dialnote gives you a professional phone system that works right in your browser or mobile app. Make and receive calls, send texts, set up voicemail, record conversations, and route calls to AI agents or team members—all from one place. Your numbers, settings, and call history stay in sync across desktop and mobile so you can pick up right where you left off.
Core Features#
The phone system handles everything your business needs for professional calling:
Phone Numbers - Get local, toll-free, or mobile numbers in multiple countries. Voice, SMS, and MMS are listed per number before you buy, and any of them can be off, so check what the number you pick supports. SMS also needs registration before it can send. You can customize settings like caller ID, voicemail, and business hours.
Making & Receiving Calls - Use the built-in dialer from any browser or the mobile app. The call pane shows participant info, call duration, and gives you controls for mute, hold, and recording. Keyboard shortcuts make it quick: Ctrl+M to mute, Ctrl+H to hold, Ctrl+K for the keypad.
Call Recording - Turn on auto-recording for any phone number, or start recording manually during calls. Transcripts and summaries come from two separate per-number toggles, AI transcription and AI summaries, and they run in real time during the call whether or not it's recorded. During your trial, or until your business details are approved, auto-record can be turned on but not off.
Voicemail - Write a custom greeting as text and dialnote converts it to speech. Set the maximum recording length (up to 5 minutes) and turn on transcription so you can read messages instead of listening to them.
Call Routing - Build call flows that handle incoming calls the way you want. Ring multiple team members at once, play audio messages, connect to AI agents, or send calls to voicemail based on the time of day. If nobody on your team answers, the Ring Team step can hold callers in a call queue instead of sending them straight to voicemail.
AI-powered call summaries
When a call ends, dialnote generates a transcript and a summary, as long as the number's AI transcription toggle is on and the transcript runs to at least 50 words. Your inbox shows both on the call. Action items get generated too, but only the mobile app displays them.
Call Flow Actions#
When configuring how incoming calls get handled, you have these options:
| Action | What It Does |
|---|---|
| Business Hours | Checks if you're open or closed |
| Phone Menu | Lets callers choose with the keypad ("Press 1 for sales...") |
| AI Agent | Connects the caller to your AI voice agent |
| Voicemail | Takes a message with your custom greeting |
| Ring Team | Rings team members simultaneously or one at a time |
| Conditional Route | Routes based on the caller or the time |
| Play a Message | Plays a message (text-to-speech or audio file) |
| Go To Menu | Jumps to another phone menu |
| End Call | Hangs up the call |
You can chain these actions together. For example: play a greeting, try ringing your team for 30 seconds, and if nobody answers, route to voicemail. The visual flow builder lets you connect actions step by step. See Call Routing & IVR for the full guide.
Business Hours#
Set working hours for each phone number separately. During business hours, calls route to your team or AI agent. After hours, you can send calls straight to voicemail or play a custom message. Turning the Business Hours toggle on doesn't add a Business Hours step to your call flow, so add the step too if you want after-hours routing. Auto-replies work for missed calls and incoming texts, but only on a number with SMS turned on, and the incoming message auto-reply disappears once you assign an AI message bot to the number.
Time zone aware
Business hours respect the timezone you configure for each number, so calls get handled correctly even if your team spans multiple locations.
Number Sharing & Access#
Each phone number can be shared with your team using different access levels:
- Full access — Full control over settings, member management, and usage
- Call & text — Can make calls/texts and see activity
- View only — Can only view call logs and activity
This means you can give your whole team access to a shared support line while everyone else stays limited to calls and texts. Two things to know: organization owners and admins can manage every number whatever the sharing panel says, and the controls on a number's settings page (voicemail, recording, business hours, caller ID) are greyed out for anyone who isn't that number's owner.
Assign caller IDs per number
You can verify your own business numbers as caller IDs and assign them to dialnote numbers. That way, outbound calls display your real business number instead of the dialnote number.
What's Next#
Ready to set up your phone system? Start with these guides:
- Getting Phone Numbers - Purchase local, toll-free, or mobile numbers
- Caller ID - Show your real business number on outbound calls
- Making Calls - Learn the dialer and call controls
- Call Recording - Configure auto-record and transcription
- Voicemail - Set up greetings and message handling
- Call Routing & IVR - Build flows that direct calls automatically
- Call Queues - Hold callers in line during busy periods