Building a team in dialnote is straightforward. You can invite colleagues, assign roles that match their responsibilities, and control exactly which phone numbers each person can access. Whether you're managing a small sales team or a growing support department, dialnote's team features keep everyone organized.
Understanding Team Roles#
dialnote uses three roles to control what team members can do:
Owner - The person who created the organization. Owners have complete control over the account, including billing, all settings, and the ability to manage every team member. There's one owner per organization, but an owner can hand the role off by transferring ownership to another member (which moves the previous owner down to admin).
Admin - Trusted team members who can invite others, manage settings, and configure phone numbers. Admins can do most things an owner can, except change billing details or transfer ownership.
Member - Standard team members who can make and receive calls, send messages, and view their assigned phone numbers. Members can't invite others or change organization settings.
Start small
When adding someone new, start them as a Member. You can always upgrade their role to Admin later if they need more permissions.
What Team Members See#
Every team member gets their own dashboard showing calls, conversations, and contacts. What they can access depends on their role and which phone numbers you've shared with them.
The team list lives in Settings → User Management. Here you'll see:
- Everyone who's joined your organization
- Each person's role (owner, admin, or member)
- When they joined
- Any pending invitations waiting to be accepted
Phone number access
Adding someone to your team doesn't automatically give them access to your phone numbers. You'll assign specific numbers during the invitation process or afterward in phone number settings.
Team size depends on your plan
How many people you can add is set by your plan's user limit. If you hit the cap when sending an invitation, you'll see a "user limit reached" message — upgrade your plan to add more seats.
Phone Number Access Levels#
When sharing a phone number with a team member, you choose their access level:
Owner - Full control over the phone number. Can change settings, manage call flows, and share access with others.
Shared User - Can make and receive calls, send messages, and view call history. Can't change phone number settings.
View Only - Can see call history and recordings but can't make calls or send messages from this number.
Availability Status#
Each team member has an availability status that affects call routing. When an incoming call hits a ring group or queue, dialnote only rings members who are marked as available.
There are four statuses:
- Available (green) - Ready to take calls. Incoming calls will ring this person.
- Away (yellow) - Temporarily unavailable. Calls skip this person and go to the next available member.
- Do Not Disturb (red) - Fully offline. No calls will ring through.
- On a call - Set automatically while someone's on an active call, so a second call won't ring them mid-conversation.
Team members set their status from the status indicator in the app. dialnote also handles this automatically — if someone is inactive for 10 minutes, the system switches them to Away. When they come back, it flips them to Available again. The same goes for the on-a-call status, which clears once the call ends.
Call routing depends on status
If all team members assigned to a phone number are set to Away or Do Not Disturb, incoming calls will follow the fallback action in your call flow — typically voicemail or a forwarding number.
Next Steps#
Ready to build your team? Here's what to do next:
- Invite team members - Send invitations and assign phone numbers
- Understand roles - Learn what each role can and can't do
- Set availability - Configure when team members receive calls