Setup Guide & Documentation

Everything you need to configure CallDispatcher and start capturing more calls. Follow this guide to get up and running in minutes.

Quick Start Guide

Get CallDispatcher answering your calls in just a few minutes.

1

Sign Up

Create your account and start your 14-day free trial

2

Configure AI

Set your greeting and emergency triggers

3

Add Technicians

Add your on-call team for emergency dispatch

4

Forward Calls

Forward your business line to your dispatch number

Once you complete these steps, CallDispatcher will begin answering your calls 24/7. You can monitor all activity from your dashboard and adjust settings at any time.

💡 Tip

We recommend testing with a few calls before going live. Call your dispatch number yourself to hear exactly how customers will experience it.

Dashboard Overview

Your command center for monitoring call activity and accessing key features.

Key Dashboard Elements

Your Dispatch Number — This is the phone number customers will reach when you forward your business line. It's displayed prominently at the top with an ACTIVE status indicator.

Usage Statistics — Four key metrics at a glance:

  • Calls This Month: Total number of calls handled
  • Minutes Used: Voice minutes consumed (shows included amount)
  • Emergencies Handled: Calls that triggered emergency dispatch
  • Trial/Subscription Status: Your current account status

Quick Actions — One-click access to common tasks:

  • Customize AI Dispatcher: Edit greeting, personality, and business rules
  • Manage Technicians: Add or edit your on-call team
  • View Call Transcripts: See detailed logs and AI summaries

Recent Calls — A live feed of your most recent calls showing the caller's number, AI summary, timestamp, and status. Click "View All" to see complete call history.

AI Dispatcher Settings

Customize how your AI dispatcher answers calls and interacts with customers.

Greeting & Identity

This is the first thing callers hear when your AI answers. Customize it to match your brand:

  • Include your company name for immediate recognition
  • Keep it friendly but professional
  • The preview shows exactly what callers will hear

Example: "Thanks for calling [Your Company Name], this is the AI dispatch agent. How can I help you?"

Personality & Tone

Define how your AI sounds and behaves on calls using bullet points starting with "-". Common instructions include:

  • Let the caller know they are being recorded
  • Be friendly and professional
  • Speak clearly and at a moderate pace
  • Always confirm important details

Voice Selection Ultimate

Ultimate plan subscribers can choose from 6 professional AI voices to match their brand personality. Each voice has been carefully designed with distinct characteristics:

  • Juniper — Warm and professional (Female)
  • Marcus — Confident and friendly (Male)
  • Sophia — Calm and reassuring (Female)
  • Daniel — Professional and clear (Male)
  • Emma — Energetic and helpful (Female)
  • James — Deep and authoritative (Male)

Select the voice that best represents your company's brand and personality. Changes take effect immediately on new calls.

Business Instructions

Additional Instructions Ultimate — Ultimate plan users can add custom AI instructions to control exactly how the AI handles specific situations. For example: "If commercial account, ask for account number."

Non-Emergency Response — Define how the AI should wrap up non-emergency calls. This field accepts up to 500 characters. Example: "If not an emergency, let them know someone will call back during regular business hours."

Emergency Triggers

These keywords signal an emergency requiring immediate escalation to your on-call technician.

HVAC Emergency Triggers:

  • no heat
  • no AC
  • gas smell
  • carbon monoxide

Plumbing Emergency Triggers:

  • flooding
  • burst pipe
  • sewage backup
  • no water
💡 Tip

Add custom trigger words specific to your business. Type a word or phrase and press Enter to add it to the list. Remove triggers by clicking the × next to them.

Managing Technicians

Add and manage your on-call team who receive emergency dispatch calls.

Your Team

This page shows all technicians who can receive emergency dispatch calls. Each technician entry displays:

  • Name — The technician's name
  • PRIMARY badge — Indicates the default technician for emergency calls
  • Phone number — Where emergency calls are dispatched
  • Notification preferences — SMS and/or Email notifications

Adding a Technician

Click the "+ Add Technician" button to add a new team member. You'll need:

  • Their name
  • Phone number for emergency dispatch
  • Email address (optional)
  • Notification preferences (SMS, Email, or both)

Editing & Removing

Use the Edit button to update a technician's information or change notification preferences. Use Delete to remove a technician from your on-call rotation.

💡 Tip

Always have at least one PRIMARY technician designated. This ensures emergency calls are always routed to someone when triggered.

Call History

View detailed logs of all calls handled by your AI dispatcher.

Call Log Overview

Each call entry shows:

  • Caller's phone number
  • Status badge — Completed, Transferred, Missed, etc.
  • AI Summary — A brief description of what happened on the call
  • Date and time
  • Duration — Length of the call

AI Summary

Each call includes an AI-generated summary that captures the key points. This makes it easy to quickly understand what each call was about without reading the full transcript.

Example Summary: "The caller reported an issue with their HVAC system, which was not classified as an emergency. The dispatcher took a message and scheduled a callback for further assistance."

Full Transcript Pro+

Pro and Ultimate plans include full call transcriptions. Click the expand arrow on any call to reveal the complete conversation transcript, showing exactly what was said by both the dispatcher and caller.

💡 Tip

Use call transcripts to identify common customer questions and improve your AI's responses over time.

Settings

Configure timezone, business hours, emergency modes, and notification preferences.

Timezone & Business Hours

Set your local timezone so the AI dispatcher knows when it's business hours versus after-hours for your company.

  • Your Timezone — Select your timezone (e.g., Eastern Time, Pacific Time). The AI uses this to determine if a call is during or outside business hours.
  • Business Hours Start — When your business day begins (e.g., 8:00 AM)
  • Business Hours End — When your business day ends (e.g., 5:00 PM)

These settings are used when the AI tells callers when to expect a callback. Click "Save Timezone Settings" to apply changes.

Emergency-Only Mode

Prevent non-emergency calls from waking your on-call technician during late night hours. When enabled, only true emergencies (gas leak, flooding, no heat in freezing temps) will trigger escalation during the specified hours. Non-emergencies will be captured for next-day callback.

  • Enable Emergency-Only Mode — Toggle on/off to activate this feature
  • Start Time (emergency-only begins) — When emergency-only mode activates (e.g., 6:00 PM)
  • End Time (normal mode resumes) — When normal dispatch resumes (e.g., 6:00 AM)
  • Apply only on weekends — Optional checkbox to limit emergency-only mode to Saturday and Sunday nights only

The Current Setting display shows your active configuration at a glance (e.g., "Emergency-only from 6:00 PM to 6:00 AM every night").

💡 Tip

Emergency-Only Mode is perfect for protecting your technicians from non-urgent 2 AM calls while still ensuring true emergencies get through immediately.

Email Notifications

Choose which email alerts you want to receive. All notifications are sent to the email address associated with your account.

  • Enable Email Notifications — Master toggle to enable or disable all email alerts
  • Emergency Escalation Alerts — Get notified immediately when an emergency call is escalated to your on-call technician
  • Usage Warnings — Get notified when you reach 80% and 100% of your included minutes
  • Daily Call Summary — Receive a daily email summary of all calls handled (sent at 8 AM your time)

Click "Save Notification Settings" to apply your preferences.

Recommended: Keep Emergency Escalation Alerts and Usage Warnings enabled so you never miss critical updates about your service.

Billing & Plans

Manage your subscription, view usage, and upgrade or change plans.

Current Plan

The top section shows your active plan with:

  • Plan name and price
  • Voice Minutes usage — Progress bar showing minutes used vs. included
  • SMS Messages usage — Progress bar for SMS (Pro and Ultimate plans)
  • Your Features — Quick view of what's included in your plan
  • Renewal date — When your next billing cycle starts

Available Plans

Compare all available plans and switch between them:

Basic ($99/mo)

  • 200 voice minutes
  • Basic AI voice
  • Call summaries
  • No SMS features

Standard ($199/mo)

  • 400 voice minutes
  • Advanced human-like AI voice
  • Warm transfer + whisper
  • Call summaries

Pro ($299/mo)

  • 600 voice minutes + 500 SMS
  • Everything in Standard
  • Two-way text dispatch
  • Missed-call text-back
  • Full call transcriptions

Ultimate ($399+/mo)

  • 600+ voice minutes (customizable) + 750 SMS
  • Everything in Pro
  • Choose your AI voice (6 options)
  • Custom AI instructions
  • Dedicated support

Changing Plans

Click "Switch to [Plan]" to downgrade or "Upgrade to [Plan]" to access more features. Changes take effect on your next billing cycle, and you'll only be charged the difference if upgrading mid-cycle.

Cancellation

Click "Cancel subscription" to end your subscription. Your service will remain active until the end of your current billing period.