Getting Started

1. Creating Your Account

Visit calltone.ai/sign-up and create an account using your email address, Google, or Microsoft login. Once authenticated you will be prompted to create an organization — this is the workspace that holds your agents, phone numbers, contacts, and billing information.

During organization setup you will provide a company name, your industry, and your primary use case (sales, support, or receptionist). These details help CallTone pre-configure sensible defaults such as calling-hour restrictions and compliance settings for your region.

After creating your organization you will land on the guided setup wizard. The wizard walks you through six quick steps: profile, first agent, phone number, test call, campaign basics, and billing. You can skip any step and return to it later from the Setup Guide banner on the dashboard.

2. Dashboard Overview

The CallTone dashboard is your command center. When you sign in you will see:

• Quick stats — total calls today, active campaigns, upcoming appointments, and minutes used this billing cycle.
• Recent calls — a live feed of the most recent inbound and outbound calls with status, duration, and sentiment indicators.
• Setup Guide — a dismissable banner that tracks your onboarding progress and links to any incomplete setup steps.
• Sidebar navigation — quick access to Agents, Campaigns, Calls, Contacts, Appointments, Analytics, Compliance, Settings, and more.

The sidebar also includes access to the Live Call Monitor where you can observe active calls in real time, and the Intelligence page for AI-driven conversation insights.

3. Creating Your First Voice Agent

Navigate to Agents in the sidebar and click Create Agent. You will configure the following:

Name

Give your agent a descriptive name, for example "Sales Outreach - Q1" or "Front Desk Receptionist." The name is internal and is not spoken to callers.

System Prompt

The system prompt defines your agent's personality, knowledge, and behavior. Write it in plain English. Tell the agent who it is, what company it represents, what its goal is on the call, and how it should handle objections. The more specific you are, the better the agent will perform.

Voice Selection

Choose a voice from one of our supported providers — Vapi built-in voices, ElevenLabs, or PlayHT. You can preview each voice before selecting. Consider your audience: a warm, conversational voice works well for appointment reminders while a confident, energetic voice may be better for sales outreach.

Model Selection

Select the AI language model that powers your agent's responses. GPT-4o is recommended for most use cases — it offers the best balance of intelligence and speed. GPT-4o Mini is a great choice when you need faster response times at a lower cost. GPT-3.5 Turbo is the most economical option for simple, scripted conversations.

First Message

This is what your agent says when it answers or initiates a call. For outbound calls a strong opening is critical. Example: "Hi, this is Sarah from Acme Solutions. I'm calling because we help businesses like yours reduce scheduling overhead by 60 percent. Do you have a quick moment?"

4. Getting a Phone Number

Your agent needs a phone number to make and receive calls. Go to Settings → Phone Numbers and choose one of two options:

Option A: Choose from Pool

CallTone maintains a pool of pre-provisioned local and toll-free numbers via our Twilio Messaging Service. Browse available numbers by area code, select one, and it will be assigned to your organization instantly. These numbers support both voice and SMS out of the box.

Option B: Import Your Own Twilio Number

If you already have phone numbers on Twilio, you can import them by providing your Twilio Account SID and Auth Token. CallTone will configure the necessary webhooks on your Twilio number so that calls are routed through the platform. This option is ideal if you want to keep an existing business number that your customers already recognize.

5. Making a Test Call

Before launching any campaign, test your agent with a live call. From the agent detail page, click Test Call. Enter your own phone number and CallTone will initiate an outbound call from your provisioned number to you. Interact with the agent as a real prospect would.

After the call ends, review the call recording, transcript, and AI-generated summary in the Calls section. This is a great time to refine your system prompt, adjust the first message, or try a different voice.

6. Next Steps

Once you are happy with your agent, explore these features to get the most out of CallTone:

• Campaigns — Upload a contact list and launch an automated outbound calling campaign. Configure calling windows, retry logic, and daily limits.
• Appointments — Enable the appointment scheduling capability on your agent so it can book meetings directly into your calendar during calls.
• Analytics — Monitor call volume, average duration, sentiment trends, and conversion rates from the Analytics dashboard.
• Compliance — Upload your Do-Not-Call list, enable consent tracking, and configure calling-hour restrictions to stay TCPA-compliant.
• REST API — Integrate CallTone into your existing CRM, helpdesk, or marketing automation tools via our REST API.
• Team Management — Invite colleagues to your organization and assign roles so your whole team can collaborate on agents and campaigns.