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Manage Phone Numbers for Voice AI

Configure and manage phone numbers to enable Alex to receive calls from your construction project teams and make outbound calls for project coordination. This guide covers linking inbound and outbound numbers, call routing, and best practices for phone number management.

Prerequisites​

Before you begin, ensure you have:

  • Completed Quick Start: Set up your workspace and created your first project
  • Phone Numbers Purchased: Completed the Purchase Phone Numbers process
  • Unassigned Numbers: Phone numbers available in your unassigned pool
  • Owner/Admin Access: You must have owner/admin privileges in your workspace
  • Project Access: You should be on your project dashboard

Understanding Phone Number Types​

Inbound Phone Numbers​

  • Purpose: Dedicated number for Alex to receive calls for a specific construction project
  • Quantity: 1 number per project (dedicated routing)
  • Function: Anyone calling this number is automatically routed to Alex
  • Use Case: Project crew members calling Alex for updates or assistance

Outbound Phone Numbers​

  • Purpose: Pool of numbers for Alex to make outbound calls
  • Quantity: Multiple numbers can be assigned (concurrent calling capability)
  • Function: Alex uses these numbers to make follow-up calls and project coordination calls
  • Use Case: Scheduled calls, automated follow-ups, and direct calling to crew members or vendors

Phone Number Management Flow​

1. Access Manage Numbers Sub-tab​

Navigate to the Phone Numbers tab and click on the Manage Numbers sub-tab to access your phone numbers. Here you'll see your unassigned phone numbers pool, ready to be configured for your construction projects.

Manage Numbers sub-tab interface showing unassigned phone numbers for Voice AI Construction Project Management

💡 What You'll See: The Manage Numbers interface displays all your purchased phone numbers in the unassigned pool, along with options to assign them as inbound or outbound numbers for your projects.

Linking Phone Numbers to Projects​

2. Assign Inbound Number​

Click 'Link for Inbound' on the unassigned phone number to use for inbound calls.

💡 Alternative: You can also link inbound numbers directly from the project card in the Projects Tab for quicker setup. Note: You must have purchased phone numbers and have them available in your unassigned pool to use this method.

2.2 Select Project​

Select the construction project to link the phone number for receiving calls:

Assign inbound phone number to construction project

💡 Important: Once assigned as inbound, this number becomes dedicated to the project. All calls to this number will be automatically routed to Alex with full project context.

3. Assign Outbound Numbers​

3.1 Add to Outbound Pool​

Assign multiple phone numbers to the outbound pool for concurrent calling capability, by using the 'Link for outbound' button on unassigned phone numbers:

Assign outbound phone numbers to construction project

💡 Alternative: You can also link outbound numbers directly from the project card in the Projects Tab for quicker setup. Note: You must have purchased phone numbers and have them available in your unassigned pool to use this method.

3.2 Outbound Pool Benefits​

  • Concurrent Calls: Multiple follow-up calls can be made simultaneously
  • Load Distribution: Calls are distributed across available numbers
  • Scalability: Add more numbers as your calling needs grow

How Phone Numbers Work​

Inbound Call Flow​

  1. Crew Member calls the assigned inbound number
  2. Automatic Routing to Alex with full project context
  3. Alex Recognition of caller based on phone number
  4. Project-Specific Assistance with complete project knowledge

Outbound Call Flow​

  1. Alex selects an available outbound number from the pool
  2. Call Initiation to crew members, general contractors, subcontractors or vendors
  3. Project Context maintained throughout the conversation
  4. Call Recordings & insights for project documentation

Phone Number Usage Scenarios​

Scheduled Calls​

  • Automated Cadence: Set up recurring calls with date ranges (From/To) and frequency (Daily/Weekly)
  • Time Configuration: Specify what time calls should be made to site supervisors
  • Alex Coordination: Alex automatically selects available outbound numbers for scheduled calls
  • Follow-up Management: Track scheduled calls and outcomes automatically

Automated Follow-ups (Coming Soon)​

  • Smart Scheduling: Alex automatically schedules follow-up calls based on project timelines
  • Insight-Based Follow-ups: Alex calls to follow up on insights gleaned from site update calls
  • Number Selection: Intelligent selection of available outbound numbers
  • Progress Tracking: Automated monitoring of project milestones

Direct Calling (Coming Soon)​

  • Workspace Member Calls: Team members can directly call crew members or vendors via Velora AI app
  • Alex Analysis: Alex automatically analyzes these calls to extract project insights and updates
  • Project Context: Full project information available during calls
  • Insight Extraction: Call recordings and conversations are processed for project documentation

Managing Phone Number Assignments​

  • Project Completion: Remove numbers from completed projects
  • Number Repurposing: Move numbers to different projects
  • Configuration Changes: Adjust inbound/outbound assignments

Unlink Inbound Number:

Unlink inbound phone number from construction project

Unlink Outbound Number:

Unlink outbound phone number from construction project

⚠️ Important: Unlinking returns the number to the unassigned pool, making it available for reassignment.

5. Reassign Phone Numbers​

5.1 Project Transitions​

  • Number Consistency: Keep numbers consistent during project execution
  • Crew Familiarity: Avoid confusion by maintaining stable phone numbers
  • Efficient Communication: Crew members know which numbers to call

5.2 Best Practices​

  • Minimize Changes: Only reassign numbers when absolutely necessary
  • Crew Notification: Inform team members of any number changes
  • Documentation: Update project documentation with new number assignments

Best Practices for Phone Number Management​

6.1 Inbound Number Strategy​

  • Dedicated Routing: Use one number per project for clear call routing
  • Limited Distribution: Share inbound numbers only with relevant project crew
  • Project Branding: Consider using local area code numbers for crew recognition

6.2 Outbound Number Strategy​

  • Pool Sizing: Start with 2-3 numbers and scale based on calling volume
  • Geographic Distribution: Use numbers from relevant regions for better recognition
  • Load Balancing: Platform automatically distributes calls evenly across available numbers

6.3 Number Consistency​

  • Project Duration: Maintain number assignments throughout project execution
  • Crew Communication: Ensure all team members know current number assignments
  • Change Management: Plan number changes during project transitions, not during active execution

Troubleshooting​

Common Issues​

Phone Number Not Working​

  1. Check Assignment: Verify the number is properly assigned to the project
  2. Project Status: Ensure the project is active
  3. Number Status: Confirm the number is not suspended or blocked

Call Routing Problems​

  1. Inbound Configuration: Verify inbound number is correctly assigned
  2. Project Context: Check that phone number is properly linked to right project

Outbound Call Failures​

  1. Number Pool: Verify outbound numbers are available and assigned
  2. Call Limits: Check subscription limits for outbound calling
  3. Regional Restrictions: Ensure numbers comply with local calling regulations

What Happens Next?​

After configuring your phone numbers:

  1. Test Inbound Calls: Verify crew members can reach Alex through the assigned number
  2. Test Outbound Calls: Confirm Alex can make calls using the outbound pool, using the Schedule Call functionality
  3. Train Your Team: Ensure all crew members know the correct numbers to use
  4. Monitor Usage: Track call volume and adjust number assignments as needed
  5. Scale Up: Add more numbers as your construction projects grow

Need Help?​

Ready to configure your phone numbers for Voice AI Construction Project Management? Set up your inbound and outbound calling infrastructure today and watch your project communication improve with Alex!

This guide helps General Contractors, Subcontractors, and Construction Project Managers configure and manage phone numbers for their Voice AI Construction Project Management platform.