How to Use AirCall

AIRCALL USER MANUAL

This user guide provides comprehensive instructions on using AirCall, a cloud-based phone system. It includes detailed steps for setting up your account, making and receiving calls, managing voicemails, and using integrations to optimize your workflow.

I. INTRODUCTION TO AIRCALL

AirCall is a modern, cloud-based phone solution designed to support businesses with scalable and efficient communication tools. It is suitable for customer support, sales teams, and internal collaboration.

Purpose of AirCall:

a. To enable seamless communication through voice, SMS, and call management tools.

b. To improve team productivity by integrating with CRM and helpdesk platforms.

c. To provide a centralized system for tracking and managing call data.

Key Features:

a. Supports voice calls, SMS, and voicemail.

b. Offers call queueing, IVR (Interactive Voice Response), and shared numbers.

c. Integrates with tools like Salesforce, HubSpot, and Slack.

Platform Availability:

a. Accessible via desktop apps for Windows and Mac.

b. Mobile apps available for iOS and Android devices.

c. Supports web-based login for quick access.

II. SETTING UP YOUR AIRCALL ACCOUNT

Before using AirCall, you need to log in and configure your account settings.

Receiving Your Invitation:

a. Look for an email invitation from AirCall with a link to set up your account.

b. Open the link and follow the instructions to create your profile.

Creating an Account:

a. Enter your name, email, and password as prompted.

b. Accept the terms and conditions to proceed.

Downloading the App:

a. Install the AirCall desktop app from AirCall’s website.

b. Download the mobile app from the Apple App Store or Google Play Store.

Logging In:

a. Open the app or web portal and enter your credentials.

b. If required, set up two-factor authentication for added security.

Configuring Your Profile:

a. Update your profile picture, time zone, and language preferences in the settings menu.

b. Link your account to a phone number assigned by your administrator.

III. MAKING AND RECEIVING CALLS

AirCall offers an intuitive interface for handling inbound and outbound calls.

Making Outbound Calls:

a. Open the AirCall app and access the Dialer.

b. Enter the phone number or search for a contact in the directory.

c. Click the Call button to initiate the call.

Receiving Inbound Calls:

a. Ensure the app is running and notifications are enabled.

b. Answer calls by clicking the Accept Call button.

c. Use Reject Call if you are unable to answer, sending the call to voicemail.

Using Call Controls:

a. Hold: Place the caller on hold while you attend to another task.

b. Transfer: Redirect the call to another team member or department.

c. Mute: Temporarily silence your microphone during a call.

Ending a Call:

a. Click the Hang Up button when the conversation is complete.

b. Log notes about the call for future reference, if applicable.

IV. MANAGING VOICEMAILS AND CALL HISTORY

AirCall ensures that missed calls and voicemails are organized for easy access.

Accessing Voicemails:

a. Open the app and navigate to the Voicemail tab.

b. Click on a message to listen to it.

Managing Voicemails:

a. Mark messages as read or unread to organize your inbox.

b. Use the Delete option to remove unnecessary messages.

Reviewing Call History:

a. Open the Call History tab to view recent activity.

b. Filter calls by date, type (missed, incoming, outgoing), or contact.

Following Up on Missed Calls:

a. Identify missed calls in the Call History section.

b. Return calls promptly or leave a voicemail if necessary.

V. USING AIRCALL FEATURES

AirCall provides advanced tools to enhance communication and collaboration.

Call Queueing:

a. Handle multiple incoming calls with the queueing system.

b. View the queue status and prioritize high-priority calls.

Shared Numbers:

a. Use shared numbers to distribute calls among team members.

b. Monitor call activity for shared numbers in the analytics section.

Call Tags and Notes:

a. Tag calls with relevant labels (e.g., Sales Inquiry, Support Issue).

b. Add detailed notes for context and follow-up actions.

Interactive Voice Response (IVR):

a. Guide callers through a menu of options using IVR.

b. Set up IVR in your settings to route calls efficiently.

VI. INTEGRATING AIRCALL WITH OTHER TOOLS

AirCall integrates seamlessly with many productivity tools to streamline workflows.

Connecting to CRMs:

a. Integrate with tools like Salesforce or HubSpot to sync call data.

b. Automatically log calls and notes in your CRM for better tracking.

Linking with Helpdesk Software:

a. Use AirCall with platforms like Zendesk to manage support tickets.

b. Route calls directly to support agents based on their availability.

Slack and Email Notifications:

a. Set up notifications for missed calls and voicemails in Slack or email.

b. Collaborate with teammates directly from the notification channels.

VII. TROUBLESHOOTING AND SUPPORT

Common Issues:

a. Cannot Make or Receive Calls: Ensure your internet connection is stable.

b. Audio Problems: Check your microphone and speaker settings.

c. Login Issues: Reset your password if you can’t log in.

Accessing Support:

a. Visit the AirCall Help Center.

b. Contact your administrator for assistance with account-related issues.

Reporting Problems:

a. Use the Report a Problem option in the app settings to send feedback.

b. Provide detailed information about the issue for quicker resolution.

VIII. BEST PRACTICES FOR USING AIRCALL

Optimize Your Workspace:

a. Use a high-quality headset for clear audio during calls.

b. Keep the app running to ensure you don’t miss important calls.

Maintain Professionalism:

a. Use polite language and active listening during all calls.

b. Log accurate notes and tags for better team coordination.

Secure Your Account:

a. Use strong passwords and change them regularly.

b. Enable two-factor authentication for added security.

Monitor Call Performance:

a. Review call analytics regularly to identify areas for improvement.

b. Collaborate with teammates to enhance overall communication quality.

By following this detailed guide, workers can effectively use AirCall to manage calls, voicemails, and integrations, ensuring smooth and professional communication within their organization.

IX. YOUTUBE GUIDE

Scan QR code or use link below to check video user guide on YouTube platform:

Updated on: 18/12/2024