---
title: "How to choose who hears about calls"
description: "See who's told about each kind of call and the daily and weekly round-ups, and choose whether calls are recorded and how long they can run."
url: https://geiavwiyz.gleap.help/en/articles/176-how-to-choose-who-hears-about-calls
collection: "Receptionist"
updated: 2026-11-02
language: en
---

# How to choose who hears about calls

See who's told about each kind of call and the daily and weekly round-ups, and choose whether calls are recorded and how long they can run.

When the receptionist takes a message or books a visit, the right person hears about it straight away. Your team's admins also get a round-up of the day's calls.

## See who hears about what

1.  Click **Receptionist** in the sidebar, then the **Settings** tab.
    
2.  Click **Calls and alerts**.
    

Under **Who hears about calls**:

-   **Messages and callback requests** go to your team's admins, unless a step in your call flow names someone. Steps that name someone are listed underneath.
    
-   **Appointments** go to whoever they're booked with.
    
-   **A round-up at 4pm** on working days, with who still needs ringing back.
    
-   **A weekly summary** on Monday at 8am, with the minutes used.
    

The round-ups go to your team's admins and anyone else who's turned them on. No round-up is sent after a day or week with no calls.

## Choose how you hear

Each person chooses email, text or the app for these in their own notification settings. Click **notification settings** on the page, or see _How to choose your notifications_.

To change who's an admin, click **Team page**. To send a step's messages to someone in particular, set **Who the message is for** or **Who rings them back** on that step in your call flow. See _How to change your call flow_.

## Record calls

Under **Call handling**, turn **Record calls** on or off and click **Save**. With it on, you can listen back to each call from **Calls**.

The receptionist doesn't tell callers they're being recorded, so say on your website or privacy notice that calls may be recorded.

## Set the longest call

Under **Call handling**, set **Longest call** to between 2 and 30 minutes and click **Save**. When a call reaches it, the receptionist politely wraps up. It stops a chatty caller using up your minutes.

Both of these reach callers once you publish. See _How to put your receptionist live, pause it and publish changes_.

## Why didn't I get a text about a call?

Check your notification settings allow texts, and that your mobile is on your profile. When you add your mobile while setting up the receptionist, texts about calls are turned on for you.