Summary
In this article we will review how to manage multiple phone numbers for your organization. With multi-number VOIP, you can assign different numbers to different locations, configure voicemail and and let staff choose which number to use when placing calls or sending messages.
1. Access VoIP Settings
Go to Organization Settings > VoIP to see every phone number connected to your organization.
- Each number appears as a card showing its display name, status (Activated or Inactive), the location(s) it is connected to, whether the AI Receptionist (Future) is enabled, and the count of VoIP Phones assigned.
- The number marked Default is the fallback used when no specific number is assigned to a staff member or location.
- Click the edit icon on a card, to open that number's detail page.
2. Configure an Individual Phone Number
- Display name — Click the edit icon next to the name to give the number a friendly label (for example, “Front Desk” or “Billing Line”). This name appears throughout the app.
- Enable / Disable — Use the toggle to activate or deactivate the number. A disabled number will not ring, send, or receive on this line.
- Default — Mark one number as the organization default. The default is used whenever a staff member or location does not have a specific number assigned.
❗ You cannot disable the default number or disable the last enabled number in your organization.
3. Assign Locations to a Number
Use the locations table on the number's detail page to control which physical locations route through this line.
- Each location can be connected to only one phone number.
- Each phone number can serve multiple locations.
- When a patient calls one of your numbers, the call routes to staff associated with the location(s) connected to that number.
- When a staff member places an outbound call, the system uses the number assigned to their primary location.
4. Set Up the Voicemail Greeting
Use the voicemail greeting section to record or upload a custom greeting for this number. If no custom greeting is set, callers hear Barti's default system greeting.
5. Configure Call Recording
Use the Call Recording section on the number's detail page to record inbound and outbound calls on this line and to play a disclosure notice to callers. Recording is configured independently for each phone number, so you can record on a clinical line while leaving a private line unrecorded.
❗ By enabling call recording, you acknowledge that the practice is the recording party and assumes all liability for legal compliance with local and state recording laws. Enabling call recording may require updates to your practice's Privacy Policy.
Turn on call recording
- Toggle Record Calls on. Calls placed and received on this number will be recorded going forward.
- When you turn on Record Calls, the Add Disclosure Notice to Calls toggle is automatically enabled as well. The disclosure plays a short notice at the start of each call letting the caller know the call is being recorded.
- Recordings are stored with the call in Barti and can be played back from the call log on the patient's profile and in the Communication Center.
Turn off the disclosure notice
- Toggle Add Disclosure Notice to Calls off. Barti will ask you to confirm before disabling the notice while recording is still on.
- Most U.S. states require all parties to be notified when a call is being recorded. Only turn the disclosure off if your legal counsel has confirmed it is not required for your jurisdiction and practice setup. This action is recorded in the audit log.
Turn off call recording
- Toggle Record Calls off. New calls on this number will no longer be recorded. Previously captured recordings remain accessible.
7. Assign Hardware (IP) Phones
Use the VoIP Phones section to assign hardware desk phones to this number. Each IP phone is tied to a specific number, and only rings when that number is called. See Enabling VoIP Phones for full instructions
8. Switch Active Numbers as a Staff Member
If your organization has more than one phone number, you can switch which number you are actively using for outbound calls and SMS from the top navigation.
- Click your account menu in the top right.
- Click VoIP/Messaging Number.
- Select the number you want to use. Each option shows the display name and formatted phone number.
- Your selected number is used as the caller ID for outbound calls and as the sending number for SMS until you change it. Inbound call logs, voicemail, and messaging unread counts are filtered to the selected number.
If you have any questions, please refer to Barti's Help Center or create a support ticket at support.barti.com.
Frequently Asked Questions
How do I add a new phone number to my organization?
New numbers are provisioned by Barti through Twilio. Contact Barti Support to request a new line. Once it's added on the Barti side, it will appear in your VoIP settings automatically.
Can a single location use more than one phone number?
No. Each location is connected to exactly one number. A single phone number, however, can serve multiple locations.
What happens if a staff member's primary location has no phone number assigned?
The staff member's calls and messages will use the organization's default number.
Can I turn off the default number?
No. The default number cannot be disabled. To swap defaults, mark a different number as default first, then disable the old one.
Does each phone number have its own voicemail greeting and call recording settings?
Yes, voicemail greeting, and call recording are all configured per number.
Is call recording on by default?
No. Call recording is off by default for every number and must be turned on per number by an Organization Settings admin.
Can I record some numbers and not others?
Yes. Call recording is configured independently per phone number.
Where do I listen to recorded calls?
Recordings appear alongside the call in the patient's call history and in the Communication Center call log.