Best Practices for Setting Up Phone Numbers in Your Acquisition System

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Best Practices for Setting Up Phone Numbers in Your Acquisition System

This video walks you through how to configure your phone numbers correctly so your team never misses an inbound seller call.

Steps:

1. Go to Settings → Phone System and open a phone number
2. Turn on Call Recording (check your state requirements first)
3. Click Ring More Team Members and select all the acquisitions reps you want to receive that call
4. Hit Save

Whisper Message (highly recommended):

• Add a whisper message so your team knows what type of lead is calling before they connect
• Examples: "This is an inbound PPC lead" or "This is a pre-foreclosure mail lead"
• This lets your team tailor their approach immediately without the seller knowing

Display Number Best Practice:

• Under Phone Number I See When Receiving the Call, set it to CRM Phone Number
• This shows your team the same number for every inbound call regardless of market
• Prevents reps from answering some calls faster than others based on their home market
• Keeps every inbound call treated with equal urgency

Naming Convention:

• Name your numbers clearly (e.g. Tampa 1, Tampa 2) so you can find the right market number quickly when needed

Call Forwarding:

1. Go to each team member's profile
2. Go to Call and Voicemail Settings → Ring All Channel
3. Change from Computer to Mobile App so calls ring their phone anywhere — not just when they're at their desk