Allow microphone on iOS and Android phones to make calls via aNinja

To be able to make calls from the aNinja mobile app, you want to allow microphone access on your iOS or Android phone.

Hence, if your microphone is not enabled on your phone, you might face problems receiving or making calls.

Allow microphone on iOS and Android phones

iOS
  • Go to Settings
  • Click on Privacy > Microphone
  • Make sure that aNinja app is enabled
Android
  • Go to Settings
  • Scroll down and tap Apps
  • Google Play Services > Permissions
  • Look for “Microphone” and slide the slider On

Fix problems with your microphone

iOS

If your microphone isn’t working, try these steps recommended by iOS:

  • Clear the microphones
  1. Remove any screen protectors, films, or cases from your iPhone.
  2. Also, clear any debris from the openings of your iPhone.
  • If people can’t hear you on the phone
  1. Open the Voice Memos app.
  2. Tap the Record button . Speak at the bottom of your phone, then stop the recording.
  3. When you play back the memo, you should hear your voice clearly.
  • If people can’t hear you when you’re using the speakerphone
  1. Open the Camera app.
  2. Record a video while speaking at the top of your iPhone.
  3. Tap the camera chooser  to switch to the other camera. Then record another video while speaking at the top of your iPhone.
  4. When you play back the videos, you should hear your voice clearly.
  • If the microphone doesn’t work in a specific app
  1. Go to Settings > Privacy > Microphone.
  2. Make sure that the app is enabled.
  3. If the app has permission to access your microphone, or if it isn’t listed, contact the app developer.
  • Contact Apple Support

If you still sound unclear during calls, recordings, or apps, contact Apple Support to discuss service options.

Android

If your microphone isn’t working, try these steps recommended by Android.

  • Check your microphone isn’t obstructed. Your microphone has openings on it, and if dirt particles accumulate, it can stop the microphone from working correctly. Check your hands or fingers aren’t covering it too when in use.
  • Check your cell phone network signal is strong. If your cell phone signal is weak, it can affect how well your microphone appears to be working.
  • Check the microphone is enabled. Follow the above instructions to ensure your microphone is enabled for the app with which you’re trying to use it.
  • Restart your phone. If you’ve tried everything else, try rebooting your phone. That usually fixes many common issues.
  • Repair your phone. If your phone’s microphone continues not to work, you may need to have it repaired or replaced.

HubSpot aNinja Integration

HubSpot aNinja Integration allows you to make a real-time connection between your HubSpot calling leads and aNinja.

Overview

After the integration, if the lead that called in HubSpot was not saved in aNinja, this integration creates a new lead in aNinja; and it adds the call recording in HubSpot as well as in aNinja lead’s view, in the history section.

If the lead was already saved in aNinja, his lead view is updated with the call recording as soon as the call is made. And the phone recording show in both Apps.

Connecting HubSpot with aNinja

Before you start with the integration, make sure to log in to your HubSpot account.

In aNinja
  • Log in to your aNinja account.
  • On the left sidebar, click on Settings > Apps Marketplaces

Hubspot aNinja Integration

  • Then, click HubSpot > Install

Hubspot aNinja Integration

  • Choose the HubSpot account to integrate with aNinja.
  • Lastly, click Connect app.
  • Now your HubSpot account is connected with aNinja.
In HubSpot
  • Go to Contact > Call
  • Under Other provider, find aNinja dialer.

If there’s no record in aNinja for the lead that called in HubSpot, this integration creates a new lead in aNinja, and it adds the call recording in both apps.

Where does the imported data appear

After the integration, you can search your aNinja CRM for the imported leads.

Expanding the lead info

Blocking callers for solicitation

An advertisement over the telephone is known as a telephone solicitation. The National Do Not Call Registry gives you a choice about whether to receive telemarketing calls or block callers for solicitation.

Overview of the National Do Not Call Registry

Companies can call you if you’ve recently done business with them, or if you’ve given them written permission to call. But if you ask them not to call you, they have to stop. Be sure to write down the date you asked them to stop.

The National Do Not Call Registry was created to stop unwanted sales calls. It’s free to register your home or cell phone number.

The Registry is a list that tells telemarketers what numbers not to call.

Read about blocking unwanted calls to find out what to do about them. If you answer one of these calls, hang up and report the call to the FTC.

Blocking callers for solicitation

  • To block the solicitation callers, you can register your home or mobile phone for free.
  • Registrations on the National Do Not Call Registry do not expire. So, if you have previously registered your number, there is no need to register again.
  • After you register, other types of organizations may still call you, such as charities, political groups, debt collectors, and surveys. To learn more, read the FAQs.
  • If you’ve already added your phone number to the Do Not Call Registry and are still getting a lot of unwanted calls, odds are the calls are from scammers.
  • If you received an unwanted call after your number was on the National Registry for 31 days, report it to the FTC.

Additional links:

Allow microphone access on browser to make calls via aNinja

To be able to make calls from the aNinja web app, you want to allow microphone access on the browser.

Hence, if your microphone is not enabled on your browser, you might face problems receiving or making calls.

Allow microphone access on the browser

  1. Open Chrome Chrome.
  2. At the top right, click More Settings.
  3. Then, click Privacy and Security > Site settings > Microphone.
  4. Lastly, select the option you want as your default setting.
    • Review your blocked and allowed sites.
    • Remove an existing exception or permission:
      • To the right of the site, click Delete Delete .
    • Allow a site that you already blocked: 
      • Under “Not allowed,” select the site’s name and change the microphone permission to “Allow.”

You might need network administrator permission to set the microphone settings for you. In that case, you can’t change them here.

Fix problems with your microphone

If your microphone isn’t working, try these steps:

  • Make sure you aren’t muted

If you’re using a headset, make sure the mute switch on the cord is off. Also, make sure you aren’t muted on the website (like Google Meet or Skype).

  • Check your system settings

Make sure your microphone is the default recording device, and that recording levels are correct:

Windows

Mac

  • Contact your manufacturer

If you’re still having problems, contact your microphone’s manufacturer.

Trigger “Incoming Call” event

Through aNinja Triggers, you can configure automatically firing a trigger action to handle a trigger event like “Incoming call”.

If you missed a call from a lead, or your line was busy, or even if you answered his call, you might want to send them an automation to honor their call.

Setting a trigger event to handle an incoming call

  • On the left sidebar, click on Automations > Triggers
  • Hit + Add Trigger
  • In the Trigger Event:
    • Choose “Incoming Call”.
    • From the dropdown, specify the type of the call:
      • Missed Call
      • Completed
      • Busy

trigger incoming call event

  • In the Trigger Action:
    • Set the trigger action you want to fire in response to the type of call.
    • You can add multiple actions to be executed when the event takes place.
Example 1:
  • On an event that is “Incoming call”
      • Call type: “Missed call”
  • Choose to execute an action to “[Lead assignment] Assign to User”.

This allows you to assign a user to follow up with the lead after missing his call and send him a text to honor his call.

Example 2:
  • On an event that is “Incoming call”
      • Call type: “Complete”
  • Choose to execute a first action to “[Sequence > Text] Start Text Sequence”
  • Choose to execute a second action to [Workflow Step Status] Update Workflow Step Status.

This way, after completing a call with a lead, you can send him a thank you message, and update his workflow status to “Contacted” for example.

 

SPAM risk caller ID

SPAM risk caller ID

Your customers might see calls from your number displayed as “SPAM likely” or “SPAM risk” or “SCAM likely” on their caller ID. While each phone carrier keeps a list of numbers they determine to be spam risks based on the history of the number; scam ID technologies might incorrectly mark your number.

What causes the SCAM/SPAM designation

Here are the most obvious reasons for designation:

  1. The volume of Outbound Calls Per Day Per Number
  2. Or, someone flagged a call from your number in that carrier’s app as spam
  3. Or, it could be your system didn’t correctly set the Outbound Caller ID number

What’s the back story

In response to the growing number of scam calls to mobile phones; many carriers have created tools to identify and block scam calls. Unfortunately, these tools aren’t perfect. And sometimes businesses may have their numbers incorrectly marked by scam ID technology, particularly when calling cell numbers.

Each carrier has a feature or app. And it is automatically enabled on mobile devices. So, when someone calls one of these devices, the carrier checks the number against its database of reported scam numbers. If the source matches a reported scam number, directly, the person being called sees a message that says “Scam Likely” alongside standard caller ID. 

However, the Scam Likely Caller ID features will sometimes mark legitimate calls incorrectly; because some people may report your number without answering the phone. If this happens enough, as a result, your number will be marked Scam Likely.

To reduce the chances that a scam ID flag your number, you want to register your number at Free Caller Registry.

Registering your number at Free Caller Registry

You can register your number at Free Caller Registry by following these links:

https://www.freecallerregistry.com/fcr/

This helps register/white-list your numbers with the major carriers. It also reduces the chances of them being flagged. Moreover, all numbers and information provided will be shared with all Carrier Spam Monitoring Partners.

Request to remove your number from the SPAM/SCAM designation

You can use the links or email addresses below to register legitimate numbers and also address any incorrect labeling or call blocking with other carriers:

AT&T:

https://hiyahelp.zendesk.com/hc/en-us/requests/new?ticket_form_id=824667

Sprint, Verizon, U.S. Cellular:

https://reportarobocall.com

Comcast, Charter, Cox, Altice, and other fixed line (VoIP) providers, email Nomorobo for call blocking services:

reports@nomorobo.com

Problems in receiving or making calls

Problems receiving or making calls might disturb your day. This could be either your phone/computer settings or network reception issues.

In this article, we help you identify some problems you might face when receiving or making calls on your phone and on the browser.

Not receiving calls on the phone

If you’re having trouble receiving calls on the phone, check the following:

  • Is your phone number forwarded?
    • Go to your profile > Calls and check it out.

  • Is your phone says “busy” or “congested” when people call you?
    • This can happen if you have other applications (web or on your system) that are taking over the audio channels.
  • Is your phone on Airplane Mode/ Offline Mode/ or set as Do Not Disturb.
  • Have you allowed the microphone on your phone?
  • If you can make calls but cannot receive calls, it means your hardware, network, and phone line are working properly. Therefore, the problem most probably is with the software or phone configuration.

Problems making calls from the phone

To confirm that you’re not able to place a call, identify what happens when you try to. Any error messages?

What to do

To isolate the issue, you can try the following:

  • Restart your phone.
  • Try enabling Airplane Mode, Offline Mode, and Do Not Disturb Mode, and disable them after a couple of seconds.
  • See if there are any other audio/media apps running.
  • Check your network reception.
  • Check if your microphone is enabled on the phone.

Problems receiving/making calls from the web

To confirm that you’re not able to receive/place a call, identify what happens when you try to. Any error messages?

What to do

To isolate the issue, you can try the following:

  • Restart your computer.
  • Check your network reception.
  • Check if your microphone is enabled on the browser.
  • Make sure you’re User Chrome.
  • Try Chrome in Incognito mode. It’s faster and doesn’t open any cookies or extensions.

Other calling problems

1- My voice sounds “choppy” to the receiver

This is usually caused by a weak network connection. Try out these tips for improving your connection:

  • Use Ethernet instead of Wifi.
  • If using Wifi, connect via 5 GHz instead of 2.4 GHz and move closer to the router.
  • If there’s a big number of people using your network, it might slow the network.
  • Check your speed test results.
2- I don’t hear anything / The other person can’t hear me at all
  • Confirm your audio output and microphone selection are correct in your computer settings:
    • Mac: Open System Preferences and select Sound. In the Input and Output sections, choose or enable the appropriate devices.
    • Windows: Open Control Panel and select Sound. In the Sound window in the Playback tab, select or enable the appropriate devices.

Restart aNinja after making the audio input or output changes on your computer so the new settings are applied properly.

3- The call dropped

There are two things that can cause a call to suddenly terminate:

  • The other person on the call hung up.
  • There was a network issue of some kind. (The network issues could be on your end, or on our provider’s end.)

If you think there might have been a network issue, email us the call/lead details at support@aninja.com. We can determine if there was a network issue and where it occurred.

5- I sound echoey over the phone

Echo can be caused by:

  • Your headset/audio settings: Echo is most often caused by the microphone picking up the sound that’s coming out of the speakers. Make sure you’re using a headset instead of your external speakers and built-in microphone.
  • If you’re using a headset already, try lowering your audio output volume, or decreasing your microphone sensitivity. If you’re still running into problems, switch to a headset that has in-ear speakers, or is completely over the ear.

Note: Low-end headset microphones often pick up the headset’s own audio output, causing an echo effect. In contrast, some low-quality “noise canceling” headphones will often try to cancel out your own voice producing an odd, “you sound far away” effect when speaking into the microphone.

  • Your space: Smaller spaces or spaces with a lot of reflective surfaces (tile/hardwood, concrete, bare walls, etc.) will cause echoes. Try making some calls from a larger space, or do some (audio-focused) redecorating (e.g. put rugs on the floor and use fabric-covered desk dividers).
6- Calls don’t start at all

For some reason, your call request isn’t getting to our provider’s servers. Restart your equipment and then check out your network connection.

  • Close and reopen aNinja app.
  • Restart your router.
  • If available, make a call from a different internet connection.
  • See if there have been any recent changes to your internet connection (especially security-related things, like firewalls).
  • If other people in the office are using aNinja, see if they are having the same problems.
  • If you still need help, get in touch with us.

aNinja Reports

Get reports on the workflow of your latest activities and interactions that you’ve made in aNinja in a certain period of time. aNinja reports are simple, understandable, and provide you with a detailed view of your business performance.

When every user can see his reports, admin users can see the reports of all the users.

On the top right of the reports page, you can select the period and the user you want to check his reports.

Accessing the Reports

On the left sidebar, click on Reports icon.aNinja reports

aNinja reports

Below are the reports provided by aNinja:

  • Workflow Summary (ASR)
    • See All Steps Reached across the workflow.
  • Workflow Summary (LSR)
    • See the Last Steps Reached across the workflow.
  • Leads
    • See figures of the leads, created and Via API.
  • Opportunities
    • See figures of the Opportunity statuses.
    • On the right corner of the Opportunity report, see the details of the leads’ opportunities.
  • Emails
    • See figures of all the sent and opened emails, and the open rate.
  • Texts
    • See figures of the incoming and outgoing texts.
  • Calls
    • See figures of the outgoing calls and their total duration.

History of Interactions and Activities of a lead

aNinja brings you the history of all interactions and activities made for a lead in the lead view.

What’s the history of interactions and activities

Since the creation of a lead in your aNinja account, the system saves all the interactions and activities that you have made to this lead, in the history section.

Moreover, they are listed in ascending order. So, the users and team members are kept in the loop of the actions performed on this lead.

In the history you can view:

  • Calls made and their durations.
  • Emails that are sent & received with this lead.
  • Notes that are left by any team member so any other user stays updated on any relevant info.
  • Texts that are sent to this lead.
  • Tasks that are assigned and their statuses.
  • Workflow steps changes.
  • Chatbot conversations that are initiated by this lead.
  • Triggers

Accessing the lead history

From the lead view, in the middle right of the page, you can see all the interactions and activities of the lead.The history of all interactions and activities for a lead

Making a Call in aNinja

Making a Call in aNinja

In aNinja, you can dial a phone number, call a lead, and power call multiple leads, using the phone number you have saved in your aNinja profile.

Dialing a phone number from aNinja Web app

  • From the main page in aNinja, in the top right, click on the phone icon.
    • You can dial a phone number using the phone number you saved in your user profile.
    • When you finish the call, tap on the red button.
    • To close the calling window, just click on the phone icon once again.

making a call in aNinja

Calling a lead from aNinja Web app

  • From the Lead View, from the toolbar, choose the call feature. It opens a dialing window and automatically shows the primary phone number in the lead’s contacts.
    • Click on the green button to call.
    • When you finish the call, tap on the red button.
    • To close the calling window, just click on the phone icon once again.

Calling multiple leads from aNinja Web app

  • From the Leads View, whether you choose to call all the leads that are listed in the page, or a group of leads that you have brought using a Smartlist, on the top right of the page, hit the Power Dial Button.
  • This option allows you to call all the leads sequentially without bothering to go to each lead’s profile to call manually. When the current call is ended, the system starts calling the next lead.

Accessing the calls log

  • If you are a user, you can view your own calls in Settings / Logs and listen to the conversations.

  • Admin users can view and listen to the calls of all users.
  • In the dashboard, there is a widget that shows the latest calls.

Note: For the saved leads, you can keep notes of the calls. In the Lead View, click on Notes to enter relevant information that you picked up from the call.