How to Set Up Aircall for Your Team: A Step-by-Step Guide
Aircall is trusted by more than 22,000 companies worldwide, and there's a good reason why. This cloud-based phone system handles live call transcriptions, extracts key insights, and automatically updates your CRM, saving your team countless hours of manual work.
Setting it up correctly from the start makes all the difference.
We've created this step-by-step guide to walk you through the entire Aircall setup process. From understanding Aircall pricing and completing the Aircall download to configuring your Aircall workspace and mastering the Aircall dashboard, we'll cover everything you need to get your team up and running.
By the end, you'll have a fully functional phone system, and your team will know exactly how to use the Aircall app effectively.
Key Takeaways
Setting up Aircall effectively requires proper planning and systematic configuration to maximize your team's communication efficiency.
• Plan your budget carefully: Aircall requires a minimum of 3 licenses ($90/month for Essentials), with annual billing saving up to 25% compared to monthly payments.
• Ensure technical readiness: Your team needs stable internet (100 Kbps per concurrent call), modern devices (Windows 10/11 or macOS 10.16+), and a Chrome browser for optimal performance.
• Configure call flows strategically: Set up Smartflows with proper routing rules, business hours, and queue lengths (20 seconds to 40 minutes) to ensure calls reach the right team members efficiently.
• Test thoroughly before launch: Conduct test calls during and outside business hours, verify voicemail routing, and validate integrations during your 7-day free trial period.
• Leverage built-in training resources: Use Aircall Learning Lab's Agent Path and Admin Path certifications to onboard your team quickly and maximize platform value from day one.
The key to success lies in thorough preparation and testing. Teams that invest time in proper configuration and training see immediate improvements in call handling efficiency and customer experience.
Prerequisites and Planning Before Setup
Before you start the Aircall download, understanding your requirements will save time and prevent issues later.
Understanding Aircall Pricing Plans
Aircall offers three pricing tiers, all of which are billed per license rather than per active user. The Essentials plan costs $30 per license monthly when billed annually, while the Professional plan costs $50 per license monthly. Both require a minimum of 3 licenses, bringing your actual starting cost to $90 monthly for Essentials or $150 monthly for Professional. The Custom plan requires at least 25 licenses and provides quote-based pricing.
Annual billing provides up to 25% savings compared to monthly payments. You can choose an annual upfront payment for maximum discount, or an annual commitment with monthly invoicing for flexibility.
One phone number comes included with each plan, either local or toll-free. Additional numbers cost $6 per month each. The Essentials plan includes unlimited US and Canada calling, IVR, call recording, and basic analytics with 6 months of data history. Professional adds Salesforce integration, Power Dialer, voicemail drop, and advanced analytics. Custom includes unlimited worldwide calling, API developer support, and service-level agreements.
Essential add-ons include AI Assist at $9 per license monthly, Analytics+ at $15 per license monthly, and WhatsApp integration at $10 per license monthly. AI Voice Agent pricing starts from $0.49 per minute for pay-as-you-go usage.
Team Size and Requirements Assessment
The 3-license minimum for Essentials and Professional means teams smaller than three people still pay for three licenses. If you need advanced features but have fewer than 25 team members, you cannot access the Custom plan.
Consider your call volume patterns and peak hours. Teams handling high concurrent call volumes need sufficient licenses for simultaneous usage.
Internet and Device Requirements
Your devices need Windows 10/11 (64-bit) or macOS 10.16 or higher, with at least 8GB RAM and an Intel i5 dual-core processor (12th gen minimum) or Apple M1 equivalent. Google Chrome must be installed in its most recent version.
Aircall requires at least 100 Kbps upstream and downstream bandwidth for each concurrent call. A rough estimate is around 1 Mbps per person to account for integrations and other software running simultaneously. Ethernet connections using Cat 5E or Cat 6 cables provide the most consistent call quality. If using Wi-Fi, professional connections with at least 802.11ac standards work best.
The Aircall app supports Android devices running version 8.0 or higher and iOS devices running version 16.1 or later.
Creating Your Aircall Account and Initial Setup
With your requirements mapped out, the account creation process takes just minutes.
Sign Up for Aircall Account
Visit the Aircall signup page and enter your work email. The platform offers a 7-day free trial with no credit card required. Fill in your name and company details, then agree to the terms and privacy policy. You'll receive a verification email to confirm your account. Use the same email address you plan to use for integrations, particularly if you're connecting Aircall to other business tools later.
Choose Your Phone Numbers
From the Aircall dashboard, navigate to Numbers and click "Create or port number". You have two options. Purchase a new number by selecting your country, region, and area code. Complete any required regulatory documentation, which varies by country. The second option is porting existing numbers from your current carrier. Porting transfers ownership to Aircall's network at no additional cost, but typically takes 2 to 4 weeks, depending on carrier and country. If you need to maintain an active contract during transition, contact Aircall support to add your existing number as an external number temporarily.
Aircall Download and Installation
Download the desktop application from aircall.io/download. Mac users choose between Intel (Version 1.14.13) or Apple Silicon (Version 1.14.13), both requiring macOS 10.16 or later. Windows users need Version 1.14.13 with Windows 10 or later. Mobile apps are available for iOS 16.1 or later and Android 8.0 or later. IT administrators can use MSI files for Windows or PKG files for Mac to deploy across teams.
Setting Up the Aircall Workspace
Open the downloaded app and log in using your registered email and password. The workspace becomes accessible immediately through the desktop application or at workspace.aircall.io via Chrome browser.
Configuring Your Team Settings
Your workspace is ready, but team configuration determines how efficiently calls reach the right people.
Adding Team Members to Aircall
Users with Admin or Owner roles can add team members directly from the Aircall dashboard. Navigate to Dashboard > Users and Teams > All users, then click Create one or multiple users. Enter the first name, last name (emojis not allowed), email address, and assign a role: Agent, Supervisor, Admin, or Owner. Only Owners can create other Owner users. For bulk additions, upload a CSV file containing first name, last name, email, and role fields. New users receive invitation emails valid for 15 days.
Creating Call Flows and Routing Rules
Go to Dashboard > Numbers, select your number, and open the Call distribution tab to access Smartflows. Add a Ring to widgets to assign users or teams to the call queue. Choose your distribution method: Simultaneous rings all available teammates at once, Random distribution selects agents randomly, or Longest idle time prioritizes the user idle the longest. Set the queue length from 20 seconds to 40 minutes, depending on your needs.
Setting Up the Aircall Dashboard
Access the dashboard to manage users, teams, analytics, and call settings. The Conversation Center provides filterable logs of all calls and voicemails with one-click access to recordings.
Configuring Voicemail and Business Hours
Configure business hours using the Time Rule widget in your call distribution flow. Set team working hours so specific teams only receive calls during scheduled times.
Integrating with Your Existing Tools
Admins activate integrations directly from the Aircall dashboard in just a few clicks. Connect Salesforce, HubSpot, Microsoft Teams, or other CRM and helpdesk tools to automatically log calls, recordings, and tags. TRY AIRCALL SOFTWARE to experience these integrations firsthand and see how they reduce manual work while keeping customer context where you need it.
Testing and Going Live
Testing validates your configuration before your team handles real customer calls.
Making Test Calls
Ask 1-2 admins or team leads to conduct initial test calls. Test during business hours and outside business hours for each number. Let calls ring without answering to verify that queue behavior, voicemail routing, and fallback options work correctly. Try transfers and internal calls between teams to confirm that routing rules function as expected. Check the Aircall workspace to confirm all calls appear with proper details. Use your trial period to validate call flows and test one key integration. If something doesn't behave as expected, adjust the Smartflow and repeat testing before adding more branches.
Training Your Team on the Aircall App
The Aircall Learning Lab provides structured training for admins, supervisors, and agents. Agent Path certification covers essential aspects of the Aircall app, available in English, French, Spanish, and German. Admin Path offers educational videos and activities to help admins realize platform value from day one. These certifications streamline onboarding and improve team productivity. TRY AIRCALL SOFTWARE with your team during training sessions to build confidence before launch.
Launching Your Phone System
Once testing confirms everything works correctly, switch your team status to Available and begin handling live calls. Monitor initial calls closely through the Aircall dashboard to catch any unexpected issues quickly.
My Last Word on Aircall
You now have everything you need to set up Aircall successfully for your team. By and large, the process is straightforward when you follow these steps: choose your pricing plan, configure your workspace, add team members, set up call flows, and test thoroughly before launch.
With this in mind, don't skip the testing phase. Those trial calls reveal issues before customers experience them.
TRY AIRCALL SOFTWARE today and experience firsthand how quickly your team can start handling calls professionally. Your cloud-based phone system is just a few configuration steps away from transforming your team's communication.
Questions Most Clients Have
1. How do I set up Aircall for my team?
Start by signing up for an Aircall account with your work email and choosing your pricing plan. Next, select or port your phone numbers, download the Aircall app on your devices, and configure your workspace. Then add team members, create call flows and routing rules, set up business hours and voicemail, and integrate with your existing tools. Finally, conduct test calls to ensure everything works properly before going live.
2. Can Aircall integrate with Microsoft Teams and other business tools?
Yes, Aircall integrates seamlessly with Microsoft Teams, allowing you to launch customer calls directly from Teams and share contact details with colleagues. Admins can activate integrations from the Aircall dashboard in just a few clicks. The platform also connects with Salesforce, HubSpot, and other CRM and helpdesk tools to automatically log calls, recordings, and tags.
3. What are the pricing options for Aircall?
Aircall offers three pricing tiers: Essentials at $30 per license monthly, Professional at $50 per license monthly, and Custom for larger teams. Both Essentials and Professional require a minimum of 3 licenses, while Custom requires at least 25 licenses. Annual billing provides up to 25% savings compared to monthly payments. Each plan includes one phone number, with additional numbers costing $6 per month.
4. How do I make calls using Aircall?
Open the Aircall Workspace and click "Start a conversation." If you're assigned to multiple numbers, choose the line you want to call from. Search for a saved contact or Aircall teammate, or type in a number manually using the keypad. Click "Call now" to start the call. You can make calls through the desktop app, web browser, or mobile app.
5. What are the technical requirements for running Aircall?
Your devices need Windows 10/11 (64-bit) or macOS 10.16 or higher, with at least 8GB RAM and an Intel i5 dual-core processor or Apple M1 equivalent. Google Chrome must be installed in its most recent version. You'll need at least 100 Kbps bandwidth per concurrent call, with approximately 1 Mbps per person recommended. Mobile devices require Android 8.0 or higher, or iOS 16.1 or later.