Dedicated Phone Numbers

Get professional business phone numbers included with Pro and Unlimited plans for SMS and customer communications.

What are Dedicated Phone Numbers?

Dedicated phone numbers are professional business phone lines that customers see when they receive SMS messages, appointment reminders, and other communications from your business.

✓ Benefits

• Professional business appearance
• Local area codes available
• Better SMS delivery rates
• Two-way SMS communication
• Call forwarding to your mobile
• Separate business and personal lines

Plan Availability

• Starter: No dedicated numbers
• Pro (£99): 1 number included
• Unlimited (£199): Multiple numbers
• Numbers provisioned automatically
• No monthly fees beyond subscription

Important Note

Dedicated numbers are primarily for SMS messaging and incoming calls can be forwarded to your existing phone. They are not full phone system replacements.

Getting Your Dedicated Number

When you upgrade to Pro or Unlimited, Toolfy automatically provisions a dedicated phone number for your business.

Automatic Provisioning Process

Upgrade to Pro or Unlimited

Complete your subscription upgrade

Number Assignment

Toolfy automatically assigns a local number based on your business address

Configuration Notification

You'll receive an email with your new number details

Ready to Use

Number is immediately active for SMS and call forwarding

Number Selection Preferences

While numbers are automatically assigned, you can specify preferences during setup.

Area Code Preferences

• Local area code (based on business address)
• Specific city or region
• Toll-free numbers (0800) where available
• Multiple locations for Unlimited plans

Number Type Options

• Standard local numbers
• Mobile numbers (better SMS delivery)
• Vanity numbers (subject to availability)
• International numbers for global businesses

Multiple Numbers (Unlimited Plan)

Unlimited plan subscribers can have multiple dedicated numbers for different purposes or locations.

Use Cases for Multiple Numbers

Department-Specific

• Sales inquiries: (555) 123-SALE
• Emergency service: (555) 123-HELP
• Billing questions: (555) 123-BILL
• General info: (555) 123-INFO

Location-Specific

• London office: (020) 7XXX-XXXX
• Manchester branch: (0161) XXX-XXXX
• Mobile team 1: (07XXX) XXX-XXX
• Mobile team 2: (07XXX) XXX-XXX

Managing Multiple Numbers

Go to Settings → Phone Numbers

Access your phone number management dashboard

Click "Add New Number"

Request additional numbers for your business

Configure Number Settings

Set up call forwarding and SMS routing for each number

Assign to Team Members

Route specific numbers to different team members

Call Forwarding Setup

Forward calls from your dedicated numbers to your mobile, office phone, or team members.

Basic Call Forwarding

Go to Settings → Phone Numbers

Access your phone number settings

Select Your Number

Choose the dedicated number you want to configure

Enable Call Forwarding

Toggle on "Forward incoming calls"

Enter Forward-To Number

Add your mobile or office phone number

Test the Setup

Call your dedicated number to verify forwarding works

Advanced Forwarding Options

Time-Based Routing

• Business hours: Forward to office
• After hours: Forward to mobile
• Weekends: Forward to emergency line
• Holidays: Custom message or voicemail

Team Distribution

• Round-robin distribution
• Priority-based routing
• Skill-based routing
• Geographic routing by postcode

Voicemail & Messages

Voicemail Options:

• Custom business greeting recording
• Voicemail-to-email transcription
• Different greetings for business hours vs after hours
• Emergency bypass options
• Voicemail forwarding to team members

SMS Configuration

Configure your dedicated numbers for professional SMS communication with customers.

SMS Features

Outbound SMS

• Send from your dedicated number
• Professional sender identification
• Branded message signatures
• Bulk messaging capabilities
• Scheduled message sending

Inbound SMS

• Receive customer replies
• Auto-forward to email
• Team member notifications
• Integration with customer records
• Automated response rules

SMS Pricing Integration

Plan Integration:

Pro Plan (£99/month):

• 50 free SMS per month

• £0.05 per SMS after allowance

• 1 dedicated number included

Unlimited Plan (£199/month):

• 200 free SMS per month

• £0.04 per SMS after allowance

• Multiple dedicated numbers

SMS Best Practices

Professional Messaging

• Always include your business name
• Keep messages clear and concise
• Include contact information for questions
• Use consistent tone and branding
• Provide opt-out instructions

Legal Compliance

• Obtain consent before marketing SMS
• Honor opt-out requests immediately
• Only send during appropriate hours
• Keep records of consent
• Follow GDPR and PECR regulations

Number Portability & Ownership

Understand what happens to your dedicated numbers if you change plans or leave Toolfy.

Number Ownership

What You Keep

• Exclusive use during subscription
• Call forwarding configurations
• SMS message history
• Customer associations with number
• Professional reputation built with number

Service Dependency

• Numbers tied to active subscription
• Lost if you downgrade to Starter plan
• 30-day grace period after cancellation
• Number porting available on request
• Export all data before cancellation

Number Porting Process

Request Porting

Contact support at least 30 days before cancellation

Provide New Carrier Details

Give us your new phone service provider information

Processing & Transfer

We coordinate the transfer with your new provider

Confirmation

Number is transferred to your new service provider

Plan Downgrade Impact

Important Considerations:

• Downgrading from Pro/Unlimited to Starter loses phone numbers
• Customers will no longer receive SMS from your business number
• Call forwarding will stop working
• 30-day notice period allows time to communicate changes
• Consider number portability before downgrading

Troubleshooting

Number Not Assigned After Upgrade

If you don't receive your dedicated number after upgrading:

• Check your email for number assignment notification
• Verify your business address is complete and accurate
• Allow 24-48 hours for automatic provisioning
• Check spam folder for Toolfy emails
• Contact support if no number received after 48 hours

Call Forwarding Not Working

If calls aren't forwarding to your phone:

• Check that call forwarding is enabled in settings
• Verify your forwarding number is correct and includes country code
• Test by calling your dedicated number from a different phone
• Ensure your mobile provider accepts forwarded calls
• Check for any call blocking or spam filtering
• Try forwarding to a different number to isolate the issue

SMS Not Sending from Business Number

If SMS messages aren't showing your business number:

• Verify your dedicated number is active and configured
• Check SMS settings to ensure business number is selected
• Test with different mobile carriers
• Ensure you haven't exceeded your SMS quota
• Some carriers may display "Toolfy" instead of the number
• Contact support for carrier-specific delivery issues

Customer Can't Reply to SMS

If customers can't reply to your SMS messages:

• Verify two-way SMS is enabled for your number
• Check if customer's phone supports SMS replies
• Ensure your business is not sending from a shortcode
• Test SMS replies from different mobile carriers
• Check if customer has blocked your number
• Provide alternative contact methods in messages

Best Practices

✓ Recommended

• Use local area codes for better customer trust
• Set up professional voicemail greetings
• Configure business hour call routing
• Include your business name in SMS messages
• Test call forwarding and SMS regularly
• Train team on how to handle forwarded calls
• Monitor SMS usage to avoid overage charges
• Keep customer communication records

✗ Avoid

• Sharing your dedicated number for personal use
• Sending SMS without proper consent
• Using unprofessional voicemail messages
• Forgetting to test call forwarding after changes
• Ignoring SMS delivery reports and failures
• Not providing opt-out options in marketing SMS
• Using dedicated numbers for non-business purposes
• Neglecting to update forwarding when staff changes

Communication Features

Business Settings

Need Help with Phone Setup?

Our team can help you configure your dedicated phone numbers, set up call forwarding, and optimize your business communications.

Get Phone Help Browse Help Center

Dedicated Phone Numbers

Get professional business phone numbers included with Pro and Unlimited plans for SMS and customer communications.

What are Dedicated Phone Numbers?

Dedicated phone numbers are professional business phone lines that customers see when they receive SMS messages, appointment reminders, and other communications from your business.

✓ Benefits

• Professional business appearance
• Local area codes available
• Better SMS delivery rates
• Two-way SMS communication
• Call forwarding to your mobile
• Separate business and personal lines

Plan Availability

• Starter: No dedicated numbers
• Pro (£99): 1 number included
• Unlimited (£199): Multiple numbers
• Numbers provisioned automatically
• No monthly fees beyond subscription

Important Note

Dedicated numbers are primarily for SMS messaging and incoming calls can be forwarded to your existing phone. They are not full phone system replacements.

Getting Your Dedicated Number

When you upgrade to Pro or Unlimited, Toolfy automatically provisions a dedicated phone number for your business.

Automatic Provisioning Process

Upgrade to Pro or Unlimited

Complete your subscription upgrade

Number Assignment

Toolfy automatically assigns a local number based on your business address

Configuration Notification

You'll receive an email with your new number details

Ready to Use

Number is immediately active for SMS and call forwarding

Number Selection Preferences

While numbers are automatically assigned, you can specify preferences during setup.

Area Code Preferences

• Local area code (based on business address)
• Specific city or region
• Toll-free numbers (0800) where available
• Multiple locations for Unlimited plans

Number Type Options

• Standard local numbers
• Mobile numbers (better SMS delivery)
• Vanity numbers (subject to availability)
• International numbers for global businesses

Multiple Numbers (Unlimited Plan)

Unlimited plan subscribers can have multiple dedicated numbers for different purposes or locations.

Use Cases for Multiple Numbers

Department-Specific

• Sales inquiries: (555) 123-SALE
• Emergency service: (555) 123-HELP
• Billing questions: (555) 123-BILL
• General info: (555) 123-INFO

Location-Specific

• London office: (020) 7XXX-XXXX
• Manchester branch: (0161) XXX-XXXX
• Mobile team 1: (07XXX) XXX-XXX
• Mobile team 2: (07XXX) XXX-XXX

Managing Multiple Numbers

Go to Settings → Phone Numbers

Access your phone number management dashboard

Click "Add New Number"

Request additional numbers for your business

Configure Number Settings

Set up call forwarding and SMS routing for each number

Assign to Team Members

Route specific numbers to different team members

Call Forwarding Setup

Forward calls from your dedicated numbers to your mobile, office phone, or team members.

Basic Call Forwarding

Go to Settings → Phone Numbers

Access your phone number settings

Select Your Number

Choose the dedicated number you want to configure

Enable Call Forwarding

Toggle on "Forward incoming calls"

Enter Forward-To Number

Add your mobile or office phone number

Test the Setup

Call your dedicated number to verify forwarding works

Advanced Forwarding Options

Time-Based Routing

• Business hours: Forward to office
• After hours: Forward to mobile
• Weekends: Forward to emergency line
• Holidays: Custom message or voicemail

Team Distribution

• Round-robin distribution
• Priority-based routing
• Skill-based routing
• Geographic routing by postcode

Voicemail & Messages

Voicemail Options:

• Custom business greeting recording
• Voicemail-to-email transcription
• Different greetings for business hours vs after hours
• Emergency bypass options
• Voicemail forwarding to team members

SMS Configuration

Configure your dedicated numbers for professional SMS communication with customers.

SMS Features

Outbound SMS

• Send from your dedicated number
• Professional sender identification
• Branded message signatures
• Bulk messaging capabilities
• Scheduled message sending

Inbound SMS

• Receive customer replies
• Auto-forward to email
• Team member notifications
• Integration with customer records
• Automated response rules

SMS Pricing Integration

Plan Integration:

Pro Plan (£99/month):

• 50 free SMS per month

• £0.05 per SMS after allowance

• 1 dedicated number included

Unlimited Plan (£199/month):

• 200 free SMS per month

• £0.04 per SMS after allowance

• Multiple dedicated numbers

SMS Best Practices

Professional Messaging

• Always include your business name
• Keep messages clear and concise
• Include contact information for questions
• Use consistent tone and branding
• Provide opt-out instructions

Legal Compliance

• Obtain consent before marketing SMS
• Honor opt-out requests immediately
• Only send during appropriate hours
• Keep records of consent
• Follow GDPR and PECR regulations

Number Portability & Ownership

Understand what happens to your dedicated numbers if you change plans or leave Toolfy.

Number Ownership

What You Keep

• Exclusive use during subscription
• Call forwarding configurations
• SMS message history
• Customer associations with number
• Professional reputation built with number

Service Dependency

• Numbers tied to active subscription
• Lost if you downgrade to Starter plan
• 30-day grace period after cancellation
• Number porting available on request
• Export all data before cancellation

Number Porting Process

Request Porting

Contact support at least 30 days before cancellation

Provide New Carrier Details

Give us your new phone service provider information

Processing & Transfer

We coordinate the transfer with your new provider

Confirmation

Number is transferred to your new service provider

Plan Downgrade Impact

Important Considerations:

• Downgrading from Pro/Unlimited to Starter loses phone numbers
• Customers will no longer receive SMS from your business number
• Call forwarding will stop working
• 30-day notice period allows time to communicate changes
• Consider number portability before downgrading

Troubleshooting

Number Not Assigned After Upgrade

If you don't receive your dedicated number after upgrading:

• Check your email for number assignment notification
• Verify your business address is complete and accurate
• Allow 24-48 hours for automatic provisioning
• Check spam folder for Toolfy emails
• Contact support if no number received after 48 hours

Call Forwarding Not Working

If calls aren't forwarding to your phone:

• Check that call forwarding is enabled in settings
• Verify your forwarding number is correct and includes country code
• Test by calling your dedicated number from a different phone
• Ensure your mobile provider accepts forwarded calls
• Check for any call blocking or spam filtering
• Try forwarding to a different number to isolate the issue

SMS Not Sending from Business Number

If SMS messages aren't showing your business number:

• Verify your dedicated number is active and configured
• Check SMS settings to ensure business number is selected
• Test with different mobile carriers
• Ensure you haven't exceeded your SMS quota
• Some carriers may display "Toolfy" instead of the number
• Contact support for carrier-specific delivery issues

Customer Can't Reply to SMS

If customers can't reply to your SMS messages:

• Verify two-way SMS is enabled for your number
• Check if customer's phone supports SMS replies
• Ensure your business is not sending from a shortcode
• Test SMS replies from different mobile carriers
• Check if customer has blocked your number
• Provide alternative contact methods in messages

Best Practices

✓ Recommended

• Use local area codes for better customer trust
• Set up professional voicemail greetings
• Configure business hour call routing
• Include your business name in SMS messages
• Test call forwarding and SMS regularly
• Train team on how to handle forwarded calls
• Monitor SMS usage to avoid overage charges
• Keep customer communication records

✗ Avoid

• Sharing your dedicated number for personal use
• Sending SMS without proper consent
• Using unprofessional voicemail messages
• Forgetting to test call forwarding after changes
• Ignoring SMS delivery reports and failures
• Not providing opt-out options in marketing SMS
• Using dedicated numbers for non-business purposes
• Neglecting to update forwarding when staff changes

Communication Features

Business Settings

Need Help with Phone Setup?

Our team can help you configure your dedicated phone numbers, set up call forwarding, and optimize your business communications.

Get Phone Help Browse Help Center

Dedicated Phone Numbers

What are Dedicated Phone Numbers?

✓ Benefits

Plan Availability

Important Note

Getting Your Dedicated Number

Automatic Provisioning Process

Number Selection Preferences

Area Code Preferences

Number Type Options

Multiple Numbers (Unlimited Plan)

Use Cases for Multiple Numbers

Department-Specific

Location-Specific

Managing Multiple Numbers

Call Forwarding Setup

Basic Call Forwarding

Advanced Forwarding Options

Time-Based Routing

Team Distribution

Voicemail & Messages

Voicemail Options:

SMS Configuration

SMS Features

Outbound SMS

Inbound SMS

SMS Pricing Integration

Plan Integration:

SMS Best Practices

Professional Messaging

Legal Compliance

Number Portability & Ownership

Number Ownership

What You Keep

Service Dependency

Number Porting Process

Plan Downgrade Impact

Important Considerations:

Troubleshooting

Number Not Assigned After Upgrade

Call Forwarding Not Working

SMS Not Sending from Business Number

Customer Can't Reply to SMS

Best Practices

✓ Recommended

✗ Avoid

Related Articles

Communication Features

Business Settings

Need Help with Phone Setup?

Dedicated Phone Numbers

What are Dedicated Phone Numbers?

✓ Benefits

Plan Availability

Important Note

Getting Your Dedicated Number

Automatic Provisioning Process

Number Selection Preferences

Area Code Preferences

Number Type Options

Multiple Numbers (Unlimited Plan)

Use Cases for Multiple Numbers

Department-Specific

Location-Specific

Managing Multiple Numbers

Call Forwarding Setup

Basic Call Forwarding

Advanced Forwarding Options

Time-Based Routing

Team Distribution

Voicemail & Messages

Voicemail Options:

SMS Configuration

SMS Features

Outbound SMS

Inbound SMS

SMS Pricing Integration

Plan Integration:

SMS Best Practices

Professional Messaging