Let’s walk through everything you need to get Calling fully set up, from assigning callers and building teams to customizing your digital receptionist and phone number settings. Whether you’re using it for guest follow-up, prayer ministry, or front desk reception, you’re about to save serious time and build deeper connections.
Step 1: Add Callers
Callers are users who can place and receive calls within your account.
Navigate to the Calling section in your dashboard.
Click “Add New” in the Callers box.
Choose an existing user or admin.
Assign them a 3-digit extension (e.g., 101).
Set their availability hours—you can even set split shifts (like 8–11 AM and 12–5 PM).
Use the copy tool to apply hours across multiple days.
Choose how long before calls go to voicemail (we recommend 15–20 seconds).
Decide whether to announce the caller before the user answers.
Enable voicemail collection, with optional transcription and email notifications.
Set a voicemail greeting using:
Instant Pro Voice Studio (AI voice)
Or your own custom recording
Once saved, you’ll see your new caller listed. You can always edit or delete them using the three-dot menu.
Step 2: Create Teams
Teams allows calls to ring multiple people simultaneously.
In the Calling section, click “Add New” under Teams.
Name your team (e.g., "Prayer Team," "Pastoral Care").
Add users from your list of callers.
Set availability hours for the team—note that individual caller hours must align with team hours.
Choose your voicemail settings, including transcription and notifications.
Decide who on the team should receive voicemail alerts via email.
Customize your team voicemail greeting using Pro Voice Studio or your own voice.
Step 3: Set Up Your Digital Receptionist
Your Digital Receptionist acts like an automated menu for incoming calls.
Scroll to the bottom left of your Calling dashboard and click “Add New” under Digital Receptionist.
Choose a template (like “Church Receptionist”) or start from scratch.
Fill in your church’s:
Name
Website
Address
“New Here” page URL (for Plan A Visit, etc.)
Customizing the Menu
Edit your welcome message to match your tone and church personality.
Set keypad options (e.g., “Press 1 for service times, 2 to plan your visit”).
For each number pressed, add a corresponding action, such as:
Play a message
Forward to a caller or team
Send a text message
Capture a voicemail
Staff Directory Setup
Customize the directory (e.g., “To reach Pastor Megan, press 1”).
Set each keypress to forward to a specific user or team.
Make sure the actions match your welcome message so callers are routed properly.
Decide what happens if no action is taken (e.g., repeat menu, go to voicemail, hang up).
Final Touches
Preview your full script and check for clarity.
Pick your final voice under the gear icon or record your own.
Click Activate, then choose the phone number this receptionist applies to.
Step 4: Adjust Phone Number Settings
Make sure your number behaves exactly how you want:
Click “View All” under your Calling Numbers section.
Click the three dots to edit a number.
Choose whether the number:
Accepts texts and incoming calls
Goes to a Digital Receptionist
Routes to a live receptionist first, then to the digital menu if unavailable
Adjust ring duration, availability hours, and fallback actions.
Final Thoughts: Make It Yours
Your church’s voice matters—literally. The templates get you 90% of the way there, but personalize your messages so they sound like you. Use language your guests will recognize. Set clear next steps. And always test your flow before going live.
If you need help at any point:
Use the chat button inside your account
Email us at support@textinchurch.com
Ready to create more intentional connections?
Get your Calling system fully set up today and let your phone ministry start working for you—automatically.