# Phone Numbers ### What are Phone Numbers? Phone numbers in Ring Tonic are your inventory of tracking numbers that can be assigned to campaigns. Think of them as a pool of resources that you manage centrally and allocate to different marketing initiatives. {% hint style="info" %} All phone numbers in Ring Tonic are actual Twilio phone numbers. Ring Tonic manages the webhook configuration and routing automatically based on campaign assignments. {% endhint %} *** ### Understanding Phone Number Status Phone numbers in your inventory can be in one of two states: * **Assigned:** Currently linked to a campaign and actively tracking calls * **Unassigned:** Available in your inventory but not linked to any campaign {% hint style="success" %} **Best Practice:** Keep a few unassigned numbers in your inventory as reserves. This makes it faster to launch new campaigns since you can skip the number purchasing step. {% endhint %} *** ### Managing Your Phone Numbers #### Viewing Your Inventory 1. Go to **Phone Numbers** in the main navigation 2. View your complete inventory with: * **Total Numbers:** All tracking numbers in your account * **Active Campaigns:** Numbers currently assigned to campaigns * **Unassigned:** Numbers available for assignment

The phone numbers table shows: * **Phone Number:** The actual phone number (formatted for readability) * **Friendly Name:** Optional custom label for easy identification * **CNAM:** Caller Name lookup status (On/Off) - shows whether CNAM is enabled for this number * **Calls:** Call control status (On/Off) - shows whether calling is enabled or disabled for this number (Agency plan) * **Campaign:** Which campaign the number is assigned to (or "Unassigned") * **Type:** Campaign type (Website Tracker or Static) * **Forwarding To:** The business number where calls are routed * **Last Call:** When the number last received a call #### Filtering and Searching Use the built-in filters to find specific numbers: **Status Filter:** * **Assigned:** Show only numbers linked to campaigns * **Unassigned:** Show only available numbers **Campaign Filter:** * Filter by specific campaign to see all numbers assigned to it **Search:** * Search by phone number to quickly locate a specific number * Search by friendly name to find numbers by your custom labels *** ### Importing Numbers from Twilio If you already own phone numbers in your Twilio account, you can import them into Ring Tonic's inventory. #### How to Import Numbers 1. Go to **Phone Numbers** → **Import Numbers** 2. Ring Tonic automatically loads all phone numbers from your Twilio account 3. Browse your numbers showing: * Phone number and friendly name * Voice/SMS/MMS capabilities * Current webhook configuration * Import status (whether already imported) 4. Select the numbers you want to import: * Click individual checkboxes to select specific numbers * Multiple selection allows bulk importing 5. Click **Import** to add them to your inventory {% hint style="success" %} **Important:** Ring Tonic does not override the Voice URL when you import a number. It keeps working with its existing setup until you assign a campaign, ensuring zero call downtime during migration. {% endhint %}

Import existing numbers from your Twilio account

*** ### Editing Friendly Names Friendly names help you identify numbers at a glance without memorizing phone numbers. #### How to Set a Friendly Name 1. Go to **Phone Numbers** 2. Find the number you want to label 3. Click the **Edit** (pencil) icon 4. Enter a friendly name (e.g., "Downtown Billboard", "Facebook Ads Reserve", "VIP Hotline") 5. Click **Update** {% hint style="success" %} **Pro Tip:** Use descriptive friendly names that indicate the number's purpose or source. For example: "Q4 Radio Campaign" or "LinkedIn Ads - Tech Audience" {% endhint %}

Set custom friendly names for easy identification

{% hint style="info" %} The friendly name is also synced to Twilio, so it appears in your Twilio console as well. {% endhint %} *** ### Toggling CNAM Lookup CNAM (Caller Name) lookup retrieves the caller's name from the phone carrier database when a call comes in. This can help identify callers before you answer.

#### How to Toggle CNAM Lookup 1. Go to **Phone Numbers** 2. Find the number you want to configure 3. Click the **Toggle CNAM** (user) icon 4. The CNAM status will toggle between On and Off The CNAM column in the table shows the current status: * **On** (green badge): CNAM lookup is enabled for this number * **Off** (gray badge): CNAM lookup is disabled {% hint style="warning" %} **Cost:** CNAM lookup costs $0.01 per call. Only enable it on numbers where caller identification is valuable to your business. {% endhint %} {% hint style="info" %} **How it works with AI:** If you have "Automatically detect caller name" enabled in your workspace AI settings, the AI will extract caller names from call transcriptions. When both CNAM and AI detection are enabled, AI will only override the CNAM-provided name if it has high confidence (above 80%) in its detection. {% endhint %} *** ### Per-Number Call Control (Agency Plan) {% hint style="info" %} This feature is available exclusively on the **Agency plan**. If you're on the Indie plan, you'll see the action but will be prompted to upgrade. {% endhint %} While the workspace-level [Call Control](https://help.ringtonic.app/setup-workspace#id-2.-call-control-disable-calls-for-a-workspace-agency-plan) disables **all** calling for a workspace, per-number call control lets you disable calling for **individual phone numbers**. This is useful when you need to suspend a specific line while keeping the rest of the workspace active—for example, pausing a single campaign number that's under review or temporarily suspending service for a specific client line. #### How It Works When a number has calling disabled: * **Inbound calls** to that specific number are rejected (busy signal or custom message) * **Outbound dialer** cannot use that number as a caller ID * **No call logs** are created for rejected inbound calls * **Other numbers** in the workspace continue to work normally {% hint style="warning" %} **Workspace takes precedence:** If workspace-level calling is disabled, all numbers are rejected regardless of their individual settings. {% endhint %} #### Identifying Disabled Numbers The phone numbers table includes a **Calls** column that shows the current status of each number: * **On** (green badge): Calling is enabled — the number accepts inbound calls and can be used for outbound dialing * **Off** (red badge): Calling is disabled — inbound calls are rejected and the number is unavailable for outbound dialing You can also use the **Calls** filter to quickly find all enabled or disabled numbers in your inventory.

The Calls badge column shows On/Off status for each number, with a filter to show only enabled or disabled numbers

#### How to Disable Calls for a Number 1. Go to **Phone Numbers** 2. Find the number you want to disable 3. Click the **Call Control** (phone-off) icon in the actions dropdown 4. Toggle **"Accept Calls"** off 5. Choose a rejection method: | Method | What Callers Hear | Twilio Cost | Best For | | ------------------ | ------------------------------------------- | ---------------- | ---------------------------------------------------- | | **Busy Signal** | A standard busy tone, then the call ends | $0 (no charge) | Temporary suspensions where you don't need a message | | **Custom Message** | Your custom message, then the call hangs up | \~$0.01 per call | Professional communication with callers | 6. If you chose **Custom Message**, enter your message (up to 500 characters) 7. Click **"Disable Calls"** to save

The Call Control modal with options to disable calls using a busy signal or custom message

#### Re-enabling Calls for a Number 1. Click the **Call Control** icon on the disabled number 2. Toggle **"Accept Calls"** back on 3. Click **"Save"** The number will immediately start accepting inbound calls and become available for outbound dialing again. {% hint style="info" %} **Plan downgrade:** If you downgrade from the Agency plan, all individually disabled numbers are automatically re-enabled to ensure no numbers are stuck in a disabled state. {% endhint %} *** ### Assigning Numbers to Campaigns You can assign or reassign numbers to campaigns directly from the phone numbers page. #### How to Assign a Number 1. Go to **Phone Numbers** 2. Find the number you want to assign 3. Click the **Assign** (link) icon 4. Select a campaign from the dropdown * Shows all campaigns in your workspace * Organized alphabetically for easy browsing 5. Review any warnings (if applicable) 6. Click **Assign** to confirm

#### Assignment Warnings Ring Tonic shows warnings when an assignment could impact existing campaigns or active calls: **Warning 1: Moving Between Campaigns**

If the number is already assigned to another campaign: * **Type:** Warning * **Message:** "This number will be removed from \[Campaign Name]. That campaign may stop working if it's a static campaign." * **Impact:** The origin campaign loses this number {% hint style="danger" %} **Critical for Static Campaigns:** Static campaigns typically use a single number. Moving that number to another campaign will break the static campaign's call routing. {% endhint %} **Warning 2: Active Visitor Session** If the number is currently displayed to a visitor on your website (Website Tracker campaigns): * **Type:** Danger * **Message:** "This number is currently displayed to a visitor on your website. Unassigning it now may cause a failed call for that visitor." * **Impact:** Active website visitors may see an error if they call **Warning 3: Empty Campaign** If removing this number would leave the campaign with no numbers: * **Type:** Warning * **Message:** "Removing this number will leave \[Campaign Name] with no numbers. Calls to this campaign will stop." * **Impact:** The campaign can't receive any calls

Ring Tonic warns you about potential impacts before reassignment

#### Unassigning Numbers You can also unassign a number to return it to your available inventory: 1. Click the **Assign** (link) icon on the number 2. Select **"Unassigned"** from the dropdown 3. Review warnings (same warnings apply as above) 4. Click **Unassign** to confirm {% hint style="info" %} The number is returned to your inventory and available for future use. {% endhint %}

*** ### Deleting Numbers When you no longer need a phone number in Ring Tonic, you can delete it from your inventory. You have the option to also release the number from your Twilio account.

#### How to Delete a Number 1. Go to **Phone Numbers** 2. Find the number you want to delete 3. Click the **Delete** (trash) icon 4. Choose whether to also release from Twilio: * **Keep in Twilio (default):** The number is removed from Ring Tonic but remains in your Twilio account. You can re-import it later. * **Also release from Twilio:** The number is permanently deleted from both Ring Tonic and your Twilio account. 5. Click **Delete** to confirm {% hint style="info" %} **Default behavior:** By default, deleting a number only removes it from Ring Tonic. The number stays in your Twilio account and you continue to pay for it. This allows you to re-import it later if needed. {% endhint %} {% hint style="danger" %} **Warning:** If you enable "Also release from Twilio", the action is permanent and cannot be undone. The number will be: * Deleted from Ring Tonic * Released from your Twilio account * No longer associated with your account * Potentially reassigned to another Twilio customer Make sure you really want to release the number before enabling this option. {% endhint %} {% hint style="success" %} **Tip:** If you're unsure, keep the default option (don't release from Twilio). You can always release the number from your Twilio console later. {% endhint %} *** ### Transferring Numbers Between Workspaces If you own multiple workspaces that share the same Twilio account, you can transfer phone numbers between them.

#### Requirements for Transfer * You must be the **owner** of both workspaces * Both workspaces must use the **same Twilio account** (the phone number must exist in the destination workspace's Twilio account) #### How to Transfer a Number 1. Go to **Phone Numbers** 2. Find the number you want to transfer 3. Click the **Transfer** (arrow) icon 4. Select the destination workspace from the dropdown 5. Click **Transfer** to confirm #### What Happens During Transfer When you transfer a phone number: * The number is **unassigned** from any campaign in the current workspace * The Twilio webhook is set to **parking** (calls won't be routed until assigned to a new campaign) * The number appears as **unassigned** in the destination workspace * All call history remains associated with the original workspace {% hint style="warning" %} **Important:** After transfer, you'll need to assign the number to a campaign in the destination workspace before it can receive calls. {% endhint %} {% hint style="info" %} **Why same Twilio account?** Ring Tonic verifies that the phone number exists in the destination workspace's Twilio account before allowing the transfer. This ensures the number can be properly managed in the new workspace. {% endhint %} *** ### Common Questions

What happens when I import a number?

The number is added to your Ring Tonic inventory without changing its existing webhook configuration. This means the number continues working exactly as before until you assign it to a campaign. This ensures zero downtime during migration.

Can I import the same number twice?

You cannot import a number that's already in your inventory - it will be marked as "imported" and disabled in the import interface. However, if you delete a number from Ring Tonic (without releasing from Twilio), you can re-import it later.

Will deleting a number delete its call history?

No, call logs are preserved even after deleting a number. However, you won't be able to use that number for new campaigns unless you re-import it.

What's the difference between deleting and releasing from Twilio?

Deleting removes the number from Ring Tonic only - the number stays in your Twilio account and you can re-import it later. Releasing from Twilio permanently removes the number from both Ring Tonic and your Twilio account.

Can I reassign a number from a Website Tracker campaign to a Static campaign?

Yes, but be careful. Removing numbers from Website Tracker campaigns reduces the pool size, which could cause number exhaustion if you have high traffic.

What's the difference between unassigning and deleting?

Unassigning keeps the number in your Ring Tonic inventory but makes it available for other campaigns. Deleting removes it from Ring Tonic entirely (optionally from Twilio too).

Can I transfer a number to any workspace?

No, you can only transfer numbers to workspaces you own that share the same Twilio account. Ring Tonic verifies the number exists in the destination workspace's Twilio account before allowing the transfer.

What happens to call history when I transfer a number?

Call history stays with the original workspace. The transferred number starts fresh in the destination workspace with no prior call data.

Why can't I see the transfer option?

The transfer option only appears if you own multiple workspaces. Only workspace owners can transfer numbers - team members with manager or member roles cannot transfer.

What is CNAM and should I enable it?

CNAM (Caller Name) is a phone carrier service that looks up the caller's name when they call. It costs $0.01 per lookup. Enable it on numbers where knowing the caller's identity is valuable (e.g., sales lines), but you can leave it off for high-volume or marketing numbers to save costs.

How does CNAM work with AI caller name detection?

If both CNAM and AI caller name detection are enabled, Ring Tonic uses CNAM data first (from the phone carrier). The AI will only override the CNAM-provided name if it detects a name in the transcription with high confidence (above 80%). This gives you the best of both: immediate caller ID from CNAM and more accurate names extracted from the actual conversation.

What's the difference between workspace call control and per-number call control?

Workspace call control (in workspace settings) is a master switch that disables ALL calling for every number in the workspace. Per-number call control lets you disable individual numbers while keeping the rest active. Workspace-level always takes precedence — if the workspace is disabled, individual number settings don't matter.

What happens to disabled numbers if I downgrade from the Agency plan?

All individually disabled numbers are automatically re-enabled when you downgrade. This ensures no numbers are stuck in a disabled state that you can no longer manage. Your previous call control settings (busy signal vs. custom message) are preserved in case you upgrade again.