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Before you start
Bring your current phone provider, the main number callers dial and the person authorized to change its routing. Tell us whether ClaireAI should answer all inbound calls, overflow or only calls outside office hours. Those choices determine the forwarding plan.
Book a demo to discuss setup and the 30-day trial.
Confirm the number and launch scope
- Review the requested local or toll-free number with the ClaireAI team. Availability is confirmed during setup.
- Identify which existing numbers, extensions and schedules are in scope.
- Agree on the caller greeting, transfer destinations and a fallback if the preferred route is unavailable.
Arrange forwarding with your provider
Have your phone administrator use the provider’s current instructions for your account. Forwarding controls vary by carrier, plan and phone system; there is no universal activation code. Check whether existing voicemail, ring groups or office-hours settings take priority over the intended route.
If you use RingCentral or another hosted phone system
Document the current call flow before changing it. Confirm the forwarding destination with the ClaireAI team and ask your administrator to check both office-hours and after-hours behavior. Keep the original settings available for rollback.
If you use a carrier or office PBX
Your carrier or IT provider may need to make the change. Provide the approved destination and specify when calls should forward. Confirm how to restore the previous route if a test fails.
Test and approve live traffic
- Call the firm’s public number from an outside phone and check the greeting.
- Test the configured intake path, transfer and unavailable-destination fallback.
- With the team, verify the expected call record and any connected-system handoff. Use test details instead of real client information.
- Approve the launch schedule and identify who can restore the prior routing if needed.
Use the missed-call troubleshooting guide if a test does not reach the expected destination.
Frequently asked questions
How long does ClaireAI activation take?
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Timing depends on number availability, your carrier, routing choices and the selected connections. The ClaireAI team confirms the implementation schedule before launch.
Can we keep our existing phone number?
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Discuss forwarding with your current provider and the ClaireAI team. If you want to port a number, confirm availability, authorization, timing and any fees before making changes.
Author
Caleo Tsiapalis
Co-Founder, ClaireAI
Caleo runs ClaireAI's customer success and writes the runbooks every onboarding follows.