Managing Your Phone Number and Settings in the Vanillasoft VoIP Portal

Phone Number Management in the Vanillasoft VoIP portal allows you to customize how incoming calls are handled, configure emergency services, set up call forwarding, and define caller ID preferences. By managing these settings, you can optimize your communication workflows, ensure calls are routed correctly, caller information is displayed accurately, and emergency services are properly configured. This feature is essential for customizing telephony behavior, managing seasonal schedules, and maintaining professional communication standards.

Phone number settings are configured through the Numbers section in the Vanillasoft VoIP portal. Once configured, your settings will control how calls are routed, what caller information is displayed, and how your number behaves during holidays or temporary situations.

Add a New Phone Number

  1. Log in to the Vanillasoft VoIP portal.

    • Note: This portal may display Cloudli branding because it is hosted by Cloudli. All configuration and support are handled by Vanillasoft. For assistance, contact Vanillasoft Support.

  2. Open the Telephony menu from the main navigation.

  3. Select the Numbers submenu.

  4. Click New in the top right corner to start the number creation wizard.

  5. Configure the following settings.

    • Telephone Number: Displays the phone number being configured. 

    • Default Language: Select the default language for this number. 

    • Filter callerid: Prevents this number from being used as an outbound calling number. 

    • Notes: Add internal notes about this phone number for reference. 

    • Caller ID (external calls): Enter the name to display on the recipient's caller ID (up to 15 characters). If no name is entered, the account name will be displayed. 

    • Private: Makes the caller ID show as 'Private' on the recipient's caller ID.

  6. When finished, click Save to complete the setup, or click Save and Continue to save your VoIP number and configure another one.

Once your new number is added, you can configure its settings using the sections below.

Edit an Existing Phone Number

To modify settings for an existing phone number, first access the number configuration page:

  1. Log in to the Vanillasoft VoIP portal.

    • Note: This portal may display Cloudli branding because it is hosted by Cloudli. All configuration and support are handled by Vanillasoft. For assistance, contact Vanillasoft Support.

  2. Open the Telephony menu from the main navigation.

  3. Select the Numbers submenu.

  4. Click on the phone number you want to edit from the list of numbers in your account.

From here, select the sections below for steps on how to configure each area of your phone number settings.

Edit General Information

  1. Select the General tab if not already selected by default.

  2. Click Edit at the top-right.

  3. Review and configure the following settings.

    • Telephone Number: Displays the phone number being configured. 

    • Default Language: Select the default language for this number. 

    • Filter callerid: Prevents this number from being used as an outbound calling number. 

    • Notes: Add internal notes about this phone number for reference. 

    • Caller ID (external calls): Enter the name to display on the recipient's caller ID (up to 15 characters). If no name is entered, the account name will be displayed. 

    • Private: Makes the caller ID show as 'Private' on the recipient's caller ID.

  4. When finished, click Save to apply your changes, or click Save and Continue to save your changes and continue configuration.

Configure 911 Service

  1. Select the 911 Service tab.

  2. Click Edit at the top-right.

  3. Open the E-911 Address drop-down and select the emergency address associated with this number.

  4. When finished, click Save to apply your emergency address, or click Save and Continue to save your changes and continue configuration.

Configure Action Settings

  1. Select the Action tab.

  2. Click Edit at the top-right.

  3. Open the Action drop-down and select the action that will occur when someone dials this telephone number.

    • After selecting your action, complete any additional fields that appear based on your selection.

  4. When finished, click Save to apply the action, or click Save and Continue to save the action and continue configuration.

Configure Advanced Options

  1. Select the Advanced Options tab.

  2. Click Edit at the top-right.

  3. Review and configure the following settings.

    • Inbound Number Identification Service: If enabled, the inbound caller name will display the number the user dialed instead of displaying the caller name. This is useful for customers who have multiple business names. 

    • DNIS: Allows overriding the caller name on all inbound calls (must be used with Inbound Number Identification Service). 

    • Auto-detect language: Attempts to determine the user's preferred language.

      • Note: All calls from Quebec will default to French. All other calls from North America will default to English. All international and private numbers will use the value in the "Default Language" field.

    • Distinct Ring: Select a custom ring tone for calls received. 

    • Music on Hold: Select the hold music for this number. 

    • Time zone: The time zone where this phone number is located. This will be used for interactive menus and actions with a schedule. If left empty, the default time zone of the account will be used.

  4. When finished, click Save to apply your changes, or click Save and Continue to save your changes and continue configuration.

Configure Holiday Menu

  1. Select the Holidays tab.

  2. Click Edit at the top-right.

  3. Click Add to create a new holiday schedule.

  4. Enter a description in the Description field to identify the holiday.

  5. Open the Date drop-down and select the date for the holiday.

  6. Click Submit.

  7. When finished, click Save to apply your changes, or click Save and Continue to save your changes and continue configuration.

Configure Temporary Actions

  1. Select the Temporary Action tab.

  2. Click Edit at the top-right.

  3. Open the Active Menu drop-down and select the desired Auto Attendant you wish to configure.

  4. Check the desired Menu Components.

    • This allows you to select which menu components are available via the *78 star code in VS Connect.

  5. When finished, click Save to apply your changes, or click Save and Continue to save your changes and continue configuration.

Configure Temporary Forwarding

  1. Select the Temporary Call Forwarding tab.

  2. Click Edit at the top-right.

  3. Enter a phone number in the Temporary Call Forwarding field to forward calls to temporarily.

    • This will be the number to which calls should be temporarily forwarded. This overrides all other configured Actions.

  4. When finished, click Save to apply your changes, or click Save and Continue to save your changes and continue configuration.

Review Caller ID Usage

  1. Select the Caller ID Usage tab.

  2. Click Edit at the top-right.

  3. Review and configure the following settings.

    • Telephone Number: Displays the phone number being configured. 

    • Default Language: Select the default language for this number. 

    • Filter callerid: Prevents this number from being used as an outbound calling number. 

    • Notes: Add internal notes about this phone number for reference. 

    • Caller ID (external calls): Enter the name to display on the recipient's caller ID (up to 15 characters). If no name is entered, the account name will be displayed. 

    • Private: Makes the caller ID show as 'Private' on the recipient's caller ID.

  4. When finished, click Save to apply your changes, or click Save and Continue to save your changes and continue configuration.

Your phone number settings are now configured and calls will be routed according to your preferences. For additional support, contact Vanillasoft Support.

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