INBOX

Everything your team needs, at a glance.

The PhonePad inbox is the hub of your day. Messages arrive in real time, organised by recipient. Managers can access other users' inboxes, messages can be filed into folders, and follow-up notes track every action taken — all from one screen.

Phone Messages

Capture every call. Miss nothing.

The phone message form guides reception staff through every field — caller, company, phone number, action required, urgency, and the full message. Structured, fast, and consistent every time.

Message Form

Everything a caller says, captured properly.

The new message form takes seconds to fill in and prompts staff to capture all the critical details — so the recipient gets a complete, actionable message, not a half-remembered note on a sticky pad.

●

Caller name auto-filled from the address book
●

●

Action dropdown: Please phone, Will call back, Wants to meet, and more
●

●

Urgency flag, Read Receipt, and Follow Up By options
●

●

Rich text message body — bold, italics, bullet lists
●

●

File attachments supported
●

Send to one person or multiple recipients at once

Inbox Detail

A populated inbox that keeps your team on top of things.

The main inbox shows every message with status icons, date, caller, company, and subject. Unread counts are visible per user, and the preview panel at the bottom shows follow-up notes without opening the message.

MESSAGE INBOX

See every message. Know what's outstanding.

Status icons show at a glance whether a message has been read, flagged urgent, has a reminder set, or has a follow-up note attached. The inbox panel on the left shows all users — managers can switch between them instantly.

●

Personal folders, public folders, and group folders
●

Completed messages archived automatically
●

Unread and follow-up counts shown per user
●

Drag and drop messages into folders or the To Do list
●

Preview panel shows follow-up notes inline

Find any message in seconds.

Search across all messages by caller, company, phone number, subject, message content, or any other field. PhonePad's inline search returns results instantly — no separate search screen required.

fast search

Search any field, or all of them at once.

The search bar lives right inside the inbox. Type a partial name, a phone number fragment, or a keyword from the message body — and choose whether to search one specific field or across everything. Results filter as you type.

●

Search by caller, company, phone, subject, message, reference, and more
●

Partial match support — no need to type the full name
●

Results displayed inline, no separate screen
●

Search within a specific user's inbox or across all users

Appointment Calendar

A shared calendar for your whole team.

The PhonePad Appointment Calendar shows every staff member's day side by side. Appointments are colour-coded per user, and the day, week, month, and rooms views give complete visibility across your office schedule.

WhereRU & To Do List

Know who's in. Know what's next.

WhereRU is PhonePad's built-in staff availability board — so reception always knows who's in, who's in a meeting, and who's working from home before routing a message. The To Do List keeps follow-up tasks from slipping through the cracks.

WhereRU — Staff Availability

Colour-coded status dots show who's In, Out, in a Meeting, Busy, or Away at a glance. Staff can set a returning time and leave a comment — "Away sick, back Thursday" — visible to the whole office.

To Do List — Task Management

Messages can be dragged straight into the To Do List. Tasks can have due dates, be shared across a group, marked as work or personal, and set as recurring. Nothing gets forgotten.

Reports & Statistics

Visibility across your whole office.

The Overview dashboard gives managers a snapshot of message activity across the entire system — read vs unread, follow-up status, distribution by folder and user, and average response times.

Reports

Is your team actually responding to messages?

The statistics overview tells you immediately. See the ratio of read to unread messages, how many are marked for follow-up vs completed, and how messages are distributed across users and folders — all without running a manual report.

●

Message Statistics: received, sent, deleted, follow-up status
●

Average Response Times per user
●

User Message Status breakdown
●

Message Distribution across all folders

Address Book

A complete contact record for every caller.

PhonePad's built-in address book stores full caller details — name, company, multiple phone numbers, postal and home addresses, date of birth, notes, documents, and even a location map. When a known caller rings, their details are auto-filled into the message form instantly.

Contact List

A–Z tabbed navigation, full-name search, and column sorting. Import and export contacts, and filter by any column.

Caller Details

Each contact stores a photo, multiple phone numbers, business and home addresses, family contacts, attached documents, and notes — all in tabbed sections.

Location Map

The Map tab plots the contact's address on an interactive map — handy for field visits, deliveries, or simply confirming where a caller is located.

Settings & Configuration

Configure PhonePad to fit the way your office works.

PhonePad is extensively configurable. From how notifications are delivered to login security policies, message retention rules, and add-on settings — everything is controlled through System Rules and per-user Preferences.

Preferences & System Rules

Every user's experience, under your control.

User Preferences let each staff member configure how they're notified — popup, balloon, taskbar flash, or sound. System Rules give administrators control over login security, message policies, and add-on behaviour across the whole installation.

●

Per-user notification preferences — sound, popup, balloon, flash
●

Inbox message filtering defaults
●

Login options: Windows username, remembered credentials, or manual
●

Force password change on first login
●

Extensive message, caller, and follow-up policy settings
●

Add-on configuration: Calendar, WhereRU, To Do List, Instant Chat

Screenshots

See PhonePad in action.