Phone system
See the assistant's and office's numbers, manage the number name and call recording, and make forwarding changes with your consultant.
3 min read
Phone System shows your agency's numbers on the Squaremeters phone system: the number the AI voice assistant works on, a second line for ads if you have one, and how these numbers handle incoming calls. The assistant's ability to answer your phone depends on the settings here, so this article separates what you can change yourself from what you should leave to your consultant.
Before you start
- This page is visible to users with the Admin role.
- The assistant's number is assigned and connected to the assistant by the Squaremeters team during setup. How to forward your existing office line to the assistant is covered in Phone numbers and forwarding.
View your numbers
- Open Settings → Phone System.
- The Phone Numbers tab lists your numbers and their names. Numbers connected to the assistant are saved with a clear name during setup (e.g. "Elif · Voice assistant", "Meta ads line").
- To see a number's settings, open Edit Configuration from the three-dot menu at the end of the row.
Number settings: what can you change?
- On Basic Details you can update the number's name so the team understands it.
- You'll see the Call Recording and recording notice settings. Thanks to these, the assistant's recordings and transcripts can be played back in the inbox. See Call logs and summaries.
Important
If calls are recorded, callers must be informed. A notice is added to the assistant's greeting during setup. If you want to switch recording off or change the notice, write to your consultant. See Data privacy and KVKK.
Forwarding: leave it to your consultant
- A call arrives on your office line and, through operator or PBX forwarding, reaches the assistant's number, where the assistant answers.
- What you can change freely: the number's name and users' own call settings (My staff).
- Ask your consultant: the Call Forwarding tab, the timeout, the number's link to the assistant, adding or removing numbers, or requesting a new one.
Heads up
If you change the destination or timeout on the Call Forwarding tab, calls may never reach the assistant or may drop to voicemail. Deleting a number means the assistant misses every call on that line. Always tell your consultant first before changing these settings.
Which number does the assistant use for live transfers?
The numbers the assistant rings when transferring a hot lead to an agent are set in the assistant's own settings, not on this page. What to do when an agent's number changes is covered in Live transfer. Don't use the office line as a transfer number; if the line is forwarded to the assistant, the call comes straight back to it.
Example
Atlas Emlak's office line is forwarded to the assistant out of hours. There's also a second number for Meta ads; every call to it goes straight to the assistant and the opportunity source is recorded as "Meta ads". Broker Burak Aydın renames the numbers so the team understands them; when he wants a third number for a new development, he writes to his consultant.
Common issues
Calls aren't reaching the assistant. First check the forwarding on your office line. If the problem continues, don't touch the settings; write to your consultant.
The recording isn't in the inbox. Call Recording may be off. Write to your consultant.
I'd like a new number. Turkish numbers are assigned and connected to the assistant by our team. Write to your consultant.
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Didn't solve your problem?
Ask the assistant or message our support team.