Aircall Client Workspace Setup (Onboarding)

Aircall Client Workspace Setup (Onboarding)

1. 01

   Create a new workspace in Aircall for the client

   Log into the Aircall dashboard, navigate to Workspaces, and click 'Create Workspace'. Name it after the client and set the time zone to match their primary business hours.

2. 02

   Provision phone numbers and assign to team members

   In the Numbers section, purchase or port local numbers as needed. Assign each number to a user under the Users tab, ensuring each license holder has a direct line.

3. 03

   Configure IVR and call routing

   Go to the Routing tab, create an IVR menu with business hours rules. Set up ring groups and forward rules so calls reach the right team member or queue.

4. 04

   Enable call recording and transcription

   Under Settings > Recording, toggle call recording on for compliance. In the AI section, enable AI Assist for real-time transcription and coaching.

5. 05

   Integrate with client's CRM

   Use the Integrations page to connect Salesforce, HubSpot, or Zendesk. Map call data fields so incoming and outgoing calls log automatically.

6. 06

   Set up SMS and MMS capabilities

   In the Messaging settings, enable SMS/MMS for the assigned numbers. Configure auto-replies and templates for common client inquiries.

7. 07

   Train client staff on the softphone app

   Schedule a walkthrough of the desktop and mobile apps, covering click-to-dial, call transfer, and how to use the shared inbox for team collaboration.

8. 08

   Run a pilot test and validate workflows

   Place test calls through the IVR, check CRM sync, and confirm AI Assist captures transcripts. Adjust routing rules based on the pilot results.