September 8, 2018

Keypad Cloud Phone System Product Updates — September 2018

The developers at Smith.ai have been hard at work over the last few months adding new features to Keypad, Smith.ai's cloud phone system. Some of these features, like fax-by-email and imported contact lists, were your direct requests; others were planned feature releases that we anticipate you will love.

Here's what's new with Keypad since our last two updates announcing SIP support for VOIP desk phones and soft phones and the Keypad iPhone app.

Bulk-import your contacts

Uploading your contacts to Keypad just got a lot easier. Now, on the Contacts page, you can import a CSV of contacts' names and phone numbers. Download the list from Google, Outlook, or whatever phone or contacts app you use for your business, and easily upload it into Keypad.

Our system automatically checks for duplicates and updates records with new contact information, so you never have to fuss with removing duplicates yourself or keeping track of the last contact you uploaded.

Outbound fax & fax-by-email

When we initially released Keypad, the fax add-on service was inbound-only. Now, for the same price of $10/month, you can receive and send faxes. To send a fax, you have two options:

1. Send a fax in the Keypad web app (i.e., while logged in on a desktop or mobile browser).

  1. Log in to your account
  2. Click on "Send Fax"
  3. Enter the fax number
  4. Upload the PDF (must be a single document, 8.5 x 11 letter size)
  5. Click "Send fax."

2. Send a fax via email.

  1. Log in to the email account that your Keypad account is registered under.
  2. In the "To" field in a new email message, enter phonenumber@fax.smith.ai, e.g., 18881234567@fax.smith.ai (Note the "1" U.S. country code before the area code. The country code  must always be included).
  3. Attach a single PDF (8.5 x 11 letter size, only) to the email.
  4. Optional:  When you send a fax by email, we will automatically create a fax cover sheet that auto-populates from your email subject ("Re:") and body ("Comments"). This way, you don't have to manually create and merge a cover page into your PDF for every fax you send.

You can review your fax history on the "Fax History" page to view the status of your faxes (e.g., successfully transmitted or failed).

You can review your fax history on the "Fax History" page to view the status of your faxes (e.g., successfully transmitted or failed).

Analyze missed calls

Now, when you miss a call, the email notification you receive includes not just the time and caller's number, but also the sequence of the missed call. See each step in the call routing path that the missed call followed, so you can identify ways to reduce missed calls through improved call routing.

For example, if you're missing calls because you and your team members are busy, you might consider adding a back-up line to our virtual receptionists who can handle overflow calls while you're on another call, in a meeting, or just not able to accommodate an interruption.

Record outbound calls & disable call-recording notifications

Initially, the call recording add-on that is available for $10/month only recorded inbound calls. Now, outbound calls are automatically recorded, too, so you never have to worry about who initiated the call and whether it's being recorded.

Additionally, while "call recording" notifications are automatically played to callers (inbound) and call recipients (outbound) when call recording is enabled in your Keypad account, we have added the option to turn off these notifications, as we understand your business may require extra discretion.

Keep in mind that the notifications are enabled by default to ensure compliance with all federal, state, and municipal laws. Please be very careful to review all laws that apply to your place of business before disabling call recording notifications. Smith.ai is not responsible for your compliance with call recording laws.

To turn off call recording notifications:

  1. Log in to Keypad
  2. Go to "Keypad numbers"
  3. Click on the "gear" icon for the number you wish to disable call recording notifications
  4. Un-check the box for "Let callers know they are being recorded."
  5. Click "Save"

Note: If you need help transcribing call recordings, we researched the best services on the market and we have decided to recommend Descript, which is easy, fast, and inexpensive. Here's a handy guide to transcribing your call recordings with Descript.

Coming soon to Keypad

Many new features are in the works, but here are the two most-requested ones on our feature-release calendar:

  • MMS: Soon you'll be able to send and receive photos via text message from any Keypad number.
  • Android app: Hot on the heels of the Keypad iPhone app, the Android app will give you the ability to make calls, and send and receive texts, from any Keypad number.

We'll alert you as soon as these and other additions to the Keypad cloud phone system are available.

Questions or requests?

Keypad is the most advanced and affordable cloud phone system for small businesses, and our goal is to provide you with a reliable, easy, and fully featured solution for routing, tracking, and analyzing your calls. If there are features that are not currently part of Keypad that you'd like to see added, please email us at keypad@smith.ai.

We built Keypad based on a lot of feedback from our early customers, and we continue to rely on individuals to "kick the tires" and help us improve the product so it meets your needs. Really, we mean it — don't be shy with your requests!

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