How to Use ClickUp Phone AI Agents

ClickUp Phone AI agents help teams automatically answer inbound calls, qualify leads, and book meetings without manual effort. This guide walks you through how to configure, publish, and manage a phone agent from start to finish.

What Are ClickUp Phone AI Agents?

A phone AI agent in ClickUp is a customizable, always-on virtual representative that handles voice calls on your behalf. It uses your instructions, scripts, and data to converse with callers and capture the information you need.

With a phone agent you can:

• Give callers instant answers 24/7.
• Qualify leads and collect intake information.
• Book and confirm appointments.
• Route high-intent callers to your team.

The agent runs directly from the AI Agent page, where you control its behavior, phone number, and call experience.

How ClickUp Phone AI Works

The phone agent in ClickUp follows the same core configuration as other AI agents but is optimized for voice conversations. It listens, responds, and follows your defined goals.

At a high level, the workflow is:

1. You design the agent’s purpose and call script.
2. You enable the phone experience.
3. You select or connect a phone number.
4. Callers dial the number and speak with your agent.
5. The agent captures data and outcomes in your workspace.

Before You Start in ClickUp

Before turning on your agent, make sure you have:

• Access to the AI Agents section of your workspace.
• A clear goal for what your phone agent should achieve (for example, booking demos or answering FAQs).
• Any intake questions or qualification criteria you want the AI to follow.

When you are ready, open the AI Agents page in your ClickUp workspace to begin setup.

Step 1: Create or Open a ClickUp AI Agent

To use the phone experience, you first need an AI agent configured with a role and purpose.

1. Navigate to the AI Agents section in your ClickUp workspace.

2. Create a new agent or open an existing one that you want to enable for calls.

3. Define the agent’s role, such as sales assistant, intake specialist, or support rep.

4. Add clear instructions that tell the agent how to handle phone conversations, what questions to ask, and when to end the call.

Make sure your instructions are concise and written in a conversational tone, since the ClickUp agent will be speaking these responses aloud.

Step 2: Enable the ClickUp Phone Experience

Once your base agent is ready, enable the phone experience so it can answer calls.

1. In the agent’s configuration view, locate the channel or experience options.

2. Turn on the phone experience for this agent.

3. Review any call-specific settings such as language, greeting, or availability rules.

The phone experience makes your ClickUp agent accessible via a phone number so customers and leads can call directly.

Step 3: Choose a Phone Number for Your Agent

An AI phone agent needs a phone number that callers can dial. On the Phone tab of your agent, you manage this number.

Assign or Connect a Number in ClickUp

From the Phone tab, you can:

• Select a new phone number offered for your workspace and region, if available.
• View or update the existing phone number already assigned to the agent.
• Confirm the number you plan to share publicly with customers.

The Phone tab is the central place where your ClickUp agent’s number is displayed and managed.

Publish or Unpublish the Phone Number

To control when your ClickUp agent can receive calls, use the publish controls on the Phone tab.

1. Open the agent and go to the Phone section.

2. Publish the phone number to make the agent live for inbound calls.

3. Unpublish the number if you want to pause calls while you edit or test changes.

Publishing gives you instant control over access to your agent’s phone line without deleting any configuration.

Step 4: Configure the Call Experience in ClickUp

A well-tuned call experience helps your agent sound more natural and stay aligned with your business goals.

Set the Greeting and Introduction

Begin by defining how your ClickUp agent should introduce itself:

• Write a short greeting that clearly states the agent’s role.
• Tell callers what the agent can help them with.
• Keep the greeting friendly and efficient so callers reach the main purpose quickly.

Define Questions and Call Flow

Next, structure the conversation your agent should follow throughout the call.

• List the questions the agent must ask to complete its task.
• Include rules for collecting names, contact details, and context.
• Set up specific prompts for qualifying leads or booking meetings.

These instructions guide the ClickUp AI so it consistently captures the information you need from each call.

Step 5: Test Your ClickUp Phone Agent

Before you share the number publicly, test how your agent performs in real calls.

1. Publish the phone number from the Phone tab.

2. Dial the number from your own phone.

3. Walk through different scenarios, such as a new lead, an existing customer, or an unclear request.

4. Check how the agent greets, asks questions, and closes the call.

If you notice gaps or confusing responses, adjust your instructions or call flow in ClickUp, then repeat the test until you are satisfied.

Step 6: Share and Monitor Your ClickUp Agent

Once testing is complete, you can share the agent’s phone number with your team and customers.

• Add the number to your website contact page.
• Include it in email signatures or campaign materials.
• Use it for specific intake forms or appointment funnels.

Regularly monitor how your ClickUp phone agent is performing. Review call outcomes in your workspace and update prompts to improve clarity, conversion, and customer satisfaction.

Best Practices for ClickUp Phone AI

To get the most from your phone agent, keep these tips in mind:

• Be specific with instructions: Clearly define what the agent should and should not do.
• Limit call length where appropriate: Keep conversations focused on the outcome you want, such as a booked meeting.
• Use natural language: Write prompts the way a human would speak so your ClickUp agent sounds friendly and clear.
• Review and refine: Adjust your configuration based on actual caller behavior and feedback.

Where to Learn More About ClickUp Phone Agents

You can explore more configuration details, examples, and product information about phone AI agents directly from the official page at ClickUp Phone AI agents. For broader consulting, workflow design, and implementation help across tools, consider resources like Consultevo, which focuses on process optimization and systems strategy.

By following the steps in this guide, you can quickly set up a powerful phone AI agent inside ClickUp that handles calls, collects data, and supports your team around the clock.