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Getting Started with smrtPhone
New User? Start here - smrtPhone Training for Beginners

New User? Start here - smrtPhone Training for Beginners

An outline of important training videos and guides - how to set up and use smrtPhone for new users
Ellen Sluder avatar
Written by Ellen Sluder
Updated over a week ago

Hello and welcome to the smrtPhone documentation. Here, you'll find advice and answers from the smrtPhone team, including resources, training videos, how-to guides, FAQs and best practices for using smrtPhone and smrtDialer

If you don't find what you're looking for - click on the live chat button 💬 in the lower right and someone will answer within a few minutes during business hours.

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Browse: We have gathered all of our articles into collections that group related items together. You can click into a collection from the main Documentation page and scan through subsections and find articles that match what you need.

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Beginner's Guide to smrtPhone

Below, we callout some of the most important training articles and videos for first time admins and users of smrtPhone. These are just the highlights for new users, and you'll find more detail and depth in the rest of our support documentation, as you become a more confident smrtPhone user.

Starting your smrtPhone Trial

  • 🆕 How to start a smrtPhone Trial - video and step-by-step written instructions of how to prepare your Podio, connect your smrtPhone to your workspace, and sync contacts. Once you're setup, we'll give you $7 credit to try out the system.

  • ✅ How to get the most out of your Trial - Our tips on how you should use your trial to get the best sense of how smrtPhone works.

  • ⛔️ Understanding the Limitations of the Free Trial - The smrtPhone trial is designed to give you a hands-on taste test - insight you can't get from just watching videos. We have some limitations in terms of length of call and how many calls and texts you can make in one day during the free subscription timeframe.

  • 💙 How to Activate your Subscription - unlock all of the features of smrtPhone by ending the trial and starting your first month of paid subscription.

How to Set Up smrtPhone - Highlights (for Admins)

  • 🛠 A simple setup of smrtPhone - If you followed all of the prompts upon initial signup, you have likely already completed all of these steps. But if your smrtPhone is not fully connected to your Podio yet, this video will guide you through how to do it.

  • 🔐 Introduction to the Admin Dashboard - In the left navigation there is an icon of three slider bars (≡) where you will have access to all of your Admin tools. This video and written catalog gives an overview of what each subsection of the admin dashboard controls.

  • ☎️ How to Get and Manage Phone Numbers - smrtPhone is a phone system, right? And, what do we need to use a phone system? Phone numbers! This guide will kick off everything you need to know about buying and managing your phone number portfolio.

  • 🚻 How to Add Users - Learn how to bring your team into smrtPhone, whether they are full time, part time, consultants, or VAs. With smrtPhone Standard, you have 10 users included and can add more if needed. With smrtPhone Pro, you have unlimited users.

  • 👨‍👩‍👧‍👧 How to Create Groups of Users - Groups is an amazing tool to assemble users in a way that streamlines operations and improves response rates. Typically we see groups created around functional expertise or departments.

  • 📞 Creating Incoming Call Flows to determine where calls ring - Because smrtPhone is a cloud-based phone system, you have complete control over where calls to each phone number ring. They can ring to a user or a group, you can reroute them if no one answers, you can present an initial greeting or a full phone menu. You can even send them straight to voicemail - it's up to you! But, you have to tell the system how to handle them - and that's what Call Flows do. You can have many phone numbers follow the same Call Flow routing, or set each one up individually. If you don't set them up, callers will not be able to reach you.

  • 💬 How to Send and Receive Text Messages - Similar to Call Flows, if you don't set up an SMS text flow, you will not receive any messages sent to your numbers. You can also do some quick setup to be able to send text messages from directly within Podio.

  • 📥 How to Set up Voicemail - You will need to set up voicemail boxes for individual users as well as groups (depending on your call flows). Learn how to activate stock greetings or create personalized recordings.

  • ⚙️ Account Settings Overview - Learn how to adjust the global settings for your account, such as time zone and call recordings.

How to Use smrtPhone - Highlights (Users + Admins)

Need More Help?

The articles and videos called out above are just a few of the hundreds of guides we have in our smrtPhone Support Documentation. We recommend going to the top and clicking on the smrtPhone logo to return to the main "Collections" menu to browse for more hot tips on how to become a smrtPhone super user. Or, use the search bar to ask your questions.

If you need help beyond what you can find in the documentation, please reach out to us via live chat or send an email to [email protected].

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