First Time Setup
A step-by-step guide to getting started with Voxvaani from scratch.
Overview
This guide walks you through setting up Voxvaani for the first time. Complete these steps to start using the platform.
Setup Time: Approximately 30–45 minutes depending on provider setup and integration complexity.
Each step builds on the previous one. Skipping ahead (e.g., trying to launch a campaign before configuring a provider) will result in errors. Follow the checklist sequentially for a smooth setup experience.
If your organization has an IT administrator, complete this setup with them present. Several steps require credentials for third-party services (SIP provider, SMTP server, Meta Business Manager, AI API keys) that your IT team typically manages. Having them available avoids delays when configuration details or authentication approvals are needed.
Before You Start: What You’ll Need
Gather these credentials and documents before beginning. Having them ready upfront prevents interruptions during setup.
| Requirement | Where to Get It | Needed For |
|---|---|---|
| SIP Provider Credentials | Your telephony provider (username, password, host, port) | Voice call routing (Phase 2) |
| SMTP Server Details | Your email provider (host, port, username, password, encryption) | Email delivery (Phase 2) |
| AI API Keys | OpenAI or Gemini developer console | Conversational AI agents (Phase 2) |
| Meta Business Manager Access | Meta Business Suite (admin access to WABA) | WhatsApp messaging (Phase 2) |
| Truecaller API Credentials | Truecaller business account | Contact enrichment (Phase 2) |
| Contact Data File | Your CRM or spreadsheet (CSV or Excel format) | Contact import (Phase 3) |
| Payment Method | Credit/debit card or UPI | Resource purchase (Phase 3) |
| Organization Details | Company name, billing address, GST (if applicable) | Account setup (Phase 1) |
Phase 1: Account Setup
Estimated time: ~8 minutes
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1.1 Create Your Account
- Register or get invited by your administrator
- Log in to the platform
- Verify: You can successfully log in and see the dashboard
-
1.2 Configure Your Profile
- Update your name and contact details
- Change your password if needed
- Verify: Your name appears correctly in the top-right profile menu
Phase 1 Complete: Verification
Confirm these items before moving to Phase 2:
- Dashboard loads without errors after login
- Sidebar navigation shows all expected sections
- Profile menu displays your correct name and email
- You can access the Billing page to view your plan
Phase 2: Infrastructure Configuration
Estimated time: ~25–35 minutes
-
2.1 Configure Voice Provider
- Enter SIP credentials (host, port, username, password)
- Verify: Make a test call from a campaign with a single contact to confirm SIP connectivity
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2.2 Set Up SMTP for Email
- Configure SMTP settings (host, port, encryption, credentials)
- Verify: Send a test email through the Email Campaign feature to confirm SMTP delivery
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2.3 Add AI API Keys
- Add OpenAI or Gemini API keys for conversational AI features
- Verify: Create a simple test AI agent and send a test message through the chatbot
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2.4 Connect WhatsApp via Meta OAuth
- Connect WhatsApp using Meta Business Manager credentials
- Verify: After Meta OAuth completes, check the WhatsApp Configs page to confirm your WABA number appears with a GREEN quality rating
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2.5 Configure Truecaller Enrichment
- Enter Truecaller API credentials for contact enrichment
- Verify: Import a test contact and confirm enrichment data populates (name, carrier, location)
Phase 2 Complete: Verification
Confirm these items before moving to Phase 3:
- Test voice call connects and audio plays successfully end-to-end
- Test email arrives in the inbox (check spam folder if not found)
- AI agent responds to a test message with a coherent reply
- WhatsApp WABA shows as connected with GREEN quality rating
- Truecaller enrichment populates contact fields on import
Phase 3: Launch Ready
Estimated time: ~20–30 minutes
-
3.1 Import and Organize Contacts
- Import or add contacts from CSV or Excel
- Organize with tags and segments
- Verify: Contacts appear in the Contact list with correct fields; CSV import shows accurate row count
-
3.2 Purchase Resources
- Check your plan and balances
- Add money or buy resource packs if needed
- Verify: Wallet page shows expected resource allocations; purchase confirmation email received
-
3.3 Launch Test Campaigns
- Create a voice campaign with a small test batch (5–10 contacts)
- Create a WhatsApp campaign with an approved template and test batch
- Send an email campaign with a test email list
- Verify — Voice: At least one test call connects and plays audio successfully
- Verify — WhatsApp: Test messages are delivered (check analytics for delivery status)
- Verify — Email: Test emails arrive in the inbox (check spam folder if not found)
-
3.4 Review Analytics
- Check campaign analytics for your test campaigns
- Review call logs
- Track WhatsApp analytics
- Verify: Analytics show correct call counts, message statuses, and email events
Phase 3 Complete: Final Verification
Confirm these items to complete setup:
- Your team members can log in with their assigned roles
- Dashboard shows accurate resource balance numbers
- At least one test campaign of each type (voice, WhatsApp, email) has run successfully
- Call logs show correct statuses (connected, answered, etc.)
- WhatsApp templates are synced and at least one is in Approved status
- You know where to find the Wallet, Support, and Settings pages
- Bookmark the dashboard URL for quick access
Tips
- Complete the checklist in order for smooth setup
- Test each configuration after setup
- Start with a small test campaign before going live
- Document your provider credentials in a secure location separate from the platform
- If you get stuck, check the Troubleshooting section before filing a support ticket