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Managing Phone Numbers

Your Theo phone number is what customers call to reach your AI assistant. Here's how to get and manage phone numbers.

Getting a Phone Number​

Included Phone Numbers​

Depending on your plan, you may have:

  • Free plan: No phone number included
  • Starter plan: 1 phone number included
  • Pro plan: Multiple phone numbers included
  • Enterprise: Custom allocation

Getting Your First Number​

  1. Go to Settings → Phone Numbers
  2. Click Add Phone Number
  3. Choose an area code (if available)
  4. Confirm your selection
  5. Your new number is ready to use!

Note: Number availability varies by area code. If your preferred area code isn't available, try a nearby one.

Viewing Your Phone Numbers​

Go to Settings → Phone Numbers to see all your numbers.

Each number shows:

  • The phone number itself
  • Friendly name - Your label for it (e.g., "Main Line")
  • Assigned agent - Which agent answers calls to this number
  • Status - Active or inactive

Configuring a Phone Number​

Click on any phone number to configure it.

Friendly Name​

Give your number a descriptive name:

  • "Main Business Line"
  • "After Hours"
  • "Sales Inquiries"

This is just for your reference — callers don't see it.

Assign an Agent​

Choose which agent answers calls to this number:

  1. Click Assign Agent
  2. Select an agent from the list
  3. Save

Different numbers can use different agents. For example:

  • Main line → General assistant
  • Sales line → Sales-focused agent

Welcome Message​

What Theo says when answering:

Examples:

  • "Thanks for calling Sunshine Plumbing. How can I help?"
  • "Hello, you've reached Dr. Smith's office. How may I assist you?"
  • "Hi there! Thanks for calling Tony's Pizza. Are you looking to place an order?"

Tips:

  • Keep it friendly and brief
  • Include your business name
  • End with an invitation to speak

Language Setting​

Choose the primary language for this number:

  • English (default)
  • Multilingual (Theo responds in whatever language the caller uses)

Voice Selection​

Pick the voice for this number:

  • Male or female voices
  • Various accents (American, British, Australian, etc.)
  • Preview voices before selecting

More about voice settings →

Adding More Phone Numbers​

Need another number?

  1. Check your plan's phone number limit
  2. Go to Settings → Phone Numbers
  3. Click Add Phone Number
  4. Configure as needed

Why Use Multiple Numbers?​

Different purposes:

  • Separate sales and support lines
  • Different hours or languages
  • Track marketing campaigns

Different agents:

  • Different personalities for different services
  • Specialized knowledge per line

Releasing a Phone Number​

If you no longer need a phone number:

  1. Go to Settings → Phone Numbers
  2. Click on the number
  3. Click Release Number
  4. Confirm

Warning:

  • Once released, you lose the number permanently
  • Someone else can claim it
  • Calls to that number won't reach you
  • There may be limits on how many numbers you can release

Forwarding Calls to Theo​

Once you have a Theo phone number, set up your business phone to forward calls to it.

Complete call forwarding guide →

Quick Setup​

Most carriers: Dial *72 + your Theo number

Testing​

  1. Call your business number from a different phone
  2. Let it forward to Theo
  3. Have a test conversation
  4. Check your dashboard for the conversation record

Phone Number Tips​

Choose a Local Area Code​

Customers are more likely to answer or call back local numbers.

Keep Your Number​

If you cancel and resubscribe, your number may not be available again. Keep your subscription active to keep your number.

Test After Changes​

Whenever you change number settings, make a test call to verify everything works.

Share Carefully​

Only share your Theo number where you want AI to answer. For calls where you must answer personally, use a different line.

Common Questions​

Can I transfer my existing phone number to Theo?​

Currently, we don't support number porting. You'll use a new Theo phone number with call forwarding.

Can I choose a specific phone number?​

You can select from available numbers in your preferred area code, but specific number requests aren't supported.

What happens if I cancel my subscription?​

Your phone numbers are released and may be assigned to someone else. Keep your subscription active to keep your numbers.

Are calls free to receive?​

Calls use your plan's included minutes. Check your plan details for minute limits and overage rates.

Can I use the phone number for texting?​

Voice calls only. SMS/texting features may be available based on your plan.

What if no numbers are available in my area code?​

Try nearby area codes or popular codes like 800, 888, etc. Availability changes over time.

Troubleshooting​

"My Theo number isn't answering"​

  • Check that an agent is assigned
  • Verify the number is active
  • Make sure your plan includes voice features

"Callers say they get a busy signal"​

  • Check forwarding settings on your business phone
  • Verify the Theo number is correct
  • Try calling the Theo number directly

"I can't add more phone numbers"​

  • Check your plan's phone number limit
  • Upgrade your plan for more numbers
  • Release unused numbers first

Need Help?​