Phone and dialer

DispatchMind Phone is the phone system inside DispatchMind. Your business numbers live here, every call and text lands on the right job, and the office can call down a list of jobs without leaving the app. Nothing to install and no separate phone company to deal with.

What you get

• Numbers. Get a new local or toll-free number in a minute, or move the numbers you already have (the Bring your numbers page walks you through it).
• Calls on the job. Call a customer from the job, the quick panel or Messages. Calls go out from your business number, ring in your browser or on your cell, and show up on the job with the recording.
• Texts on the job. Text customers and techs from the app. Replies come back to the same conversation, next to the job.
• The dialer. Pick a list and ring 1 to 5 customers at once. The first person who answers is on your line; the others hear that you'll call right back and go back on the list.
• Voicemail drops. Record a message once. When a call reaches voicemail, drop it and move on.
• Nellie answers. When nobody picks up, Nellie answers in your company's name, books the visit and writes what happened on the job.
• Ring order. Per number: your phones first, then the team, then Nellie, then voicemail. You set the seconds for each step.

Step 1: Get a number

1. Open Phone in the menu, then Numbers.
2. Pick an area code and choose a number, or open Bring your numbers to move the ones you have.
3. Set the ring order for the number.

Texting from a new number needs a one-time registration with the carriers (every US phone company requires it). The Texting registration page files it for you; calls work right away.

Step 2: Pick a list

The dialer works from a list of jobs. Good lists to call:

• Jobs waiting to be scheduled
• Jobs with open balances
• Estimates still waiting on a yes
• Jobs flagged as stuck

Use a saved view or a tag on the jobs list to build the list. See Jobs, tags and search.

Step 3: Call down the list

1. Start the dialer on your list and choose how many lines to ring at once (1 to 5).
2. Your browser phone picks up by itself and the calls go out from your business number.
3. The first person who answers is on your line. The job is on screen while you talk.
4. When the call ends, log how it went with one tap (booked sets the appointment), and the next round rings.

You always see where you are in the list, like "3 of 12," and who's next.

Make every call count

• Update the job before the next call. A note like "Left message, call back Tuesday" saves the next person from calling blind.
• Book on the call. If the customer says yes, put the job on the dispatch board right then. See Dispatch board and calendar.
• Use a voicemail drop. One tap leaves your recorded message and moves on.
• Call at the same time each day. A short block every morning keeps the list from piling up.

Common questions

Does DispatchMind charge for calls? DispatchMind Phone is an add-on with minutes and texts included each month; past that, add a pack. Incoming calls always ring.

Can I keep my main business number? Yes. Move it in from the Bring your numbers page. Your old phone company has to release it, which usually takes a few days.

Can I call from my cell instead? Yes. Under My phone, add your cell and calls can ring there instead of the browser. The customer still sees your business number.

The dialer won't connect. Check that the page has permission to use your microphone, reload, and try again. If it's still not working, write to support@dispatchmind.ai with your company name and what you see.

Related

• Getting paid
• AI Dispatcher: AI built in