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Learn Handled Calls

Start from the very beginning or jump to one task. Every lesson explains what to select, what you should see, and what happens next.

Start with your first login Open Handled Calls
Handled Calls mobile Leads screen showing incoming opportunities, customer details, and follow-up actions.

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Search for a task, or tap any topic button to go directly to that lesson.

First login How it helps Leads Lead details Create a customer Schedule a job Jobs Customers Settings Reviews and insights Support

Learn by task

New to Handled Calls? Read from the top. The bold names in this guide match the buttons and tabs in the app. On a phone, the main menu is along the bottom of the screen.

Get started

Understand the daily workflow and what to do when you first open the app.

First login

After you sign in, choose Leads from the main menu. On a phone, it is at the bottom of the screen. On a computer, use the main navigation.

Leads screen showing the weekly summary and To do queue.
Start with the daily summary, then open the newest item in To do. View full screenshot

What to do

  1. Choose Leads, then choose the To do tab.
  2. Tap or click the newest lead to see the caller, request, summary, notes, and next actions.
  3. Choose Schedule job, Add customer, or Mark handled.

What happens next

The action you choose keeps the customer context connected and moves completed follow-up out of To do. New accounts do not receive live calls until Handled Calls activates the assigned number and call forwarding is connected.

A good daily habit

Treat To do as your action list. If a lead remains there, someone still needs to decide what happens next.

If there are no leads yet

That can be normal on a new account. You do not need to create a lead yourself. Real leads appear after activation and call forwarding are complete and Handled Calls receives a customer call or supported request. If you expected a lead, refresh once. If it still does not appear, contact support with the caller’s number and approximate call time.

How Handled Calls helps

Handled Calls turns missed calls and busy moments into clear next steps, while you stay in control of every customer decision.

Captures the opportunity

Calls, voicemails, and supported online requests arrive in Leads instead of getting buried in a phone log, inbox, or memory.

Organizes the context

Summaries, transcripts, notes, and customer details help you understand the request without piecing everything together yourself.

Keeps the next step visible

To do holds work that needs action. Waiting holds follow-up in progress. All lets you find earlier leads whenever you need them.

Follows your business rules

Your hours, service area, booking preferences, greeting, and notifications tell the virtual receptionist how to represent your business.

Keeps you in control

Use summaries to move faster, then check the recording or transcript before committing to an unusual price, time, or request.

Builds the customer record

When a lead becomes real work, calls, notes, jobs, and review follow-up stay connected in one simple workspace.

Handle new work

Review each opportunity, save the right customer context, and turn ready work into a scheduled job.

Leads

Leads is the starting point for incoming customer activity. Each item shows who contacted you, what they need, and the clearest next action.

Leads To do queue showing customer requests and clear next actions.
Open a lead to review the request and choose what happens next. View full screenshot

What the tabs mean

  • To do: new or unresolved leads that need a decision.
  • Waiting: follow-up that is waiting on a response or next step.
  • All: every lead, including work you have already handled.

How to stay current

Work from the top of To do and keep it short. Use search and All when you need to find an earlier caller or request.

If the list is empty

An empty To do list means no lead needs action right now. An empty All list usually means the account has not received a real lead yet. Once setup is live, new handled calls and supported requests appear here automatically.

If something looks stale

Refresh the app once and check your connection. If the lead still looks wrong, contact support with the caller and time.

Lead details

Open a lead to review the customer request, call summary, contact information, history, notes, and next actions in one place.

Lead details screen focused on the customer request, call summary, decision, and notes.
Confirm the request, urgency, and address before calling, texting, or scheduling. View full screenshot

Before you act

  1. Read the customer request and call summary.
  2. Confirm the phone number and address when available.
  3. Add a note if your team should remember something.

Choose the next action

Schedule job when the work is ready, Add customer when the relationship is worth keeping, or Mark handled when no follow-up remains. Text opens your device’s messaging app with suggested wording; it does not send an owner-authored message inside Handled Calls.

When to verify

The summary saves scanning time. Check the transcript or recording before promising a price, arrival window, or unusual service.

Create a customer

Use Add customer when a lead is a real prospect or relationship you want to recognize and keep.

What to do

  1. Open the lead.
  2. Select Add customer.
  3. Review the saved details in Customers.

What happens next

The new customer record keeps their contact details, notes, calls, and future jobs together. The lead stays in To do until you handle the remaining follow-up.

Keep the list useful

Save real prospects and customer relationships. Leave spam, wrong numbers, and unrelated inquiries out of Customers.

Schedule a job

Schedule ready work directly from a lead so the appointment, customer, notes, and original call context stay connected.

Jobs screen showing scheduled work and the Schedule job button.
Scheduled work appears in Jobs with the customer context attached. View full screenshot

What to do

  1. Open the lead and select Schedule job.
  2. Choose the date, time, assignment, status, and job notes.
  3. Review the details, then save the job.

What happens next

Handled Calls creates or connects the customer, adds the appointment to Jobs, and removes the completed task from To do.

Why start from the lead

The original request and your notes travel with the job, giving the person doing the work the context they need.

Run the day

Keep scheduled work, customer records, and the way your virtual receptionist operates up to date.

Jobs

Jobs is where booked work lives. Use Agenda or Calendar to choose the view, then Today or All to choose the date range. If the page is empty, no job is scheduled in the range you are viewing.

Jobs screen showing scheduled work with customer, time, description, status, and assignment.
Each job keeps the appointment, work summary, status, and assignment together. View full screenshot

What to do

  • Review today’s appointments and assignments.
  • Open a job to update its status or notes.
  • Mark completed work accurately.

A good daily habit

Open Today each morning, then check All jobs before the day ends for work still waiting on a status update.

Why status matters

Accurate statuses improve customer history, team handoffs, review follow-up, and business reporting.

Customers

Customers is your saved list of people you want to recognize, contact, schedule, and serve again. It can be empty until you add a customer or schedule a job from a lead.

What to keep current

  • Name, phone, email, and service address.
  • Private notes your team should remember.
  • Calls and jobs tied to that customer.

When to add manually

Add a customer manually when the relationship began outside a captured call, such as a referral, walk-in, or known repeat customer.

What happens next

Future calls and jobs build one clear history, so your team can respond with context instead of starting over.

Settings

Settings controls how Handled Calls represents your business, including call handling, availability, service area, booking, reminders, team access, and security.

Check these first

  • Business type: helps call handling match your trade.
  • Greeting: sets the opening tone.
  • Ring First: gives your phone the first chance to answer.
  • Service area: helps qualify leads by location.

Make changes safely

Change one call-handling setting at a time, save it, and place a test call. Support can help with phone routing.

Why this matters

Accurate settings help the virtual receptionist sound like your business and reduce manual cleanup later.

Grow and get help

See the value Handled Calls is creating, build stronger review follow-up, and know where to turn when something is unclear.

Reviews and insights

Track whether answered calls become booked jobs, then make it easier for satisfied customers to share feedback. A new account may show little or no information here until real calls and completed jobs exist.

Current customer follow-up settings showing saved review links and operational notification controls.
Configure the review link and operational notifications here; send satisfaction checks from completed jobs. Open the app

Build reviews thoughtfully

After a completed job, send one satisfaction check to a customer with logged SMS consent. A positive reply automatically receives one of your saved review links; a negative reply stays visible for personal follow-up.

What to watch

Review answered calls, booked jobs, recovered opportunities, and repeated reasons that leads still need manual follow-up.

What to do with the pattern

Use what you learn to improve hours, service area, booking rules, call handling, and follow-up habits.

Support

If you are unsure what happened or what to do next, tell us what you were looking at. We will help you sort it out.

How to get a fast answer

Email hello@handledcalls.com with your business name, the lead or job involved, and what you expected to happen.

Three quick checks

  1. Refresh the app once if a lead looks stale.
  2. Check phone forwarding or Ring First if calls are not reaching Handled Calls.
  3. Review Settings if the greeting, service area, availability, or review workflow feels wrong.

You are not on your own

Support can help with setup, call routing, virtual receptionist behavior, and understanding a specific lead or job.

Still need help? We’re here.

Send us the lead, job, or setting you are looking at and what you expected to happen. We will help you find the next step.

Email support Open Handled Calls