Find the numbers list, the dialer, and the place where calls and texts land, so you know the whole phone system at a glance.
Where it lives
Four places to know
Click Search at the top of your screen and type Phone Numbers, then open it. The dialer and your inbox are close by.
One row per phone number
Search for Phone Numbers and stay on the Phone Numbers tab. Each row shows a number, the name you gave it, and what it can do.
An empty list just means you have not bought a number yet
The + Add Number button opens a dropdown
Add Phone Number is the choice that buys a new number
The paperwork desk
The tab next to Phone Numbers. This is where you register your business so carriers will deliver your texts.
You will come back to it when you set up text registration
Nothing to fill in during your first tour
Controls for each number
Click the three dots at the right of any number to see Edit Configuration, Move, and Delete.
Edit Configuration controls how the number behaves, like who answers
Move sends the number to a different account
Delete removes the number, so only look at it on a tour
Where you call and where it lands
The little phone icon in the top bar opens the dialer, right in your browser. Calls and texts then show up in Conversations.
The dialer follows you into Contacts, Opportunities, and Calendars
Texts appear as bubbles; calls appear with the time and length
A recorded call can be played right in the thread
Why it matters
Why run calls and texts here
Three simple reasons businesses move their calls and texts into one place.
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No lost leads
Calls and texts stop slipping between your personal phone and your business.
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One number, many answerers
Your whole team can answer from the same business number.
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Everything is saved
Every call and text is kept on the contact's record, so nothing lives in someone's head.
Key terms
Definitions
Tap any term to expand it.
The page where your business numbers and call options live. Search for Phone Numbers to open it.
The phone that pops up from the top bar and runs in your browser.
The tab where you register your business so carriers deliver your texts.
Your inbox. Texts and calls for each contact show up in one thread.
Help me do it
Things To Do
Finish these before moving to the next lesson. They only take a few minutes.
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β‘ Tips
Do not click Delete while you tour. Look at the menu and close it.
If your numbers list is empty, you can still follow along. You will buy a number next.
The dialer works from any screen, so you never have to leave what you are doing to make a call.
You can also find it in your menu, but menus can be renamed, so search is the sure way.
Check yourself
Quick Knowledge Check
Answer a few quick questions to lock in what you just learned. Miss one and we'll show you the right answer.
0 of 4 answered
How do you get to your business phone numbers?
Which three-dot menu choice sends a number to a different account?
The tab next to Phone Numbers where you register your business so carriers deliver texts is the ____ Center.
Calls and texts for each contact show up together in ____.
Help me apply it
Try This With Your Favorite AI
Copy a prompt below and paste it into ChatGPT, Claude, Gemini, or whatever AI tool you use. Fill in the bracketed details and it'll help you write your own version for your business.
π Plan my phone tour
You are a friendly software trainer helping me explore the phone system in my software.
My context:
- [my business and what I sell]
- [how many people will answer calls or texts]
- [whether I already have a business number]
Give me:
- A short checklist for touring the numbers list, the dialer, and Conversations
- Three things to look for on the Phone Numbers tab
- A list of questions to write down as I click around
Use plain words and keep it under 250 words.
Finish by asking me: "Which screen do you want to look at first?"
ποΈ Name my phone setup needs
You are a organized setup helper helping me list what I want from my business phone system.
My context:
- [my business]
- [the calls and texts I get in a normal week]
- [who on my team should see them]
Give me:
- A plain-language list of what I want the phone system to do
- Which of the screens in the tour matches each need
- A short note on what I still need to learn
Only cover what to set up in the software, not business strategy.
Finish by asking me: "Which of these needs is the most urgent for you?"
Now you know where everything lives. Take five minutes to click through each screen, and you will feel at home before you buy your first number.
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You did it!
You made it through every question. That's the lesson, locked in.