CallMerlin — Phone Management

CallMerlin lets you perform the same tasks as Merlin chat via a phone call. Call the Merlin number, enter your PIN, and give your command: • "Create a website for my flower shop in Amsterdam" • "Register domain flower-shop-amsterdam.com" • "Create a mailbox" CallMerlin uses the same AI backend as the chat — the same 40+ tools, the same intelligence. The only difference is the interface: voice instead of text.

Before you can use CallMerlin, you need your own phone number. Go to Agency → CallMerlin → 'CallMerlin number' section: 1. Choose the country (NL, BE, DE, FR, ES, GB, US, AT, CH, IT, PT) 2. Click 'Purchase number' 3. The number is automatically ordered and linked Some countries require additional documentation (ID proof, address registration). If so, a form appears where you can upload these documents. After approval (2-3 business days) the number is activated. You can release the number via the 'Release number' button.

Go to Agency → CallMerlin → 'PIN management' section to create PINs for yourself, team members or clients. Each PIN has: • A name — who uses this PIN • A label — optional, e.g. 'Support team' or 'Client Smith' • Permissions — which actions the caller may perform • Contact person/Department — optional, for internal organisation • User ID and phone number — link to a specific user • Expiry date — optional, PIN expires automatically after this date Basic permissions: • View sites — overview of websites and their status • Manage content — create and edit pages • Settings — change site settings • Analytics — view statistics and data • Domains — domain/DNS/email configuration • SEO — adjust search optimisation • Delete — destructive actions (delete, unpublish) E-commerce permissions: • Manage products — create, edit and delete products • View orders — view order history and status • Edit stock — adjust stock quantities Financial: • View invoices — view invoices and payment history • Edit prices — adjust product prices and discounts Advanced: • Export reports — export data as CSV/PDF • API/Integrations — access to external connections Authentication options: • SMS OTP — additional verification via SMS code when calling • Audio PIN — speak PIN instead of pressing keys You can adjust permissions per PIN via the gear icon in the table. Permissions can also be restricted per category. After 3 incorrect PIN attempts, the account is locked for 15 minutes.

You can find the Merlin number on the CallMerlin page in the agency dashboard (Agency → CallMerlin). The number is shown at the top of the page. Step by step: 1. Call the Merlin number 2. Enter your PIN via keypad (or speak the digits) 3. After authentication: "Welcome [name]! What would you like to do today?" 4. Give your command via voice 5. Merlin reports each step: "The website has been created... Now registering the domain..." 6. "Everything is live! Would you like to change anything?" You can interrupt Merlin by speaking. Say "Stop" to cancel the current task.

The CallMerlin dashboard shows: • Overview — Number of calls, average duration, most used commands and costs • Call logs — Table with date, user, duration, executed tasks and costs. Click a row for the full transcript • Export — Download call logs as CSV with date filter Calls are automatically cleaned up after 90 days.

PIN users can create and manage tasks via chat or voice, on any channel (phone, desktop, webcall, Android app). Examples: • 'Remind me tomorrow about the quote for client X' - one-time task with deadline • 'Check outstanding invoices every Monday' - ongoing task with weekly recurrence • 'Mark this task as done' - change status to completed • 'Create a task for the sales team: follow up on new leads' - group assignment The 'Manage tasks via chat/voice' permission is required to create new tasks. Without this permission, the PIN user can only update existing tasks.

PIN users can create, view, update and delete alerts via chat or voice. Examples: • 'Warn me if there are more than 5 outstanding invoices' - threshold alert • 'Notify me if an invoice is overdue by more than 30 days' - overdue alert • 'Send a Slack message if the number of deals drops by more than 20%' - change alert • 'Let me know if there are unpaid invoices over 1000 euros' - threshold on amount The 'Manage alerts via chat/voice' permission is required. For complex conditions, Merlin sends the details to the chat so the user can review them.

PIN users can build workflows via chat. They describe the desired process and Merlin builds the workflow. Examples: • 'When a new customer comes in, create a contact in HubSpot, send a welcome email and schedule a call' • 'Deal closed: invoice in Moneybird + confirmation to Slack' • 'New lead: create contact, create deal and notify sales' The 'Build workflows via chat/voice' permission is required. Starting existing workflows via 'Run workflow X' is always allowed without extra permission. Merlin sends a summary to the chat so the user can review the steps before the workflow is saved.

Use CallMerlin as a personal assistant that automates daily tasks. 1. 'Remind me every Friday to close the week in Moneybird' - recurring task with weekly repetition. 2. 'Send me a notification if my inbox has more than 10 unread emails' - threshold alert. 3. 'Check every morning if there are new leads in HubSpot' - daily alert for new items.

Automate the sales process and keep track of the pipeline. 1. 'Warn the sales team if the deal pipeline drops below 5 deals' - threshold alert. 2. 'When a deal is closed: create an invoice, send a welcome email and schedule a follow-up' - 3-step workflow. 3. 'Send a summary of the weekly revenue to Slack every Monday' - recurring task with Slack notification.

Stay on top of invoices, payments and bookkeeping. 1. 'Warn me if invoices are overdue by more than 60 days' - overdue alert. 2. 'Check daily if there are new purchase invoices in Moneybird' - daily alert. 3. 'When a payment comes in, send a confirmation to the customer via email' - workflow with email as a step.

Automate recurring administrative processes. 1. 'Create a task for the entire team: update CRM notes daily' - recurring task for the group. 2. 'Set up a workflow: new customer, create CRM contact, send welcome email, schedule calendar item' - multi-step workflow.

Automations combine workflows with an AI analysis step. The system reads data from communication channels (Slack, email, Teams), automatically fetches context from CRM and accounting, and sends everything through AI. The AI identifies: • Customer signals (bankruptcy, payment issues, growth) • Cross-references (same customer in multiple systems) • Conflicts (information that doesn't match between systems) • Concrete action items per system • Urgency labels: URGENT, ACTION or INFO The AI automatically fetches data from all active CRM, accounting, project management and support providers, without manual configuration.

After an AI analysis, the PIN user approves the suggested actions. There are three modes: • Request approval (default): Merlin pauses and waits for your approval • Notify only: Merlin sends the summary but does not execute any actions • Execute immediately: actions are executed right away Approval requests appear as rich cards in the chat (desktop, widget, Android), as buttons in Slack, or as a link via email. Requests expire after a configurable period (default 4 hours).

The analyze step turns CallMerlin into an AI Chief of Staff. The system sees all information from your business systems and finds connections that humans miss. Example: Jan mentions in Slack that Multivlaai is going bankrupt. In Gmail there's an email from Multivlaai saying they can't pay invoice #2024-456. In HubSpot the deal 'Website redesign' is still active. In Moneybird EUR 3,200 is outstanding. The AI combines this into a report with concrete action items: move deal to 'lost', stop invoice sending, inform account manager.