Account settings: time zone, call review, recordings, AI

Manage › Account holds the settings for your whole business, plus your own password. Only owners and managers can open it. Administrators and Regular Users don't see it.

Open account settings

1. Click Manage in the left menu.
2. Click Account.

To change the time zone, you can also click the clock at the top of the dashboard. It opens this page at Time Zone.

Change your time zone or business address

1. On the General tab, go to Location.
2. Pick your Country and Time Zone.
3. Fill in Street Address and Apt / Suite / Etc. The city, state and postal code boxes change to match the country.
4. Click Update.

The time zone sets the clock at the top of the dashboard. Calls, Analytics and Billing use it to decide what counts as today, this week and this month.

Full Name and Email Address under Basic details belong to the account and can't be changed here. Email support@tonet.ai if you need to change them.

Choose what happens after a call

After an answered call, Tonet can show a review: the call's summary, its tags, a note and any fields you add. On the Calls tab, under Call review, pick:

Everything on the Calls tab saves as soon as you click. The Preview beside it shows a made-up call with your choices. Switch it between During the call and After the call.

Let Tonet fill in tags or only suggest them

Under Tonet AI, for tags and fields, pick:

Call tags describe one call. Contact tags stay on the person and show on every call with them.

Stop Tonet adding contacts

After a call, voicemail or text with a new number, Tonet adds a contact for it, marked ✦ in Contacts.

To stop this, turn off Tonet adds contacts for people you talk to on the Calls tab. It's on until you turn it off. Contacts already added stay.

Choose what a call review shows

Under What a call review shows, each row has switches:

The built-in rows are Summary, Call tags, Contact tags and Note. Turn off Summary and Tonet stops writing call summaries for your business.

To add a field of your own:

1. Click ＋ Add field.
2. Pick a ready-made field, like Disposition or Birthday, or click Create your own….
3. For your own field, type a Name and pick a type: Text, Choice, Number, Date, Link or Yes / No. For Choice, type each choice and press Enter. Tick Show in call review and Required to finish a review if you want them.
4. Click Add field.

A field goes on every contact, for your whole team. You can have up to 30. Use a field's ⋯ menu to edit, move or remove it.

What shows on the card while you're on a call is each person's own choice, in their Profile.

Choose how long recordings are kept

1. On the Calls tab, go to Recordings.
2. Pick a time in Keep recordings for: 1, 7, 30, 60, 90, 180 or 365 days, or Forever.
3. If the new time is shorter, Tonet asks first. Click Delete older recordings.

Recordings older than that are deleted within about 10 minutes. This can't be undone. Call history, notes and transcripts stay.

• New accounts keep recordings for 90 days.
• Some accounts can't go below 90 days. The card says so. Contact Tonet support to change that.
• If your plan charges for recording storage, keeping recordings for less time can lower that charge.

Change your password

The Security tab changes your own password, the one you sign in with.

1. Type your Current Password.
2. Type a New Password, then type it again in Confirm Password.
3. Click Update.

A new password needs:

• At least 12 characters
• An uppercase letter, a lowercase letter and a number
• A symbol. Any symbol counts, like - . ! or #. An underscore (_) doesn't.

The hint under New Password names only a few symbols, but any symbol works.

Changing your password doesn't sign out your other devices. After the change, Tonet opens Profile › Security and tells you how many other devices are still signed in, so you can sign out any you don't recognize. See Profile.

Change AI settings

AI settings are in Knowledge › Your business. If Knowledge isn't in your left menu, they're on this page's AI tab instead. Both show the same settings. On Knowledge › Your business, everyone on your team can see them, but only owners and managers can change them or see AI use.

Fix what Tonet knows. Click the pencil next to any part, change it, and click Save. Tonet won't rewrite a part you edited; it shows Edited. To hand it back, click Let Tonet update this.

Turn AI off. Turn off Use AI on this account, then click Turn off AI.

• Summaries, tags and Ask Tonet stop for everyone on the account.
• Nothing from the account goes to the AI provider. Calls made while AI is off are never read by AI, even after you turn it back on.
• Recordings, transcripts and call history keep working.

Some accounts can't turn AI off. The switch then says This account keeps AI on. Contact Tonet support about it.

What Tonet's AI reads:

Transcripts are made on Tonet's own servers. Summaries, tags and answers are written by an outside AI provider.

Set daily limits. Daily limits cap AI use per day, for the whole account and for each person. They reset at midnight Eastern. Under AI use, open Daily limits and click Change the limits. Each person's limit can't be more than the whole account's.

Next step

• Profile: your own name, notifications and call card
• Contacts: contacts Tonet adds, and your fields on each contact
• Knowledge: what callers ask and what your team answers
• Ask Tonet: get help in the dashboard, or reach a person
• Billing: your balance and rates