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Quick start
Use these in order to connect calls safely, prove the setup works, and handle the first real opportunity.
Reviewed August 8, 2026
Owner: Product & Customer Success
1 of 3 · About 1 minute
Finish business setup. Handled Calls then prepares your number and helps connect forwarding. Customer calls are not live yet.
2 of 3 · About 1 minute
Place one private test call. Handled Calls checks the caller match, assistant connection, disclosure, and saved call record.
3 of 3 · About 90 seconds
Review the request, urgency, address, summary, and recording when available. Schedule the job when it is a fit.
Understand the daily workflow and what to do when you first open the app.
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.
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.
Treat To do as your action list. If a lead remains there, someone still needs to decide what happens next.
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.
Handled Calls turns missed calls and busy moments into clear next steps, while you stay in control of every customer decision.
Calls, voicemails, and supported online requests arrive in Leads instead of getting buried in a phone log, inbox, or memory.
Summaries, transcripts, notes, and customer details help you understand the request without piecing everything together yourself.
To do holds work that needs action. Waiting holds follow-up in progress. All lets you find earlier leads whenever you need them.
Your hours, service area, booking preferences, call-handling choices, and notifications tell your virtual assistant how to represent your business.
Use summaries to move faster, then check the recording or transcript before committing to an unusual price, time, or request.
When a lead becomes real work, calls, notes, jobs, and review follow-up stay connected in one simple workspace.
Review each opportunity, save the right customer context, and turn ready work into a scheduled job.
Leads is the starting point for incoming customer activity. Each item shows who contacted you, what they need, and the clearest next action.
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.
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.
Refresh the app once and check your connection. If the lead still looks wrong, contact support with the caller and time.
Open a lead to review the customer request, call summary, contact information, history, notes, and next actions in one place.
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.
Open More in the call details, then choose Remove call from workspace. This removes the call, its saved transcript and recording access here. Provider copies and backups follow separate deletion processes; linked customer and job records stay in your workspace. Request broader data deletion when needed.
The summary saves scanning time. Check the transcript or recording before promising a price, arrival window, or unusual service.
Use Add customer when a lead is a real prospect or relationship you want to recognize and keep.
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.
Save real prospects and customer relationships. Leave spam, wrong numbers, and unrelated inquiries out of Customers.
Schedule ready work directly from a lead so the appointment, customer, notes, and original call context stay connected.
Handled Calls creates or connects the customer, adds the appointment to Jobs, and removes the completed task from To do.
The original request and your notes travel with the job, giving the person doing the work the context they need.
Keep scheduled work, customer records, and the way your virtual receptionist operates up to date.
Jobs is where booked work lives. Choose Agenda, Week, or Calendar, then use Filters when you need to narrow the schedule. If the page is empty, no job matches the view and filters you selected.
Open Agenda each morning, then check Week before the day ends for work still waiting on a status update. In Calendar, Today returns you to the current date.
Accurate statuses improve customer history, team handoffs, review follow-up, and business reporting.
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.
Add a customer manually when the relationship began outside a captured call, such as a referral, walk-in, or known repeat customer.
Future calls and jobs build one clear history, so your team can respond with context instead of starting over.
Settings controls how Handled Calls represents your business, including call handling, availability, service area, booking, reminders, team access, and security.
Change one call-handling setting at a time, save it, and place a test call. Support can help with phone routing.
Accurate settings help the virtual receptionist sound like your business and reduce manual cleanup later.
See the value Handled Calls is creating, build stronger review follow-up, and know where to turn when something is unclear.
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.
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.
Review answered calls, booked jobs, recovered opportunities, and repeated reasons that leads still need manual follow-up.
Use what you learn to improve hours, service area, booking rules, call handling, and follow-up habits.
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.
Email hello@handledcalls.com with your business name, the lead or job involved, and what you expected to happen.
Support can help with setup, call routing, virtual receptionist behavior, and understanding a specific lead or job.