If you’re new to smrtPhone, this guide is your starting point. Whether you're using Podio, Salesforce, or another CRM, we’ll walk you through everything you need to get up and running confidently, from setting up your account and adding users to sending your first text and creating a custom call flow.

This guide is designed for hands-on learning, so you can explore features while following clear, practical steps. We’ve gathered our most essential training videos, support articles, and best practices in one place to help you understand the full power of smrtPhone.

Whether you're a solo user or managing a whole team, you'll find exactly what you need to:

Skip down to the Beginner's Guide to setting up your smrtPhone ⇢

In our documentation, 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.

🔎 Search: You can use the search bar to ask your specific question or enter a string of keywords. The search looks through both article titles and body copy for relevant keyword matches. If you can't find a matching article right away, try a different phrasing or synonym.

🌎 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, scan through subsections, and find articles that match what you need.

Ask us! Click on the live chat button 💬 in the lower right, and someone will answer within a few minutes during business hours. Or, you can sign up for a live, personalized orientation with a Client Success Agent to answer initial questions. They can walk you through the basics of buying a phone number, inviting a user, and creating your first call flow. Meetings are limited to 30 minutes.

Below, we call out some of the most critical training articles and videos for first-time 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.

This guide walks you through setting up your smrtPhone Free Trial, step by step. You’ll also learn how to tailor your smrtPhone account to fit your needs.

How to set up a smrtPhone Trial Account ⇢

Each integrated CRM has its dedicated collection, where you can find some particularities regarding the integration. You can find them below:

🛅 Log in to the Web App or Mobile App: Once you have created your account, you can access it to customize your settings. You can only use these products after you have purchased a phone number.

🛠 A simple setup of smrtPhone: If you followed all of the prompts upon initial signup, you have likely already completed all of these steps. This article shows you around two crucial foundational elements of preparing your smrtPhone: Getting a phone number and configuring your number to receive incoming calls.

🔐 Introduction to the Admin Dashboard: In the left navigation, there is an icon of three slider bars (≡) where you can access all of your Admin tools. This video and the written catalog give 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 Teams of Users: Teams is an amazing tool to assemble users in a way that streamlines operations and improves response rates. Typically, we see teams created around functional expertise or departments. Don't forget to set up a voicemail inbox for each team you create! You should also check 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 a user or a team, you can reroute them if no one answers, and 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.

💬 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 setups to be able to send text messages directly within your CRM.

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

🗺 Overview of the Web App navigation: How to find your way around the smrtPhone application in your browser window.

📥 How to Set up Voicemail: You will need to set up your voicemail outgoing greeting. Learn how to activate stock greetings or create personalized recordings.

🚀 Dial up your efficiency with the Chrome Extension: with the smrtPhone Chrome Extension, from any browser tab, you can: dial and answer calls, send texts, and gain quick access to your inbox.

📱Mobile App Overview: Take smrtPhone on the road with our full-featured Mobile App for iOS and Android. Learn about the features and where to download the app. Some users will need to create smrtPhone credentials to be able to log in to the Mobile App. Learn how to create them here ⇢

You must install the smrtPhone Chrome Extension to enable click-to-call functionality from your CRM. Beyond that, the extension offers several productivity-enhancing features.

It allows you to receive notification banners for incoming calls, regardless of which tab is open, and use the Chrome dialer to place calls or send texts directly from your browser window. Read more about these benefits and download the extension from these articles.

📣 There are more ways to communicate. Place phone calls, answer calls or send and receive texts via:

🔕 How to Set Yourself Offline: The three dialers operate separately, giving you more control over where and when you can be reached. Depending on your needs, you can set yourself offline on any or all of the dialers. (Salesforce users: don't forget you have a fourth dialer inside your CRM.)

🔄 How to Change your Caller ID: This article shows you how to change the phone number with which you are doing outbound calling/texting.

The articles and videos mentioned above are just a few of the hundreds of guides in our smrtPhone Support Documentation. We recommend going to the top and clicking on the smrtPhone logo to return to the main Collections menu, where you can browse for more hot tips on how to become a smrtPhone super user. You can also 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]