Using the Vanillasoft Mobile App

Coming Summer 2026
The Vanillasoft mobile app is on its way. This article is a preview of what to expect when it launches.

The Vanillasoft mobile app is a companion to the Vanillasoft desktop application, designed for users who need to stay connected to their leads and prospects when away from their desk. It gives callers the ability to respond to new leads, send and receive SMS messages, make calls, book appointments, and review contact activity directly from their phone.

The app is designed to complement the desktop experience, not replace it. Some features and full contact data are only available on desktop. Mobile app access is off by default and must be enabled by an admin before any user can log in. This article covers admin setup, how to download and log in, and how to use the main features of the app.

Enable Mobile App Access

Before any user can access the mobile app, mobile app access must be enabled at the account level. You can then control access for individual users from the Manage Users page.

Account-Level Access

This step must be completed before any user can log in to the app.

  1. Log in to Vanillasoft as an Admin.

    • If you are logged in as a Caller, switch to Admin from the top menu.

  2. Select Account from the top menu.

  3. Scroll down to the Account Options section and enable the Enable VanillaSoft Mobile App to all users setting.

  4. Click Save.
    • Note: If this setting is not enabled at the account level, no users can log in to the mobile app regardless of their individual user settings.

Per-User Access (Optional)

Once account-level access is enabled, all users can log in to the app by default. To restrict or grant access to a specific user:

  1. Select Users from the top menu.

  2. Locate the user in the list and click their username to open their profile.

  3. Scroll down to the User Permission section and enable the Access to VanillaSoft Mobile App setting.

  4. Click Save to apply the change.
    • Repeat for each user whose access you want to adjust.

Download and Log In

The Vanillasoft app is available for both iOS and Android. Use the same credentials you use to log in on desktop.

Download the App

  • iOS: Search for Vanillasoft in the App Store and tap Install.

  • Android: Search for Vanillasoft in the Google Play Store and tap Install.

Log In

  1. Open the Vanillasoft app on your device, enter your Username, and tap Continue.

    • Use the same username you use to log in to Vanillasoft on desktop.
  2. Enter your Password and tap Sign In.
    • Note: If you see an error when logging in, confirm with your admin that mobile app access has been enabled at both the account level and for your user profile.

Navigate the App

The app has five main areas accessible from the bottom navigation bar.

  • Home: your dashboard showing owned contacts, today's appointments, and unread SMS messages.

  • Contacts: search and browse contacts you have permission to view.

  • Appt: your calendar view showing upcoming appointments.

  • SMS Inbox: view and reply to incoming messages from your contacts.

  • Alerts: push notification history for new web leads and SMS replies.

Work with Contacts

Search Contacts

Tap Contacts in the bottom navigation bar to open the contact list. Use the search bar to find a contact by name.

  • All Contacts: shows all contacts you have permission to view.

  • My Contacts: shows only contacts assigned to you.

Contact Profile

Tap any contact to open their profile. From the contact profile you can:

  • View key contact information such as phone number, email address, company, and status

  • Send an SMS directly from the contact record

  • Make a phone call using your device's native dialer

  • Book an appointment

  • View activity history

  • Leave a comment and log a Result Code

Note: The contact profile shows key information but does not display the full contact record. For complete contact data, use the Vanillasoft desktop application.

Appointments and Calendar

Tap Appt in the bottom navigation bar to view your upcoming appointments in calendar format. You can also book a new appointment directly from a contact's profile page.

SMS Inbox

Tap SMS Inbox in the bottom navigation bar to see all incoming messages and replies from your contacts. Unread message counts appear as a badge on the tab.

You can reply to messages directly from the inbox or from a contact's profile page. All SMS activity syncs with the Vanillasoft desktop application.

Alerts

Alerts keep you on top of new activity even when the app is closed. You will receive a notification for:

  • New SMS reply: when a prospect replies to one of your messages.

  • New owned web lead: when a new lead assigned to you enters the system, so you can respond quickly and improve speed-to-lead.

Tapping a notification takes you directly to the relevant contact or message in the app.

With the Vanillasoft mobile app set up, your team can stay on top of new leads and active conversations from anywhere. For complete contact records and full feature access, use the Vanillasoft desktop application alongside the app. If you have questions about mobile access or need help with setup, contact Vanillasoft Support.

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