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The contact portal: staff manage themselves

Your team should not have to text the office manager to say they are out sick. The contact portal lets anyone in your call flows update their own availability from their phone, with no account, no password, and no app to install.

How an employee signs in

  1. They open yourdomain/portal on their phone.
  2. They type their own mobile number.
  3. Taki texts a six digit code to that number.
  4. They enter the code and they are in.

The code is the proof. Because the code arrives on the phone Taki would call, holding the phone is the credential. Sessions last twelve hours, so a morning login covers a shift.

Codes expire after ten minutes, allow five wrong attempts, and are rate limited to three requests per ten minutes. Taki gives the same response whether or not the number belongs to a contact, so nobody can use the portal to test whether a number is on your team.

What they can change

  • Take calls: the on and off switch. Off means the waterfall skips them entirely.
  • Working hours: a weekly schedule. Outside it, calls do not ring them.
  • Away until: a date to come back. Useful for holidays without losing the normal schedule.
  • Away message: what callers hear if a flow reaches them while they are away.
  • Voicemail greeting: their own greeting, typed or recorded.
  • Name pronunciation: how the voice should say their name in dial by name and hold prompts.

They cannot see other people's details, the call log, billing, or flows. The portal shows one person: themselves.

What admins can still do

Everything in the portal is also editable by an admin under Contacts. Admins can flip someone's availability when they call in sick and forget to do it themselves. The audit log records who changed what and when, including changes made from the portal.

Adding someone to the portal

There is nothing to add. Any active contact with a mobile number can sign in. Adding the contact in Contacts is the whole setup, and it is worth sending them the portal link on their first day.

When someone leaves

Set the contact to inactive rather than deleting them if you want the call history to stay readable. Either way the portal stops accepting their number immediately, and every waterfall stops ringing them.

If they had a direct extension, point it at whoever inherits their work. Callers who know the old extension reach a person instead of a dead line, and you do not have to open a single flow to make it happen.

Their number stays private

A contact's mobile number is used to reach them and to send them portal codes. It is never shown to callers, never shown to other contacts, and never used as caller ID. All outbound calls carry your business number.