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How to use TalkTool

Pick what you are trying to do and follow that section. Each step includes a screenshot and a short explanation of what to look for. Tap any screenshot to see it larger.

Open your dashboardMake your first call

Updated September 2026 · Screenshots use example account and call details

Choose what you want to do

Start with the call you need to make.

You do not need to learn every TalkTool feature. Pick the situation that matches what you are doing right now.

Easiest place to startCall from the dashboardYou are calling a customer now. Pick their language, enter their number, and press Call.Already talking to someoneAdd a translator to an existing phone callKeep your call connected, dial TalkTool as a second call, and merge the two conversations.From a cell or landlineMake an outgoing callCall TalkTool from any phone, then have TalkTool dial the customer for you.Customers call youReceive incoming callsGet a TalkTool number, choose the caller language, and decide where your phone should ring.

Not sure where to begin? Use Call from the dashboard. The customer answers a normal phone call and does not install anything.

Start here

How TalkTool works: translator mode and interpreter mode

TalkTool is an AI translator that joins ordinary phone calls. You speak English, the other person speaks their language, and TalkTool speaks for both of you. Nobody installs anything — the other person just answers a normal call.

Every TalkTool call runs in one of two modes, and a single thing decides which one you get: who owns the call. If TalkTool places or receives the call, you get translator mode. If you merge TalkTool into a call that already exists on your phone, you get interpreter mode. Read this section once and everything you hear on a call will make sense.

Translator mode — each side hears only their own language

When TalkTool owns the call — you dialed from the dashboard, pressed 1 to dial out, or a customer called your TalkTool number — each person is on their own line with TalkTool in the middle, so TalkTool controls what each ear hears. You hear the entire conversation in English, spoken by a natural voice, with the other person's real voice quietly underneath. They hear the same thing in their language. Both directions translate at the same time: while your translation plays to them, their reply is already being translated for you. Nobody sits through a language they don't understand, which makes calls roughly twice as fast as working through a human interpreter.

What to expect: speak one thought at a time — a sentence or two — then pause. The translation starts about two and a half seconds after you stop. Short thoughts and clear pauses are the whole technique; long monologues make the other person wait through a long translation.

Interpreter mode — everyone hears everything

When you merge TalkTool into a call that already exists on your phone — three-way calling, add-call/merge, or speakerphone — your carrier delivers us one audio stream with every voice already mixed together. Splitting that stream so each person hears only their own language is not technically possible — for TalkTool or for any service. The phone network combined the voices before we ever heard them.

So in a merged call, TalkTool works exactly like a human interpreter on speakerphone: you speak, pause, and the translation plays to everyone on the call; the other person replies, and their translation plays to everyone too. Hearing both languages take turns is interpreter mode working correctly — it is not a glitch, and no setting changes it. It's still dramatically faster than scheduling a human interpreter; just expect the back-and-forth rhythm.

The two modes at a glance
Translator modeInterpreter mode
How the call startedTalkTool dialed them, or they dialed TalkToolYou merged TalkTool into an existing call
What each side hearsOnly their own language (other voice quietly underneath)Everything — both originals and both translations
PaceBoth directions at once — no waitingTurn-based: speak, pause, translation plays to all
How to talkNaturally, in short thoughts, with pausesOne thought at a time; wait for the translation to finish
Where you get itDashboard calls, your TalkTool number, press-1 dial-outAdd-call/merge, three-way, press-2 connect
The rule of thumb
If TalkTool dialed them or they dialed TalkTool, each side hears only their own language. If you merged TalkTool into a call you already had, the whole call hears everything — and no service can change that. Whenever you have the choice, let TalkTool place or receive the call.

Call someone from the dashboard

  1. Step 1: Open Browser Call and choose both languages

    Open Browser Call from the dashboard sidebar. Set You Speak to your language and They Speak to the other person’s language. Leave the voice choices as they are to get started.

    Check the two language selectors. This example uses English and Spanish; choose the languages for your call.
    • Allow microphone access if your browser asks. Headphones help prevent echo.
    • New accounts can use their 10 free minutes here.

  2. Step 2: Enter their number and select Start Call

    Choose the country and enter the phone number under Number to call. Check that Start translating immediately is on, then select Start Call. The other person answers a regular phone call.

    Your screen should show the recipient’s number, both languages, and a Ready connection status before you call.
    • Use the person’s own number. The numbers shown in these examples are sample numbers.

  3. Step 3: Speak, pause, and follow the live transcript

    When the call connects, greet the other person in your language. Say one or two sentences, then pause for the translation. Their reply is translated back to you. Select End when you finish.

    Example conversation: your words and the customer’s reply appear alongside their translations. The End button is at the top right.
    • You can find the saved transcript in Calls when transcripts are enabled for your organization.
Already on a call

Add a translator to an existing phone call

Already speaking to someone on your cell phone? Add TalkTool as a second call, enter your codes, then merge the calls. Your original caller stays on the line while you bring in the translator.

You need a TalkTool account and a phone and carrier that support three-way or conference calling. Choose the iPhone or Samsung Galaxy screenshots below to find your phone’s controls.

Bring TalkTool into your conversation

  1. Step 1: Keep your call connected and find your TalkTool details

    Leave your current phone call connected. Open My Translators in the TalkTool dashboard and find Conference line. Have the call-in number and your organization’s six-digit code ready before adding TalkTool.

    Use the number and organization code from your own dashboard. The code 123456 shown here is only an example.
    • You can look up these details in your browser while the call stays connected, or keep them handy before calling.

  2. Step 2: Add a second call and dial TalkTool

    Return to your phone’s call screen. On iPhone, open More → Add People; on Samsung Galaxy, tap Add call. Dial +1 (213) 753-2845 as the second call. Your original caller waits on hold while you connect to TalkTool.

    iPhone example: start with the highlighted More button, then choose Add People. The contact shown is from Apple’s example; your existing caller stays on the line.Screenshot: Apple Support — iPhone conference calls
    • If your iPhone already shows an Add call button, use it to place the second call.
    • Keep the calls separate while entering your organization code.

  3. Step 3: Enter your organization code, then the language code

    On the TalkTool call, open your phone’s keypad. Enter your six-digit organization code when asked. At the next prompt, enter the two-digit code for the other person’s language, such as 01 for Spanish. Keep the leading zero.

    Look up the language here, then enter its code on your phone’s keypad. Use your own organization code first.

  4. Step 4: Press 2 to connect the translator

    When TalkTool asks how you want to connect, press 2. This connects translation for the call you already have. Keep the original caller on hold until TalkTool has connected.

    The You’re already on the call instructions show the correct option: press 2. Press 1 is for having TalkTool dial a new customer call.

  5. Step 5: Merge TalkTool with your original call

    Hide the keypad if it covers your call controls. Select Merge or Merge Calls to bring your original caller and TalkTool into one conversation. Your phone may display Conference or show both connected participants.

    iPhone example: tap Merge to bring both calls together. Your second call will be TalkTool; Apple’s screenshot uses example contacts.Screenshot: Apple Support — iPhone conference calls
    • Swap only changes which call you are speaking to. Use Merge to let everyone hear each other.

  6. Step 6: Take turns and pause for the translation

    Resume your conversation. Say one or two sentences, then let TalkTool finish translating before the other person speaks. In this merged call, everyone hears the original voices and the translations. End the conference call on your phone when you are finished.

    Use this rhythm: speak, pause, listen. Hearing both languages is expected when you add TalkTool to an existing phone call.
What everyone will hear
This is interpreter mode: everyone hears both the original speech and its translation. Take turns and let each translation finish before continuing.

Can’t find Merge?

Make sure the TalkTool call has connected, then return from the keypad to your phone’s call controls. If Merge is still missing or unavailable, check with your carrier about conference calling. The exact controls depend on your phone and software version.

Phone-specific help: iPhone conference calling · Samsung Galaxy calling controls.

Make an outgoing call

Call a customer from any phone

Use the conference line when you are away from the dashboard or need to call from a cell phone, desk phone, or landline. It is one shared number for your whole organization, it works from any phone on any carrier, and it is included with every account.

The flow is four keypad entries: dial the line, enter your organization's 6-digit code, enter a 2-digit language code, then choose how to connect. Every step is spoken to you on the call — you don't need to memorize anything except your org code.

Make an outgoing call from any phone

  1. Step 1: Find your organization code and call the conference line

    Open My Translators and find Conference line. On your phone, dial +1 (213) 753-2845. When prompted, enter your organization’s six-digit code using the phone keypad.

    Find these details in My Translators. Use the code from your own dashboard; 123456 is an example.
    • You can call from a cell phone, landline, or desk phone.

  2. Step 2: Look up and enter the language code

    Expand Language codes next to your organization code. Find the language the other person speaks, then enter its two-digit code on your phone when asked.

    For Spanish, enter 01. Keep the leading zero and use the list for other languages.

  3. Step 3: Press 1 to call someone, or 2 to join an existing call

    Press 1 to have TalkTool call the other person, then follow the spoken prompt to enter their number. If you are already talking to them, press 2 and use your phone’s add-call and merge controls to bring TalkTool in.

    The How it works panel is your reference. Enter the digits on your phone; add-call and merge controls depend on your phone and carrier.
    • With dial-out, each person hears their own language. In a merged call, everyone hears both languages and takes turns.

  4. Step 4: Take short turns and wait for the translation

    Speak one or two sentences and pause. Let the translation finish before continuing. You can keep the entire conversation on your phone without opening the dashboard.

    Reference from TalkTool’s team guide: speak, pause, then listen. This step takes place on your phone.
Outgoing calls for your team

Give staff an interpreter speed dial

Auto Connect is for employees who translate calls often. They dial one dedicated number and skip the organization and language codes.

Set up your team’s speed dial

  1. Step 1: Choose Auto Connect line and a language

    Open My Translators → Set Up Agent. Choose Auto Connect line, then Instant connect for one language or Language menu for several. Choose the language your team needs.

    Auto Connect lines are for your team to call. Choose Instant connect to use the same language each time.

  2. Step 2: Connect the agent to a phone number

    Select Connect a phone number. Search your area code, choose an available number, and review the setup. Select Get this number when you are ready to activate the line.

    Choose a real available number in your dashboard. This screenshot uses sample numbers.
    • The line needs a plan with dedicated numbers. Review any plan or carrier charges before confirming.

  3. Step 3: Turn on Dial-out choice

    Open the line’s Manage page and switch on Dial-out choice. Team members can then press 1 to have TalkTool call a customer, or 2 to connect to translation and merge the call themselves.

    Find Dial-out choice at the bottom of the settings card. A checked switch means callers get the 1-or-2 choice.

  4. Step 4: Copy the number and save it in your team’s contacts

    Copy the number shown at the top of the line’s Manage page. Save it in your phone’s contacts with a clear name, such as Spanish interpreter, and share it with the teammates who need it.

    Copy your own line’s number here, then save it in your phone’s Contacts app. Contact screens vary by device.

If the customer is already on the line, press 2 (or just wait) and merge TalkTool into the call with your phone's add-call/merge — that's interpreter mode, so everyone hears the originals and the translations take turns. Auto Connect lines are included with the Starter plan, and you can restrict which phone numbers are allowed to call each line.

Receive incoming calls

Get a number your customers can call

A TalkTool phone number answers your customers in their language: a keypad language menu, live translated conversation with your team, and voicemail they can leave in their own words. You choose whether calls ring your current phone or the TalkTool dashboard.

Set up a number for incoming calls

  1. Step 1: Open My Translators → Set Up Agent

    Open My Translators from the dashboard sidebar and select Set Up Agent. An agent is a phone number with instructions for handling your calls. The wizard first configures those instructions, then connects a number.

    You should see two choices: Incoming number and Auto Connect line.

  2. Step 2: Choose Incoming number

    Select Incoming number when customers will call you. The next options let you choose the caller’s language and where the call should ring.

    The selected Incoming number card has a blue border and checkmark.

  3. Step 3: Choose the language and where calls ring

    Choose Callers choose a language for a keypad menu, One language for every caller for a single language, or Voicemail only to take messages. For live calls, choose Answer in the dashboard or Forward to my phone. Give the number a name you will recognize.

    This example connects Spanish-speaking callers to available teammates in the dashboard. Review the voicemail greeting below the routing choices.

  4. Step 4: Choose a number, review it, and activate

    Select Connect a phone number. Search your area code and choose an available number. Check the review card and Go live immediately setting, then select Get this number when you are ready.

    Read What happens on a call before confirming. It should match the language and destination you selected.
    • Dedicated numbers need a paid plan. Review any plan or carrier charges before confirming.
    • You can change the setup later from the agent’s Manage page.
Most requested setup

Forward calls to your existing business phone

The most popular way to use TalkTool: keep answering on the phone you already use. Your TalkTool number sits in front of your existing line — customers call it in their language, your current phone rings like any normal call, and you answer in English.

Nothing about your current setup changes. No app on your phone, no new hardware, no porting — your existing number keeps working exactly as before. The TalkTool number is simply the one you give to customers who speak another language.

Set up forwarding

  1. Step 1: Create an incoming agent

    Open My Translators → Set Up Agent and choose Incoming number. You will use a TalkTool number for customers and send those calls to the phone you already answer.

    Start with Incoming number. The forwarding option appears after you choose how callers are greeted.

  2. Step 2: Choose the caller’s language

    Select One language for every caller and choose their language. If customers speak several languages, use Callers choose a language to give them a short keypad menu instead.

    This example uses Spanish. Select the language your customers speak.

  3. Step 3: Select Forward to my phone and enter your number

    Under Where should calls ring?, choose Forward to my phone. Enter your cell, front-desk, or business phone number. Check the country code and look for the green validation check.

    This is the existing phone you want to answer. Use a different number from the TalkTool number customers will dial.
    • The receiving phone needs no app or special setup.

  4. Step 4: Choose your TalkTool number and check the forwarding destination

    Select Connect a phone number, search your area code, and choose a number. The review card should say that calls ring your existing phone with live translation. Check it carefully before selecting Get this number.

    Under What happens on a call, check both the caller’s language and the phone number that will ring.

  5. Step 5: Answer your phone and greet the caller

    Give customers your TalkTool number. When they call, your existing phone rings. Answer and listen for the short TalkTool announcement, then speak in your own language and pause between sentences.

    Reference from TalkTool’s team guide: after the announcement, greet the caller normally. You answer on your own phone; its incoming-call screen varies by device.
    • If your phone forwards back to TalkTool, avoid sending the call straight back to that same phone. This can create a forwarding loop.
Where to put the number
Publish your TalkTool number wherever those customers find you — your website, Google Business Profile, ads, or flyers for that language market. Spanish-speaking customers call the TalkTool number; everyone else keeps calling the number they always have.

Already advertise one number everywhere? You can forward it to TalkTool through your carrier and answer in the TalkTool dashboard. Avoid forwarding from TalkTool back to that same number, which would send the call in a loop.

Answer customer calls in the dashboard

  1. Step 1: Set yourself Available for the right phone line

    Open the availability control in the dashboard sidebar. Turn on Incoming Calls and select the phone lines you want to answer. Keep the dashboard open so your browser can ring.

    Check the line’s box and look for Calls will ring your browser. Forward-to-phone and Auto Connect lines do not ring here.

  2. Step 2: Answer the incoming call

    When the Incoming Call prompt appears, check the caller and the number they dialed. Select the green phone button to answer. The red phone button declines the call; Send to Voicemail takes a message when available.

    Select the green phone button on the right to answer. The numbers in this screenshot are examples.

  3. Step 3: Speak in your language and follow the transcript

    After answering, open Browser Call for the full call screen. Greet the caller, speak in short sentences, and pause for the translation. Use the microphone control to mute yourself or End to finish the call.

    The full call screen shows the original speech and translations together. This is a sample conversation.
After the call

Transcripts, voicemail, and summaries

Use Calls to revisit a conversation and Voice Messages to read a voicemail. Recordings, transcripts, and summaries depend on your plan, your organization’s settings, and successful processing.

Find the details after a call

  1. Step 1: Open Calls and find the conversation

    Select Calls in the dashboard sidebar. Find the conversation by name, phone number, or date. Select View on that row to open its details.

    Use Search calls, the status filter, or Pick a date to find a conversation. View opens its details.

  2. Step 2: Read the original words and their translations

    Scroll to Transcript on the call’s details page. Read each message together with its translation. This helps you check exactly what each person said.

    Messages are labeled You and Customer. Original and Translated labels distinguish the two versions.
    • Transcripts are available only when enabled for the organization and successfully captured.

  3. Step 3: Review the summary and next steps

    On the same details page, find AI Summary. Review the short recap, key points, and any action items. Summaries may take a little time to appear after the call ends.

    Use the summary as a starting point and check important details against the transcript. Summaries require a supporting plan and enabled organization settings.

  4. Step 4: Open Voice Messages to read a translated voicemail

    Select Voice Messages in the sidebar, then choose a message in the Voicemails inbox. Read the original transcript, the translation, and the summary in the message panel.

    Choose a message on the left to read it on the right. This example uses sample caller details and message text.
    • If a message is still processing, give it a moment and select Refresh.

What each plan includes

Feature availability by plan — see /pricing for current prices
PlanMinutes / monthDedicated numbersIncoming calls & language menusTranslated voicemailAI summaries
Pay As You Go (free)10 free minutes to start————
Starter3002✓✓✓
Growth1,50010✓✓✓
Scale4,00025✓✓✓

Minutes are prepaid and shared across every surface — browser calls, the conference line, and dedicated numbers all draw from the same balance. Top up any time, or let a monthly plan replenish them. Growth and Scale add priority support. Plans are billed monthly and you can cancel anytime. Current prices are always on the pricing page.

Common questions

Can I forward TalkTool calls to my existing business phone?
Yes — this is the most popular setup. In the agent wizard, under “Where should calls ring?”, choose “Forward to my phone” and enter the number you already answer. Customers call your TalkTool number in their language, your existing phone rings like a normal call, and you answer in English with live translation both ways. Nothing is installed on your phone and your existing number keeps working exactly as before.
What's the difference between translator mode and interpreter mode?
Who owns the call decides the mode. When TalkTool places or receives the call (dashboard calls, press-1 dial-out, or someone calling your TalkTool number), you're in translator mode: each side hears only their own language, both directions translate at once, and calls run about twice as fast. When you merge TalkTool into a call that already exists on your phone (add-call, three-way), you're in interpreter mode: the phone network hands us one mixed audio stream, so everyone hears the originals and the translations take turns — like an interpreter on speakerphone. Whenever you have the choice, let TalkTool place or receive the call.
How should I talk on a translated call?
Speak one thought at a time — a sentence or two — then pause. The translation starts about two and a half seconds after you stop speaking. That pause is the entire technique: short thoughts translate quickly and keep the conversation moving, while long monologues make the other person wait through a long translation. Talk at your normal speed and volume; you don't need to slow down or simplify your words.
Does the person I'm calling need to install anything?
No. On every TalkTool surface, the other person just answers (or makes) a regular phone call and hears a natural-sounding voice in their language. Landlines, mobiles, and VoIP phones all work.
How fast is the translation?
Speak a thought and pause — the translation starts playing about two and a half seconds after you stop speaking, and both directions run in parallel. Because each side listens in their own language, calls move roughly twice as fast as a traditional back-and-forth interpreter.
Why do I hear both languages when I merge TalkTool into an existing call?
When you three-way TalkTool into a call that already exists on your phone, your carrier hands us one stream with every voice already mixed together — it is not technically possible, for TalkTool or any service, to split that audio so each person hears only their own language. So a merged call works like an interpreter on speakerphone: everyone hears the originals and the translations take turns. For the split-audio experience where each side hears only their own language, let TalkTool place or receive the call — browser calls, conference-line dial-out (press 1), or a dedicated number.
What does a caller hear when they call my TalkTool number?
With a language menu, they hear each language option spoken in that language and press a digit. Then they hear a short translation disclosure in their language, ringback while your team is rung, and finally the live translated conversation. If no one answers, they can leave a voicemail in their own language.
How does translated voicemail work?
Your greeting is written once in English and spoken to each caller in their language. Every message is transcribed, translated, and re-spoken so you can listen in your language, plus summarized — all on the Voice Messages page. Voicemail is included with every paid plan.
What do the minutes cost, and what uses them?
Every surface — browser calls, the conference line, and dedicated numbers — draws from the same prepaid minute balance. New accounts get 10 free minutes to start, paid plans include monthly minutes, and you can top up any time. See the pricing page for current rates.
Can my whole team answer calls?
Yes. Invite teammates to your organization, and anyone who sets themselves Available rings for incoming calls — in the browser and the mobile app at the same time. The first to answer takes the call.
Can I turn off recordings or transcripts?
Yes. Organization compliance settings let you opt out of call recording, transcripts, and AI summaries, and TalkTool then withholds those artifacts end to end.

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Keep exploring

Deeper guides for specific setups

Conference in an AI interpreterAdd translation to a live call in four steps.Set up a multilingual IVRBuild the caller language menu step by step.Voicemail translationGreet and take messages in any language.Chrome extensionAdd an interpreter to RingCentral, Dialpad & Zoom calls.Phone BoothTry a live-translated call from your browser.PricingPlans, minutes, and current rates.