You've set up your number, built your team, and made your first call. Now let's cover the everyday tools that keep your phone system running smoothly — your contacts, call history, recordings, hold music, and how to temporarily stop receiving calls when you need a break.
Your Contacts: Address Book and Personal Contacts
Romulus has two types of contacts, and understanding the difference saves you a lot of confusion.
The Address Book is a shared contact list that everyone on your team can see and use. If your receptionist saves a client's number there, your sales team can see it too. It's the central directory for your business contacts.
Personal Contacts are contacts visible only to you. Use these for numbers that are relevant to your role but don't need to be shared with the whole team.
To add a contact to the Address Book:
Open the Romulus app and go to the Contacts or Address Book section
Click Add Contact
Enter the contact's name, phone number, and any other relevant details
Choose whether to save it as a shared (Address Book) or personal contact
Click Save
You can also import contacts in bulk from a CSV file — useful if you're migrating from another system and have an existing contact list to bring over.
👉 Address Book and Shared Contacts — full guide
👉 How to Add, Import, and Manage Contacts — including bulk import instructions
Your Call History and Recordings
Romulus keeps a log of every call — incoming, outgoing, and missed. Your call history is one of the most useful tools for staying on top of your business communications.
From the call history you can:
See who called, when, and for how long
Call back a missed call with one tap
Listen to call recordings (if recording is enabled on your account)
Filter calls by date, user, or number
To access your call history:
Open the Romulus app or dashboard
Go to the Calls or Call History section
Browse or filter your call log
Click on any call to see its details or play the recording
💡 Tip: If you missed a call and don't recognise the number, check the call history before calling back — you may find it's already saved in your contacts or has called before.
👉 How to View Call History and Listen to Recordings — full guide
Your Hold Music
When you put a caller on hold, they hear music while they wait. Romulus comes with default hold music, but you can replace it with your own audio — a branded jingle, a calm track, or a recorded message telling callers how long they might wait.
To customise your hold music:
Go to Settings in your Romulus dashboard
Look for Hold Music or Audio Settings
Upload your audio file (MP3 format recommended)
Save the setting — your new hold music will play immediately for all future calls
💡 Tip: Keep your hold music professional and at a comfortable volume. Avoid long silences or abrupt audio cuts — callers who hear nothing often think the call dropped.
👉 How to Customise the Hold Music — full guide
Do Not Disturb — Pause Calls When You Need To
There will be times when you need to stop receiving calls temporarily — during a meeting, a lunch break, or when you're focused on something important. Romulus lets you do this with the Do Not Disturb setting, without logging out of the app or affecting other team members.
When Do Not Disturb is active:
Incoming calls will not ring on your device
Calls will be redirected according to your inbound rules — for example, to a colleague or voicemail
You can still make outgoing calls
To enable Do Not Disturb:
Open the Romulus app
Click on your profile icon or status indicator
Select Do Not Disturb
To turn it off, click your status again and select Available
⚠️ Reminder: Do Not Disturb only affects your device. If other team members are set to Available, they will still receive incoming calls normally.
👉 How to Enable Do Not Disturb — full guide
Common Questions
Can my whole team see all call recordings?
Access to recordings depends on your role. Admins can typically view all call recordings across the team. Standard users may only see their own. Check with your account admin if you're unsure what you have access to.
How long are call recordings stored?
Call recordings are stored for a set period depending on your Romulus plan. Contact your account manager for details on your specific retention policy.
Can I import contacts from my phone or another CRM?
Yes. Romulus supports contact import via CSV file. Export your contacts from your phone, Google Contacts, or CRM as a CSV, then import them into Romulus from the Contacts section.
What audio format does Romulus accept for hold music?
MP3 is the recommended format. If you have a file in a different format, convert it to MP3 before uploading. Keep the file size reasonable — large files may take longer to process.
Lesson 1 Complete — What's Next?
You've completed Lesson 1. You now know how to set up your number, install the app, build your team, make and receive calls, and manage your day-to-day tools. In Lesson 2, you'll learn how to control exactly what happens when a customer calls your business — with inbound rules, voice menus, business hours, and more.