Manage Org Phone Numbers is an advanced tool that requires Org Admin permissions.
The Manage Org Phone Numbers Advanced tool allows you add, delete, label, and associate all fax and text numbers within the Org.
Navigate to this advanced tool by clicking on the main menu in the top left corner and selecting “Advanced” from the dropdown menu, then clicking “Manage Org Phone Numbers” in the left-hand side menu. If prompted, select the Org where you would like to manage numbers. You will see a list of all SMS numbers connected with your Org and the Org’s projects.
Adding and Deleting
Add a new phone number by clicking on the green plus to the right of the title. You will be asked to choose an area code. Enter your desired area code and click “Add Phone Number” and a number with that code will be auto-generated for you. You can also add a new Org number and a new project number from the Mailroom and the project respectively.
You can also delete numbers here by clicking on the red trashcan icon to the right of the number. Once a number has been removed, the same number cannot be added to the Org again, so use caution when deleting. Clicking on the “x” immediately to the right of the number will not delete it. It will instead move the number. Read below to learn more.
Associating and Moving
You can also use this advanced tool to move numbers from one project to another, associate a number with a project, and unassign numbers.
To associate a number with a project, click on “Assign to a project” to the right of the number name. If you don’t see this, you may need to unassign the number from another project first. Enter the project name in the “Select a Project” search box.
To unassign a number from a project, click on the “x” to the right of the project name. The number will then become an Org number and can be reassigned to another project.
The default Org number can also be reassigned. If you unassign the default Org number, the Org will not be able to receive texts or faxes in the mailroom until another number is assigned as the default Org number. Reassigning the default Org number should be done with caution.
Labels can be added to any Org number, including the default Org number, by clicking on “+Label” above the “Org Mailroom” name. If the Org number already has a label, the label will appear in this space, and you can click on the label to edit or remove it.
Enter the label you would like for this number and click on the green checkmark.
If an Org number with a label is associated with a project, the label will not be shown and the number will be named the name of the project. If that number is unassociated, the label will again be shown.
If an SMS number associated with a project remains unused for six months, that SMS number will be automatically released.
After five months of inactivity, you will see a note under that phone number in the Manage Org Phone Numbers list, which will give the date the SMS number will be released. This note will also appear in the vitals of the associated project.
Once a number is released, the same number cannot be reassigned. If you’d like to continue using the number for the project, simply use the number by sending a text from it.