---
title: "Assistants who work in Ooma Office"
description: "Dedicated assistants who work inside Ooma Office every day: answering, dispositions, list hygiene, follow-up and the weekly report. See how the desk runs."
url: https://assistbpo.com/software/ooma/
updated: 2026-09-20
publisher: AssistBPO (SS Support Network LLC)
language: en-US
---

# Assistants who work in Ooma Office

AssistBPO's Ooma Office virtual assistant answers from a seat in your own account. Taking ring group and main number calls in your company name, booking appointments, parking and transferring with an introduction, emptying the shared voicemail box each morning, replying to business texts and keeping Virtual Receptionist menus, hours and hold music current.

- Business phone system
- Your account, your data

[Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) One named receptionist, a trained backup and a team lead.

In short

- Ring groups and your main number answered from an Ooma Office seat
- Virtual Receptionist menus, hours and holiday modes kept accurate
- Shared voicemail emptied and texts returned before the day ends

Ooma Office

Business phone system by Ooma, Inc. · US, CA

Ooma Office is a product of Ooma, Inc. The name and mark identify the software we work in; AssistBPO claims no partner, reseller or certification status unless held.

Updated September 2026 · Reviewed by [Issabela Masters](https://assistbpo.com/team/issabela-masters/)

## Why do Ooma Office users need a virtual assistant?

Ooma Office is bought by offices that want a phone system, not a project: an IP phone on the desk, a Virtual Receptionist menu, a ring group behind it. It works. What it cannot do is pick up. The ring group rings the front desk, the front desk is with a patient or a customer, and the call rolls into a shared voicemail box somebody listens to at the end of the day. The Virtual Receptionist still reads last season's hours. Ooma Office Manager is a page the owner opens once a year, usually to add a user. An assistant is the person missing from that ring group. They answer in your name from the desktop app, book the appointment while the caller is still on the line, take the message, empty the voicemail transcripts every morning, text people back, and keep the menus, hours, extensions and music on hold correct.

## What can a virtual assistant do inside Ooma Office?

**Ring groups**
: Joins your ring groups as a member and works with the ringing mode you chose, sequential, simultaneous or hybrid, so the phone is answered by a person before it reaches a voicemail box.

**Virtual Receptionist menus**
: Documents each menu option and where it sends a caller, keeps business hours and after-hours modes correct including holidays, and tests every option from an outside line each month.

**Call queues, park and transfer**
: Handles calls waiting in the queue, parks a caller when the right person is mid-job, and completes transfers with a spoken introduction so nobody has to pick up cold.

**Ooma Office Manager**
: Adds and removes users, extensions and ring group members under your admin, uploads music on hold, and keeps the extension directory matched to who actually works there.

**Voicemail transcription and shared boxes**
: Reads the voicemail transcriptions each morning, calls back in priority order and empties the shared voicemail box so messages do not sit there for a week.

**Business text messaging**
: Replies to texts on your Ooma number from approved templates and sends appointment reminders and confirmations with lawful consent and do-not-call scrubbing, actioning opt-outs the same day.

**Virtual fax and call logs**
: Routes inbound faxes to the right person with a one-line note, sends the outbound faxes you approve, and reconciles the call logs against bookings at the end of each week.

**Call recording and AI transcription**
: Works to the recording setting your admin chose, states the notice the caller's location requires, and writes the booking note from the transcription rather than from memory.

## Integrations we handle

- Ooma Office and [Salesforce](https://assistbpo.com/software/salesforce/)
Logs the call on the lead or account through the Ooma Office integration and sets the follow-up task so nothing depends on someone remembering.
- Ooma Office and [HubSpot](https://assistbpo.com/software/hubspot/)
Opens the contact record as the phone rings and writes the outcome and next step to the timeline before the next call arrives.
- Ooma Office and [Clio](https://assistbpo.com/software/clio/)
Takes a new caller through your intake questions, runs the conflict check you specify and files the call note on the matter.
- Ooma Office and [Jobber](https://assistbpo.com/software/jobber/)
Turns a call about a quote or a repair into a request with address, access notes and preferred window, then confirms the visit by text.
- Ooma Office and [QuickBooks Online](https://assistbpo.com/software/quickbooks-online/)
Handles billing questions off your line, finds the invoice and sends a copy or payment link instead of taking card details on a recorded call.
- Ooma Office and [Zoho CRM](https://assistbpo.com/software/zoho-crm/)
Creates the lead from a first-time caller, keeps owner and stage correct and logs every call so your reports match what actually happened.

## Which Ooma Office admin tasks can you delegate?

- Answer ring group and main number calls in your company name
- Book, move and cancel appointments while the caller waits
- Transfer with a spoken introduction or park the call safely
- Empty the shared voicemail box and call back every morning
- Reply to business texts and send confirmations from templates
- Update Virtual Receptionist menus, hours and holiday modes
- Test each menu option monthly from an outside line
- Add and remove users, extensions and ring group members
- Upload music on hold and refresh recorded greetings
- Route inbound faxes and log what arrived and for whom
- Keep the extension directory and contact list accurate
- Pull weekly call logs and a missed call summary

## Roles that work in Ooma Office

Front desk & phones
### Receptionist

Dedicated receptionist - Clear, friendly speaking voice with an accent matched to your callers
- Calm handling of upset, confused or rushed callers
- Accurate message-taking: names, numbers, reason, urgency

Works in Hire a remote receptionist

[Receptionist](https://assistbpo.com/roles/receptionist/)

Executive & admin
### Office manager

Dedicated office manager - Shared inbox and phone triage with fast, polite replies
- Multi-person calendar management across time zones
- Supplier and subscription tracking with a renewal calendar

Works in Hire a remote office manager

[Office manager](https://assistbpo.com/roles/office-manager/)

## Services delivered in Ooma Office

- [Phone answering service for small business](https://assistbpo.com/services/phone-answering/)
- [Appointment scheduling service](https://assistbpo.com/services/appointment-scheduling/)
- [Order taking service for small business](https://assistbpo.com/services/order-taking/)
- [After hours answering service](https://assistbpo.com/services/after-hours-answering/)

## Other business phone system tools we work in

- [OpenPhone](https://assistbpo.com/software/openphone/)
- [RingCentral](https://assistbpo.com/software/ringcentral/)
- [Vonage](https://assistbpo.com/software/vonage/)
- [Zoom Phone](https://assistbpo.com/software/zoom-phone/)
- [8x8](https://assistbpo.com/software/8x8/)
- [Aircall](https://assistbpo.com/software/aircall/)
- [All tools](https://assistbpo.com/software/)

## Frequently asked questions

### What does an Ooma Office virtual assistant do during the day?

They sign in to the Ooma Office desktop app on your extension and join the ring groups you assigned. Calls are answered in your company name, then finished: an appointment booked, a question answered from your knowledge base, a transfer with the caller introduced, or a written message sent to the right person. Between calls they empty the shared voicemail box, reply to texts, file faxes and update your CRM. Before signing off they send an end-of-day note with calls taken, bookings made and anything sitting with you.

### Do you have Ooma certified assistants?

Ooma does not run a certification for receptionists, so we do not claim one. Our front desk staff train on Ooma Office before joining a client workspace: the desktop and mobile apps, ring groups and ringing modes, call park and transfer, the Virtual Receptionist tree, shared voicemail, texting, faxing and the parts of Ooma Office Manager they are permitted to open. Supervised calls follow, scored by a team lead. AssistBPO is not an Ooma partner, reseller or affiliate, and the product name here only identifies the phone system on your desks.

### How much does an Ooma Office virtual assistant cost?

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. Front desk coverage is priced per person for a block of monthly hours in your time zone, and shared coverage is priced per call where volumes are low or you only need overflow. After-hours and weekend cover is added as its own block with a named backup. You provide the Ooma Office user seat, which is the only license the assistant needs, and we add no markup to your Ooma bill.

### How do we add the assistant to our Ooma Office account?

In Ooma Office Manager you add a user, give them an extension and add that extension to the ring groups they should answer. Decide whether they get a direct number and whether they appear in the dial by name directory. Billing, number porting and account ownership stay with you. The assistant signs in to the desktop app from a managed device with multi-factor authentication under their own login, so the call logs show who took each call. Our staff are employed, background-checked and under NDA, and removing the user ends access immediately.

### Can the assistant edit our Virtual Receptionist and ring groups?

That is your call. Most clients start with the assistant documenting the current tree, testing every option from an outside line and sending changes in writing for the office admin to apply in Ooma Office Manager. Others hand over the menu prompts, schedules, greetings and ring group membership so seasonal hours and staff changes do not wait on anyone. When we hold that access, each edit is written into a shared change note with the date and the reason, and account ownership, billing and porting always stay with you.

### Is Ooma Office available outside the US and Canada?

Ooma Office is sold to businesses in the United States and Canada, and its numbers and included calling cover those countries, so we treat it as a North American system. Ooma has supplied service in other regions through partner arrangements, but if you are buying a phone system in the UK or Australia this is usually not the product in front of you. Our assistants still cover UK and Australian business hours for clients whose customers sit there, working your US or Canadian numbers on your Ooma Office seat.

Next step

## Your desk, staffed. Wherever you are.

Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.

[Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours, or [hear our demo receptionist](https://assistbpo.com/demo-line/).

- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data

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Source: https://assistbpo.com/software/ooma/ · Contact: https://assistbpo.com/contact/ · Full site map for agents: https://assistbpo.com/llms.txt