and dropping the applets you need

From here:

To here:

You have lots of options to customize the Call Flow:

πŸ“ž Dial - Dial a user with the option to record that call and redirect the caller if the user can't be reached.

πŸ‘©πŸ»β€πŸ€β€πŸ§‘πŸΏ Round Robin - Distributes the call to a team

πŸ“² IVR Menu - Builds customizable options

➿ Voicemail- Allows the caller to leave a voicemail

😁 Greeting- Sends a greeting to your caller before answering

⏳ Business Hours - Redirects your messages to pre-determined Applets depending on the time of receiving (open Applets and closed Applets selected by you)

πŸ“΄ Hangup - ends the call

πŸ“΅ DNC- add a specific number to the Do not call ist

Pay attention to laws related to recording calls - in some states, the caller needs to be informed about this process!

Learn more about Voicemail Setup β‡’

Create whatever structure works best for your business strategy and organization, and then press Save Flow.

If you already created a flow without assigning it a number, simply go to that particular flow and select from the drop-down menu the number you want to be associated with it.

🚨 Without a Call Flow attributed to a phone number, incoming calls will not reach you.

In the Call Flow menu, you will see the newly created Call Flow for your number and the option to create an SMS Flow.

By simply clicking the red button, you can customize what happens with incoming SMS messages.

Choose from the Applet setting what happens when an SMS message is received, letting the system know what it should do:

By dropping the Applet, you can decide:

⏳ Business Hours - This option redirects your messages to pre-selected Applets depending on the time of receiving (open applets and closed Applets selected by you)

πŸ“€ Save and Reply - Stores SMS messages in your inbox and replies to the sender a customized message of your choice

πŸ“¨ SMS Inbox - Stores SMS messages in your inbox

🧾 Menu - Offers a keyboard-based matching response system

Be aware that if you do not have a Flow set up for your phone number, incoming communications will not get to you.

Now, you can make your first call within smrtPhone! πŸ₯³

Happy Phoning!

πŸ’‘ Chrome Extension β‡’

πŸ’‘ Verified numbers β‡’

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