Team Management Overview

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, including billing, except transfer ownership or change the owner.

Member - Standard team members who can make and receive calls, send messages, and view their assigned phone numbers. Members can't invite others, change roles, remove people, rename the workspace, manage billing, or manage API keys.

There are two ways to hand off ownership, and only the owner can use either. Changing a member's role to Owner moves you down to Admin. The Transfer ownership button in Settings → People sends a handover invitation instead: once it's accepted, that person becomes the sole owner, your numbers and contacts move to them, and you lose access to the workspace.

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 → People. 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 Levels#

When sharing a phone number with a team member, you choose their access level:

Full access - Full control over the phone number. Can change settings, manage call flows, and share access with others.

Call & text - 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 skips members on Do Not Disturb or On Call.

There are four statuses:

• Available (green) - Ready to take calls. Incoming calls will ring this person.
• Away (yellow) - Temporarily unavailable. When you set Away yourself, simultaneous ring skips you and sequential ring tries you last. A system-set Away still rings like Available.
• Do Not Disturb (red) - No calls from your call flows or call queues will ring through. A teammate can still transfer a live call to you.
• On Call (blue) - Set automatically while someone's on an active call, so a second call won't ring them mid-conversation.

Team members set their status by clicking their name at the top of the sidebar and opening Set your status. dialnote also handles this automatically: if no dialnote tab or app has been open for 10 minutes, or someone logs out, the system switches them to Away. When they come back, it flips them to Available again. The same goes for the On Call status, which clears once the call ends.

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