Managing Your Phone Numbers
The numbers your agency owns, how Sales and Revenue campaigns buy and rotate their own local numbers, and how to manage the pool yourself.
Every call and text careCycle sends comes from a phone number you own. Most of the time you never think about them: your Receptionist's number is chosen once, and your Sales and Revenue campaigns buy and rotate their own numbers as volume demands. This page explains the numbers behind the platform, what runs itself, and the pieces you control.
The Two Kinds of Numbers
Your agency owns numbers in two shapes, and they behave very differently.
Your Receptionist's number. One unified number that members call and text 24/7. Cora answers it, and your outbound Retention campaigns (welcome calls, check-ins) place their calls from it, so members always see the same familiar number. You pick it once during setup and then leave it alone. See Choose Your Receptionist's Number.
Campaign numbers. Sales and Revenue campaigns do high-volume outbound dialing, so each one dials from its own pool of local numbers that careCycle buys and rotates automatically. Spreading calls across many local numbers is what protects your answer rates and keeps you off carrier spam lists.
You can manage the numbers on campaigns that dial from their own pool - your Sales, Revenue, and agent-first campaigns. Your Receptionist's number and any Retention numbers are managed automatically and show as Managed with a lock, so nobody can accidentally move the line your members rely on.
Where You Manage Numbers
You manage a campaign's numbers from that campaign's Phone Numbers tab. It shows the numbers attached to the campaign along with its rotation settings.
A campaign's inbound or outbound direction is fixed when the campaign is created. Attaching or moving a phone number does not change that direction. An outbound campaign still receives callbacks to its campaign numbers through its inbound handling, but it does not become an inbound campaign.
The tab needs the Phone Numbers permission. If you do not see it, ask an owner or admin to grant it (see Roles and Permissions).
Procuring a Number
Open the dialog. Use Procure a number on a campaign's Phone Numbers tab.
Search for local presence. Search by city or area code. careCycle shows available numbers in that area so your outreach shows up as a familiar local call.
Pick a number. Choose one from the available list.
Attach it to a campaign. Every number you buy is attached to one of your Sales or Revenue campaigns. There is no floating "unassigned" pile on your side: a number always has a job.
You can attach numbers to any campaign that dials from its own pool - your Sales, Revenue, and agent-first campaigns. Your Receptionist and your Retention campaigns share your Receptionist's number instead of pools of their own, so they never show up as a choice when you buy or move a number.
Moving a Number
Need to rebalance? Use Move on any manageable number to reassign it to a different Sales or Revenue campaign. Numbers marked Managed cannot be moved, which is the platform protecting your Receptionist's number and your Retention numbers.
Moving a number also moves its inbound traffic, and the impact is bigger than it sounds. Once moved, anyone who calls that number back is answered by the destination campaign's inbound handling, not the campaign that originally dialed them. The move does not change either campaign's fixed direction. Avoid moving a number that is actively dialing (where callbacks are likely); move it once the campaign is paused or finished.
How Rotation Works
Rotation is the machinery that lets a Sales or Revenue campaign dial at volume without burning any single number. You turn it on and set a few limits per campaign from the Phone Numbers tab; careCycle does the rest.
Daily dial limit
Each number places up to a set number of calls per day (the default is 333), then careCycle stops using it until the count resets the next day. The Calls today column on the numbers table shows how much of each number's daily budget has been used. Keeping a sane per-number ceiling is the single biggest lever for staying off spam lists.
Automatic provisioning
When a campaign has more calls queued than its current numbers can place within their daily limit, careCycle buys more numbers on its own, so your dialing never stalls at the day's cap. A few things shape this:
- Procurement states decide where new numbers come from. Add the states your members are in and careCycle buys local numbers there.
- Max auto-provisioned numbers is the ceiling on how large a campaign's pool can grow. Once the campaign holds that many numbers, careCycle stops buying more even if the daily limits are maxed out. Leave it blank for no ceiling.
- A new campaign that dials from its own pool (Sales, Revenue, or agent-first) gets a starter number automatically when it is created, and rotation grows the pool from there. Such a campaign cannot be set live without at least one number, since there is no fallback to your Receptionist's number.
If a campaign reaches that ceiling and every number has used up its daily limit, careCycle holds back rather than pushing any number past its limit or buying beyond the cap. Dialing for that campaign pauses for the rest of the day, and queued customers keep their place and go out once the daily counts reset. If a campaign throttles like this often, raise its Max auto-provisioned ceiling (or clear it) so the pool can grow.
Rotation and automatic provisioning apply to campaigns that dial from their own pool (Sales, Revenue, and agent-first). Your Receptionist and your Retention campaigns always use your Receptionist's number and never rotate.
The rotation editor
On a Sales or Revenue campaign's Phone Numbers tab you will find the rotation panel:
- Enable turns rotation on for the campaign.
- Daily dial limit sets the per-number ceiling (1 to 1000).
- Max auto-provisioned caps the pool size (blank means no cap).
- Procurement states pick where new numbers are bought.
Save, and the campaign starts pacing and growing its pool within those limits.
Keeping Your Numbers Off Spam Lists
High-volume outreach only works if your numbers stay trusted. careCycle registers every number with the major carriers and checks their spam reputation across T-Mobile, Verizon, and AT&T. A number whose reputation slips gets caught so it can be addressed before it drags down your connect rates. This runs automatically for every Sales and Revenue number; there is nothing to configure.
Numbers, Voice AI, and Agent-First
A number carries calls for one of two kinds of caller:
- AI numbers are dialed by your Voice AI employees. When a Voice AI campaign reaches out, the AI places the call from the campaign's pool.
- Dialer numbers are used by your human agents. In an agent-first campaign, careCycle paces the dialing to your agents' availability and connects the live call, still drawing from the campaign's pool.
Either way, the number pool belongs to the campaign, and rotation applies the same. Only your Receptionist and your Retention campaigns break the pattern: they always call from your Receptionist's number so members recognize you.
Included Numbers and Billing
Your plan includes a set number of campaign numbers at no extra cost. Your Receptionist's number never counts against that included total.
Beyond your included numbers, extra numbers are metered and billed monthly. The included count is a billing threshold, not a hard cap: buying a number or letting rotation provision one is never blocked, so a campaign can always scale to meet demand. You just start paying for numbers past your plan's included amount. Your current usage and included total live on the billing page.
Where to Go Next
How Inbound Calls Route
What happens when someone dials one of your numbers, and who answers.
Choose Your Receptionist's Number
Pick the one unified number members call and text.
Sales Campaigns
The outbound suites that own and rotate their own number pools.
Agent-First Campaigns
Human-handled dialing that draws from the same pools.