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How to set up Octone — first login, numbers (including vanity and 800), divisions, inbound IVR, Yealink phones, sales cards, and roles. Platform operators sign in at /landlord/login.

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Getting started

First login & change temp password

Company setup (logo, name, timezone)

Set the name, timezone, and logo used on the portal, branded login, and Yealink phones.

Landlord — create a tenant and copy the temp password

Create a company, copy the owner temp password once, then turn feature switches on or off.

Forgot password

Request a reset link. Works even when email is not configured yet.

Phone numbers

Buy a phone number

Search available numbers by area code and purchase a DID onto this company.

Vanity and toll-free numbers

Search local, 800-style toll-free, or vanity words like FLOWERS, then buy onto the company.

What happens after you buy a number

Octone attaches the number to Call Control for inbound voice and to the SMS profile when the platform is configured.

Release a phone number

Remove a DID from this company and from phone service. Confirm first — this cannot be undone.

Emergency 911 address

Set the address dispatched with 911 on each US number before people dial out.

Port a number in

Submit numbers, losing carrier, and authorized signer. Track submitted / pending / complete / rejected.

Call flow / IVR

Inbound IVR builder

Greeting, keypad actions, after hours, and activate — Admin → Inbound IVR.

Voicemail

After-hours and missed rings record a caller message. Listen, mark heard, and delete at Admin → Voicemail.

Call queues / hunt groups

Ring a list of extensions one at a time or all at once, then overflow to voicemail or hang up.

Nested IVR menus

A menu key can open another saved playbook, with an optional clip instead of text-to-speech.

Divisions

Split the company into teams like Sales and Support, then route each number to that team’s playbook.

How a live call behaves

What the caller hears from answer through menu digits, transfer, or hangup.

Fallback if no playbook is active

What callers hear when nothing is LIVE on Inbound IVR.

Live wallboard and schedules

See who is available, on a call, or out of office, plus queue depth and missed today.

People & phones

Add users

Create agents and managers, copy the temp password once, and set roles.

Add a Yealink desk phone

Wizard on Extensions & desk phones — copy SIP login once, download cfg, register with the SIP host from Octone, reboot after a logo change.

Softphone (browser)

Provision a user, Register in the browser, then dial or answer.

Assign an extension to a user

Link a desk phone or dial-plan extension to a person from Users or the desk-phone wizard.

Find me / ring my cell

Ring a person's cell when they are out of the office, or at the same time as the desk phone.

Mobile (Octone Phone)

Install the softphone as a home-screen app. Native App Store apps are not in this release.

Messaging & records

SMS inbox and send

Read the flat inbox and send texts from a company number.

Built-in contacts

Octone keeps a mini contact card from inbound numbers and plugin lookup when you do not have an external CRM webhook.

Call log, recording, and listen-in

Filter live calls, play recordings, and monitor / whisper / barge from the call log.

Analytics

Answer rate, missed calls, and talk time from the call log.

Integrations (InstaCRM and plugins)

Bolt-on API key, signed webhooks, recent calls, and click-to-dial — not a CRM.

Alerts (missed calls)

Missed-call rules fire from hangup when a call was never answered.

Sales assist cards

Keyword coaching chips for agents on a live call, plus a simulator to demo without a transcript.

Roles

Landlord vs Admin vs Manager vs User

What each portal shows and who can change what.