Each phone number in dialnote has its own settings page where you can customize how calls are handled, who has access, and what AI features are active. Changes save automatically as you make them, so there's no need to click a save button.
General Settings#
The general settings section covers the basics for your phone number:
Display Name & Icon - Give your number a friendly name like "Sales Line" or "Support" and pick an emoji icon. This helps your team quickly identify numbers in the app.
Outbound Caller ID - Choose what number appears when making outbound calls. You can use the number itself or select a verified caller ID.
International Calling - Enable this to make calls and send texts to international numbers. Keep it off if you only need domestic service.
Pro tip
Use descriptive names that match your business functions. "Main Office" is better than "Number 1" when your team is juggling multiple lines.
Team Member Access#
Phone numbers can be shared with your team. Each member gets one of two access levels:
- Owner - Full control over settings, can add/remove members, delete the number
- Shared User - Can make and receive calls, send messages, and get notifications, but can't change settings
- View Only - Can see call history and recordings, but can't make calls or send messages
Click "Manage Members" to invite team members or change their access levels. Members you add will see this number in their dialnote app and can handle calls routed to it.
Call Features & Recording#
This section controls AI-powered call features:
Auto-Record - Automatically records all inbound and outbound calls. Recordings are stored and accessible from the call history.
Recording Notifications - When enabled, callers hear an announcement that the call is being recorded. You can choose between:
- Voice-based notification (spoken message)
- Audio tone (beep sound)
- No notification
You can set different notification types for inbound vs outbound calls.
Note
Recording settings only apply to human-handled calls. AI agent calls use their own recording configuration.
AI & Intelligence#
This section controls the AI-powered features that run after each call:
AI Transcription - Converts call audio to text automatically. Transcripts appear in your call history and inbox timeline.
AI Summaries - Generates a brief summary of each call with key points and action items. This requires transcription to be on first — you can't get a summary without a transcript.
AI Call Tagging - Automatically categorizes calls based on what was discussed. Tags are applied using the definitions you set up in Settings → AI Call Tags. You can create tags for categories like priority, topic, outcome, and next action.
Pro tip
Turn on all three AI features together for the best experience. You'll get a transcript, a quick summary, and auto-applied tags for every call — no manual work needed.
Call Flow#
The call flow determines what happens when someone calls your number. Without a call flow configured, callers just hear ringing until someone picks up.
With a call flow, you can:
- Play a greeting message
- Build an IVR menu ("Press 1 for sales, 2 for support...")
- Route to specific team members or groups
- Send calls to an AI agent
- Forward to an external number
- Send to voicemail
Click "Configure call flow" to open the visual flow builder where you drag and drop actions to create your routing logic.
Voicemail Settings#
Control how voicemail works for this number:
Enable Voicemail - Turn on to let callers leave messages when no one answers.
Custom Greeting - Write your own greeting message. dialnote converts it to speech automatically. Leave blank to use the default "Please leave a message after the beep."
Maximum Length - Set how long callers can record (30 seconds to 5 minutes).
Voicemail Transcription - Automatically transcribes voicemail messages to text so you can read them without listening.
Hold Music#
Pick what callers hear when they're placed on hold or waiting in a conference:
Built-in music - Choose from three styles: Classical (the default), Ambient, or Electronica. These are hosted by your phone provider and don't require any setup.
Custom URL - Provide your own audio file via an HTTPS URL. This is useful if you want branded hold music or a custom message loop. The URL must use HTTPS.
Business Hours#
Set when your number accepts calls:
Enable Business Hours - Turn this on to define your operating hours. When off, the number accepts calls 24/7.
Time Zone - Select your local time zone so hours are calculated correctly.
Schedule Options:
- Custom - Set different hours for each day of the week
- Weekdays - Same hours Monday through Friday, closed weekends
- Every Day - Same hours all seven days
For each day, pick start and end times, or mark it as closed.
Warning
Enabling business hours here doesn't automatically add a "check business hours" step to your call flow. You'll need to add that step separately in the call flow editor to route after-hours calls differently.
Messaging (SMS)#
Enable or disable SMS messaging for this phone number. When SMS is on, you can send and receive text messages through the inbox.
SMS Toggle - Turns text messaging on or off for this number. Not all numbers support SMS — the toggle only appears if the number has messaging capability.
Scheduled Messages - When SMS is enabled, you can also turn on scheduled messaging to send texts at a specific date and time.
US numbers need A2P registration
If you're using a US local number, you'll need to complete A2P 10DLC brand and campaign registration before SMS will work. This is a carrier requirement, not a dialnote limitation. Go to Settings → Compliance to register your brand.
Auto-Replies#
Set up automatic SMS responses that send when:
- Someone sends you a text message
- You miss a call (with or without voicemail)
You can configure different auto-replies for during business hours vs after hours. This is handy for letting callers know when to expect a callback or providing self-service options.
Deleting a Number#
If you no longer need a phone number, click the Delete button in the top right. This releases the number back to the carrier and removes all associated settings. Call history and recordings are kept for your records, but the number can't be recovered once deleted.