Getting Started with dialnote
Welcome to dialnote! You're about to set up an AI-powered phone system that'll handle your business calls around the clock. Whether you're a solo entrepreneur or managing a growing team, this guide walks you through everything you need to get up and running.
What You'll Set Up#
dialnote gives you a complete business phone system with built-in AI. Here's what you'll have after completing setup:
- A dedicated business phone number — Pick a local, toll-free, or mobile number and keep your personal and work calls separate
- AI voice agents — Smart receptionists that answer calls, schedule appointments, and capture leads when you're busy
- Call routing and IVR — Send calls to the right people with custom menus, ring groups, and business hours
- Inbox and messaging — View all calls, texts, and notes in one unified conversation thread
- Team collaboration — Add team members, share phone numbers, and assign conversations
- CRM integrations — Connect to HubSpot, Salesforce, Pipedrive, and more to sync call data automatically
- Mobile app — Make and receive calls from your phone using your business number
Quick Start Checklist
After you sign up, you'll see a Quick Start checklist right in the app. It tracks your progress through each setup step and adapts based on your role — org creators see all 13 steps, while invited team members get a shorter list of 6 personal tasks.
Your First Steps#
The setup process is grouped into categories. Start with the essentials, then add more features as you go.
Essential (do these first)#
- Get your phone number — Pick a local or toll-free number. You can port an existing number later if you want to keep your current one.
- Make a test call — Try the call quality by dialing out from the web or mobile app. This confirms everything works before you share your new number.
- Import your contacts — Upload contacts via CSV or add them one by one. You'll see caller names on incoming calls right away.
AI & Automation#
- Set up your AI agent — Create a voice agent with your business info, choose a voice, and write instructions for how it should handle calls.
- Test your AI agent — Call your agent from the browser or your phone to hear how it sounds and refine the conversation flow.
- Review an AI summary — After your first AI-handled call, check the auto-generated transcript, summary, and action items.
Call Routing & Management#
- Configure your IVR — Build a call menu (e.g., "Press 1 for sales, 2 for support") so callers reach the right department.
- Set business hours — Define when calls ring your team and what happens after hours (voicemail, AI agent, forwarding).
- Set up call forwarding — Route calls to external numbers or mobile phones as a fallback.
Team & Integrations#
- Invite your team — Add team members by email and assign them roles (owner, admin, or member).
- Share a phone number — Give multiple team members access to the same number so anyone can pick up.
- Try conversation threading — Open the inbox and explore how calls, texts, and notes are grouped by contact.
- Connect your CRM — Link HubSpot, Salesforce, or Pipedrive to auto-log calls, recordings, and notes.
Invited team members
If you've been invited to an existing dialnote workspace, you won't see the org-level setup steps. Your checklist focuses on getting a number, making calls, and exploring AI features.
System Requirements#
dialnote runs in your browser and on mobile. Here's what you need:
- Web app — Any modern browser (Chrome, Firefox, Safari, Edge). A stable internet connection and a microphone are required for calling.
- iOS — iPhone running iOS 15 or later
- Android — Android 10 or later
- Sign up options — Email and password, or sign in with Google, Microsoft, or Apple
What's Next#
Ready to begin? Start with Quick Start for a step-by-step walkthrough. Or jump to Account Setup if you want to configure your workspace settings first.
Once you're set up, explore the full feature set:
- Phone System — Manage numbers, calling, recording, and voicemail
- AI Agents — Build voice agents with custom knowledge bases and tools
- Call Routing — Create IVR menus, ring groups, and business hours rules
- Messaging — Send and receive SMS/MMS from your business number
- Inbox — Track every conversation across calls, texts, and notes
- Team Management — Invite members, assign roles, and share numbers
- Integrations — Connect your CRM, calendar, and automation tools
- Mobile App — Take your business phone system on the go
If you run into any issues, check our Troubleshooting section or reach out to our support team.