Call notes: never miss a detail from a customer call

Call notes listens to calls made to your registered Rocketspark business number and emails you a clear summary a few minutes after you hang up. You just answer the phone and have a great chat with your customer. Call notes takes care of the notes, so you never have to reach for a pen, pull over or climb down a ladder again.

Each summary includes who called, how to reach them, what they need and the next steps to follow up, with the full transcript attached.

Call notes is free to use during the beta. It works on top of a registered business number. If you'd like to trial call notes before committing, email support@rocketspark.com and we'll look into options for you.

You can also see call notes in action on our call notes page.

Why you'll love it

• Stress-free calls, wherever you are. Driving, up a ladder or halfway through a job? Keep going. There's no need to stop, find a notepad or call back later to check the details.
• Real conversations, not rushed ones. Give your customer your full attention and build a genuine connection, without scribbling notes while they talk.
• Never forget a detail. Names, addresses, budgets and preferences are all captured, even when the call is packed with information.
• A helping hand with the admin. Phone calls aren't everyone's favourite part of running a business. Call notes gives you clear, organised notes every time, so follow-ups feel easy.
• Peace of mind when you're away. Heading on holiday while someone else covers the phone? They can take calls with confidence, and you can still see every summary from wherever you are.
• Your team stays in the loop. Send summaries to your VA, office manager or reception team, so the person doing the follow-up has everything they need.

"It is going to be like an extra person, an extra pair of ears to listen, and we really need that with the level of detail our customers say over the phone." 

Who is call notes for?

Call notes is made for businesses that rely on phone enquiries, especially when those calls are full of details you need to remember.

A great fit for:

• Trades: builders, plumbers, electricians, landscapers, gardeners and anyone who's often on the tools when the phone rings
• Driving schools and instructors: who are often on the road between lessons
• Professional services: consultants and other businesses that take detailed enquiry calls
• Small teams: where the person answering the phone isn't the one who follows up

It may not suit you (yet) if:

• Your calls come through a shared line that routes to different team members, such as an 0800 number that transfers callers to the right person. Call notes works with one registered number that forwards to one phone, so it won't capture calls that are passed around a team.
• You need notes for several phone numbers. Each website can have one registered number with call notes. Calls to any other number won't be summarised.
• Most of your calls are outgoing. Call notes only covers calls to your registered number, not calls you make to customers.
• You aren't able to update your public phone number. Call notes only works when customers call your registered number, so it needs to be the number they see on your website, Google listing and marketing.
• You're outside New Zealand. Business numbers and call notes are only available in New Zealand for now.

How it works

1. Register a business number. Contact support@rocketspark.com for them to set-up the feature or you can follow our guide to set up and register a business number. Calls to this number forward straight to your usual phone, so there's no new app or phone to set up.
2. Turn on call notes. Once your number is verified, you can activate call notes from your phone number settings in the dashboard.
3. Choose who receives your notes. Add as many email addresses as you like, such as your VA, reception team or office manager. We recommend always including the website owner or an admin, as only they can download the audio recording (more on that below).
4. Answer calls as usual. When a customer calls your registered number, they'll hear a short message letting them know the call may be recorded. You'll hear "You are getting a call from your Rocketspark website" before you're connected, just like with a normal business number.
5. Get your notes. A few minutes after you hang up, your call summary lands in your inbox.

How to tell which calls get notes: only calls to your registered business number get call notes. If you hear "You are getting a call from your Rocketspark website" at the start, you're covered. If you don't hear it, the customer has called your personal or another number, so you'll still need to take your own notes.

What's in your call summary

Every summary is designed to be read in seconds, so you can act on it straight away.

Summaries are created automatically, so it's worth a quick check of important details like phone numbers and addresses before you follow up.

Keeping your recordings private

Call recordings can contain personal information, so we keep them secure. When you select to download a recording, you'll be asked to log in to your Rocketspark website first. Only the website owner and admins can download recordings. This means if a summary email is forwarded on, the recording stays protected.

That's why we recommend adding the website owner or an admin as one of your summary recipients, so the recording is always just a click away if you need it.

Getting the most out of call notes

Call notes can only help with the calls that come through your registered business number. To get the full benefit, make it the one number your customers see everywhere.

• Use one number on your website. Replace any other phone numbers in your header, contact bar, footer, contact page and call-to-action buttons. Our guide on the best places to add your business phone number walks you through each spot.
• Update your Google Business Profile. This is one of the most common ways customers find and call you, so it's a great place to start.
• Roll it out to your other marketing. Once you're happy with how call notes is working, update your email signature, business cards, social profiles and signage, like the number on your van.
• Test it first. Ask a friend or colleague to call your registered number with a pretend enquiry, so you can see a summary land in your inbox before customers start calling.

Not sure where to start? Email support@rocketspark.com and our team will happily help you find every spot your number needs updating.

FAQs

How much does call notes cost?

Call notes is free while it's in beta. You'll need a registered business number, which is $15 + GST per month. We've also got a special offer for beta users, so email support@rocketspark.com to find out more.

Do I need a new phone or app?

Nope. Your registered business number forwards calls straight to the phone you already use. Your personal number stays private.

What number should my calls forward to?

A mobile (like an 021, 022 or 027) or a standard landline works best. You can forward to an 0800 number, but there can be a short delay when the call connects, so we recommend a regular number for the smoothest experience.

Can I have call notes on more than one number?

Not at the moment. Each website can have one registered business number with call notes. Calls to any other number, including your personal mobile, won't get a summary.

Will I get notes for calls I make to customers?

No. Call notes only covers incoming calls to your registered business number.

How do I know if a call will get call notes?

Listen for "You are getting a call from your Rocketspark website" when you answer. If you hear it, a summary is on its way. If you don't, take your own notes as usual.

Does the caller know they're being recorded?

Yes. Callers hear a short message letting them know the call may be recorded, which helps you meet privacy requirements. After that, the call carries on as normal.

How long does it take to get my summary?

Usually just a few minutes after the call ends.

Who can receive call summaries?

Anyone you choose. Add as many email addresses as you like in your phone number settings and update them at any time.

Who can download the audio recording?

Only the website owner and admins. You'll be asked to log in to your Rocketspark website before the download starts, to keep recordings secure.

What if the summary gets something wrong?

Summaries are created automatically, so occasionally a detail might not be quite right. Check the attached transcript to see exactly what was said, and download the recording if you need to hear it again.

Can I use call notes if my team shares one phone line?

If your calls come into one number that's passed between different team members, call notes may not suit you yet, as it forwards to a single phone. Many teams set up the registered number for the person who takes most enquiry calls instead.

Is call notes available outside New Zealand?

Not yet. Business numbers and call notes are only available in New Zealand for now.

Can I turn call notes off?

Yes, there's no contract. Email support@rocketspark.com any time and we'll help you make the change.

We'd love your feedback

Call notes is in beta and your feedback shapes what comes next. Let us know what's working and what you'd love it to do for your business.