SpaceTracker Knowledge Base

Set up and manage your business call system.

Search practical guides for the client dashboard, voice agent, phone connection, call records, appointments, orders and integrations.

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Getting started

Sign in to the client dashboard for the first time

Use the account provided by SpaceTracker, then review the business name and profile before configuring calls.

View steps

Open spacetracker.ca/app/.
Enter the email address and temporary password provided for the business.
Change the temporary password when prompted.
Confirm the correct business name appears in the dashboard header.
Complete the setup sections before activating a live phone workflow.

Getting started

Complete the business profile and operating hours

Add the information the voice agent and dashboard need to identify the business and route customer requests correctly.

What to configure

Public business name, phone, address and service area
Regular hours, holiday hours and after-hours behaviour
Services, locations, staff and appointment durations
Transfer number and notification contacts

Voice agent

Configure how the voice agent answers callers

Set the greeting, tone, approved information, questions to collect and conditions for transferring to a person.

Recommended setup

Choose the agent name, voice and primary language.
Write a short greeting that clearly identifies the business.
Add approved services, prices, policies and frequently asked questions.
Create required custom fields for each call type.
Define when the agent must transfer, take a message or create a callback.
Run a test conversation before publishing changes.

Phone connection

Connect a business phone number

A phone number must be assigned through a supported provider, forwarded to the service or ported after ownership verification.

Connection options

New number: assign a new provider number to the business.
Call forwarding: forward the existing business number to the assigned destination.
Number porting: move an existing number after authorization and carrier approval.
Advanced connection: use a supported SIP or provider integration.

Always place a test call and confirm incoming audio, agent answers, transfers and post-call records before going live.

Business workflows

Review calls, transcripts and follow-up records

Completed calls can be organized by caller, result, duration, date, assigned employee and follow-up status.

How records are organized

General questions remain in Call History.
Sales or service questions can become Inquiries.
Missed requests can become Callbacks.
Confirmed bookings appear under Appointments and Calendar.
Confirmed purchases appear under Orders.

Business workflows

Manage appointments, reservations and orders

Use clear statuses so staff can see which customer actions are new, confirmed, in progress, completed or cancelled.

Good workflow rules

Require the caller to confirm names, phone numbers, dates, times and order details.
Check availability before confirming an appointment or reservation.
Prevent duplicate appointments and orders.
Assign a staff owner for follow-up when the request cannot be completed during the call.
Mark completed work so it leaves the active queue but remains searchable.

Integrations

Connect calendars, CRMs and external systems

Integrations can synchronize approved records or send secure events when a call creates or updates a business action.

Before connecting an integration

Choose which record types should sync.
Map SpaceTracker fields to the external system.
Choose the sync direction and responsible calendar or pipeline.
Run a test record and confirm the result.
Review errors before activating automatic synchronization.

Security

Protect client accounts, recordings and provider credentials

Use individual staff accounts and keep private provider keys outside public website files and browser code.

Security checklist

Change every temporary password before real use.
Give staff only the access required for their role.
Never paste OpenAI, Vapi, Twilio or database secrets into public JavaScript.
Restrict access to recordings and transcripts.
Use HTTPS and review account activity regularly.
Remove former employees and rotate credentials when access changes.