Read it top to bottom once (about 12 minutes), then use it as a map. Anywhere you want the deep version, there's a link.
The 30-second version Ring.io is your phone, your texts, your emails, your call history and your CRM in one window. You dial from a list, every touch lands on one timeline per contact, and the boring parts (voicemails, follow-up texts, notes) happen without you.
Set up once, thank yourself forever
Ten minutes. Coffee optional.
Install the app. Ring.io runs in Chrome, and the web phone lives inside the app as a side panel, so there's no second window to babysit. Pin the extension to your toolbar so you can find it later. → Install the Ring.io Chrome extension
Say yes to your microphone. Chrome will ask. Say yes. If you clicked "block" on reflex (we've all done it), you can undo it. → How to reset rejected permissions
Record two things. A voicemail greeting (what people hear when they call you) and a voicemail drop (the message you leave when they don't pick up). The drop is the one that saves you hours. Keep it under 20 seconds and don't read it like a hostage note. → Ring.io Voicemail Drop
Connect your CRM. Ring.io works with Salesforce, HubSpot, Pipedrive, Zoho and friends. Your admin may have done this already. You'll know it worked when contacts show up with names and job titles instead of bare phone numbers, and a small CRM badge appears next to them.
Set yourself Available. Away means calls don't reach you. Useful at 6pm, less useful at 9am. → Available vs Away
The screen you'll live in
Your operational center - Messenger, which is a slightly modest name for what it does. It isn't just texts. It's one timeline per contact with every touch on it: calls, SMS, voicemails, recordings, summaries. Three panes, left to right.
Left: your activity list. Everyone you've touched, newest first, each row showing the last thing that happened. "Outbound SMS." "Completed Outbound call, 50s." "Voicemail received." Use Select a filter to narrow it down when the list gets long. A CRM badge next to a name means that contact is synced.
Middle: the thread. Texts appear as bubbles with delivery ticks. Calls appear as cards showing who dialed, how long it lasted, the Disposition, the Outcome (like "Voicemail dropped"), plus two things worth opening:
Call Summary: an auto-written recap of what happened on the call. Great for skimming a week of history in ten seconds. It's a machine, so if a summary reads oddly, trust the recording over the bullets.
Call Recording: the actual audio, one click away.
If a call card says Disposition: None, that's a small hole in your own reporting. Two seconds to fix, and section 3 explains why it matters.
Right: the web phone. Your contact's card and every action you can take on them:
Control | What it's for |
Caller ID | Which of your numbers the call comes from. Ring Local matches the contact's area code, which lifts pickup rates |
The phone number button | Click it, you're calling |
Email / text template dropdowns | Fire a saved message without leaving the screen |
Dispositions | Log the outcome |
Next action | Queue what happens after this touch |
Call Notes | Type while you talk, then Save to CRM |
The panel has a pin icon. Pin it and it stops disappearing on you.
Keyboard shortcut worth memorizing: Ctrl + K jumps straight to search. Type a name or a number from anywhere.
Your first call
Three ways to start one:
From the web phone panel. Search the contact, click their number. This is the everyday move.
Click-to-call from your CRM. Any phone number in your CRM becomes a button. → Click-to-Call with the Ring.io App
Power Dialer. For when you have a list and no interest in clicking 200 times.
Prefer typing a number cold? That works too. → Searching for a contact or typing a number
While you're on the call, notes and dispositions sit in the same panel as the dial pad. Type notes as you talk. Nobody has ever regretted writing the note during the call.
When you hang up, pick a Disposition. Connected. No answer. Bad number. Meeting booked. This is the two-second click that tells Ring.io what happened, and it drives more than you'd think:
Sequences use dispositions to stop chasing someone who already said yes
Stats use them to show you what's actually working
Future you uses them to remember why this contact went cold in March
Skip them and the whole machine gets dumber.
Getting a list worth dialing
Two paths:
From your CRM. Filter a view, sync it, dial it. Your list stays current without you touching a spreadsheet.
From a CSV. Got a list from an event or a data vendor? Upload it as a contact list. → Uploading a list to the Ring.io App
Contact lists are the fuel for everything else on this page. Power Dialer needs one. Sequences require one. Build good lists and the rest of Ring.io does the work.
The Power Dialer: your daily driver
Click Power Dialer in the left sidebar, pick your list or sequence, hit Start Calling. Ring.io dials, you talk.
Two settings that matter:
Autoprogress: on, and Ring.io moves to the next contact by itself after each call. This is the entire point of the Power Dialer.
Snooze time: how many seconds you get between calls. Enough to finish your note, not enough to check Slack. Start around 5 to 10 seconds and tune it to your own rhythm.
You can also Manage List mid-session to add contacts, and flip between Upcoming and Past Touchpoints to see what's next and what's done.
→ Doing this inside your CRM? Salesforce · HubSpot · Pipedrive
Power Automations: the leverage
Open the Power Automations panel on the right of your dialing screen. Three toggles, and each one handles a no-answer for you:
Toggle | What it does |
Auto-voicemail drop | Detects the beep, leaves your recording, moves on |
Auto-email | Sends a chosen email template when nobody picks up |
Auto-SMS | Fires a text template when there's no live conversation |
You can run all three at once. Voicemail plus an immediate text is a strong combo.
Also worth knowing: Power Automations don't apply inside Sequences. Sequences have their own steps.
Sequences: follow-up that doesn't depend on your memory
A sequence is a cadence: call day 1, email day 3, text day 5, call day 8. You build it once, contacts move through it, and nobody falls through the cracks because you got busy on a Thursday.
The short version of building one:
Basic settings. Name it, attach a contact list, turn on timezone protection (nobody loves a 6am text), link it to yourself or a department.
Exit dispositions. Pick the outcomes that pull someone out of the sequence. "Meeting Booked" belongs here. This is the setting that stops you from emailing a customer who already signed.
Enrollment. Decide whether contacts can re-enroll and what order they get worked in (FIFO is fine to start).
Add actions. Automatic call, email template or SMS template, with a delay on each step.
Turn it on. New sequences start paused. Flip the toggle, or wait a long time for nothing to happen.
Then dial the sequence from the Power Dialer like any other list.
Texts, emails and your talk track
Replies land in Messenger, threaded next to that contact's calls, so you can see the voicemail you left before you answer their text. Check it between dialing blocks. A text reply is a warm lead with a short shelf life. → How to respond to an SMS in Messenger
Templates are what make automations and sequences worth using. Build a handful of each: post-call recap, voicemail follow-up, meeting confirmation, polite last try.
One habit: send yourself a test of any new template before it goes near a prospect. Merge fields that don't fill in properly are visible from space. → Email templates · SMS templates
Call scripts live in the app too, so your talk track sits next to the dial pad instead of in a doc you'll never open. → How to create call scripts
Your numbers
Stats shows your dials, connects, talk time and outcomes. Look at it weekly, not hourly. Two habits worth building:
Compare connect rate by time of day, then move your dialing block there.
Watch talk time on connected calls. Rising usually means better conversations, not slower ones.
If your manager listens in or whispers during live calls, that's Live Monitor. It's coaching, not surveillance, and it's how you get better fast. → Using the Live Monitor
On the road
Ring.io has a mobile app, so calls from your CRM, address book, email or browser go out with your work number instead of your personal one. → Using the Ring.io iPhone app
When something acts up
The fastest way is to write to our support team support@ring.io, but if you don't feel like it:
Symptom | First thing to try |
No audio, or nobody can hear you | Check the mic permission, then the audio device in the web phone settings (gear icon, bottom right) |
App won't load or feels stuck | Run the Web Phone Magic Fixer, then reinstall the extension |
Calls aren't reaching you | Check you're Available and that "receive calls at" points to the right device |
Your calls get flagged as spam | Talk to your admin about number registration and rotation |
Contacts show as bare numbers | CRM connection needs a look |
Notes aren't in your CRM | Check you clicked Save to CRM on the call, not just typed the note |
The one-screen cheat sheet
I want to... | Go here |
Find anyone, fast |
|
Call one person | Web phone panel, or click-to-call from your CRM |
Call 200 people | Power Dialer |
See everything that ever happened with a contact | Messenger, click their name |
Hear what I actually said | Call Recording on the call card |
Get the gist without listening | Call Summary on the call card |
Stop leaving the same voicemail by hand | Power Automations, auto-voicemail drop |
Never forget a follow-up | Sequences |
Reuse my best message | Email and SMS templates |
Sound local | Caller ID set to Ring Local |
Know if I'm improving | Stats |
Not get bothered | Set yourself to Away |
Managing a team rather than working a list? Start with Ring.io for Managers.