Buying & Setting Up Phone Numbers 📞 💬

Phone Number Setup and Management SOP

Objective

This SOP outlines the steps to set up, add, and manage phone numbers within the system, ensuring compliance and proper configuration for effective communication.

Key Steps

1. Access Phone System Settings 0:58

• Navigate to Settings.
• Click on Phone Systems to view the phone numbers.

2. Add a New Phone Number 1:06

• Click on Add Phone Number.
• Search for a specific area code (e.g., 786).
• Select the desired number from the available options and proceed to purchase.

3. Verify A2P Status 1:40

• Refresh the page to see the A2P verified status for the newly added number.

4. Configure Phone Number Settings 2:00

• Click on Edit next to the phone number.
• Name the number and enable features such as Call to Connect and Call Recording.
• Set the Outgoing Call Timeout to 60 seconds.

5. Assign Users to Phone Numbers 2:33

• Ensure the number is assigned to a user in their profile to see it in the settings.
• If not assigned, the number will not appear for selection.

6. Configure Messaging Compliance 3:29

• Set up messaging compliance features:
  • Block specific area codes.
  • Add opt-out messages.
  • Enable periodic opt-out messages every 30 or 60 days.

7. Monitor Messaging Analytics 4:23

• Regularly check messaging analytics for sent, delivered, and failed messages.

8. Set Up Call Features 5:19

• Configure voicemail messages and missed call text callbacks.
• Set the incoming call timeout and choose the appropriate voicemail audio.

9. User Profile Configuration 6:46

• Go to My Staff and select the user.
• Under Call and Voicemail Settings, assign the inbound number and set call forwarding preferences.

10. Twilio Integration (if applicable) 8:03

• Log into your Twilio account.
• Navigate to Phone Numbers and select the active number.
• Apply the A2P 10 DLC campaign to the phone number and save changes.

Cautionary Notes

• Ensure compliance with FCC and FTC regulations when configuring messaging settings.
• Avoid assigning personal phone numbers to the system; use designated business numbers instead.

Tips for Efficiency

• Regularly review and update phone number assignments to ensure they align with current team roles.
• Utilize messaging analytics to optimize communication strategies and address any issues promptly.

Link to Loom

https://loom.com/share/ab2238124bbf407792366cd1b4abb817

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