VAs

Virtual Assistants or VAs, offer administrative assistance remotely. They offer a wide range of options to help you out in your business. We're unlocking the secrets to equipping your VA with a U.S.-based number - no passport required. From a do-it-yourself guide for your VA using Google Voice to having your U.S. team handle the setup, we've got you covered. And if you're craving alternatives, we serve up those too. Buckle up, you're about to become a master in virtual communication.

1. New Google Account: Your US-based team member (let’s call them Sam) creates a new Google Account.
2. Google Voice Setup: Sam, now logged into this new account, visits voice.google.com to set up a Google Voice number.
3. Verification: As part of the setup, Google asks for a US-based number for verification. Sam enters their US number.
4. Sharing the Details: Once everything is set up, Sam hands over the login details (email and password) for this new Google Account to the VA (let’s call them Alex).
5. VA Login & Test: Alex logs into the new Google Account from their location. They test Google Voice.

But remember, if Google senses Alex is logging in from outside the U.S., it might limit access. To dodge this, Alex can use a VPN simulating a U.S. location. That’s your safety net!

While Google Voice is our go-to because it’s free and generally easy to set up, it’s not the only player in the game. There are several other options to arm your VA with a U.S.-based number. Let’s name-drop a few:

1. Good ol’ Skype! You can get a U.S. based number here for a small fee. Plus, it’s well-known and widely used.
2. Grasshopper: It’s like a PBX for your VA’s cell phone. U.S. numbers, custom greetings, multiple extensions - it’s got it all, but it comes at a price.
3. RingCentral: Another robust solution that offers a U.S. number, among other features. It’s not free, but it’s highly reliable and versatile.

So there you have it. Google Voice or not, you’ve got options to make sure your VA can make and receive calls. Choose the best fit and keep that communication flowing!

Inbound Calls

Now let's set up your Profit Dial number to ring your VA. We will be using a Call Flow to set this up. With the customizability of Call Flows you can personalize this to your needs. But for now let's set up a basic one.

1. Click Marketing on the navigation bar, then click Call Flows
   
   
   
   
   
2. Click Add New Call Flow
   
   
   
3. Add a Forwarding Module to your Call Flow, then put your VA's number in the destination number area, and finally click Forwarding Branch.
   
   
   
   
   
   
   
   
   It is Important for this next step that you have No Answer selected. 
   
   
   
   
4. Add a voicemail module, and ether type out your voicemail for the automated system to read or record your own voicemail.
   
   
   
   
   
   
   
   
5. Save and close this Call Flow. Then navigate to your numbers section from Call Flows.
   
   
   
6. Click the three dots then edit number
   
   
   
   
   
7. From there we will assign the Call Flow we just made to the number. And of course don't forget to save and close
   
   

Listening to your VAs Calls

As a little bonus, I've included this short snip-bit on how to record and listen back to any calls your VA makes and receives.

1. In the number section click the Disabled button under the Call Recording Section.
   • Enable Incoming calls, Outgoing Calls and depending on where you live, you legally have to enable Notice of Call Recording if you record phone calls.
     
     
     
   • If you enabled the Notice of Call Recording, click the arrow so it points to System Recording then choose ether the Male or Female notice. Then save your changes.
     
     
     
2. To listen to a call, navigate to the Profit Dial Inbox.
   
   
   
3. Under the Inbox section, click recordings
   
   
   
4. There you will see a list of all your recordings with a time stamp of when the call took place, if you called or they called, the contact name, the number of the contact, the profit dial number name, the call duration, and finally a button to listen to the recording that indicates if it is a voice mail or a call recording . You can see this in the screenshot below with sensitive information redacted.
   
   
   
   
   
5. Clicking the Voicemail or Call Recording symbol, will bring you to a menu giving the number of the Contact, a restart option, a play/pause option, an option to download the recording, and a volume slider.

Get your VA Dialing: Outbound Calls with REI BlackBook

So, you want your VA to make outbound calls using REI BlackBook? You're in the right place. All it takes is a little setup and a dash of delegation. Your VA will need a REI BlackBook account, which you can easily set up by adding them as a team member (for more details, check out our step-by-step guide here). 

PRO TIP: Use the same Google Account you set up for the US Based phone number.  Make sure you keep control in case of turnover.

You can also tighten the reins by limiting their access to only the essentials inside REI BlackBook. This means you can restrict them from tinkering with your website or peeking at payment details inside your REI BlackBook account. (link to how to guide)

Now you’ve got your VA REI BlackBook team account setup it’s time to get them making outbound calls like a pro 

There are two simple ways they can do it:

1. The Web App Way: Jump onto my.reiblackbook.com and you're in business. Using the click-to-call feature (anywhere you see the phone number simply click to dial), REI BlackBook will ring up the VA's Google Voice (or their U.S.-based number) and then connect them to the contact. Plus, the call is logged right there in the contact record. Need to replay that chat? If you've got call recording on, it's as easy as hitting the play button. (more details in this article)

2. The Mobile App Way: This one doesn't even need a U.S. number. Your VA simply needs to get the Profit Dial mobile app on their smartphone (link to app store). It's user-friendly and makes placing calls a breeze. Just like the web app, it logs the call in the contact record and can record the call - so long as you've turned record calls on.  (more details in this article)

Now your VA's all set to be a calling maestro! Ring away, team!

Thank You!

We appreciate you taking the time to review setting up a VA for inbound and outbound calls! If you have questions, contact us at support@reiblackbook.com.