To start, go to the phone tab in the lefthand navbar, the click on settings at the top of the page.
Adding your number
The first step to using the LeadSimple phone is getting one or many phone numbers set up.
You have two options here;
You can either port in your existing phone number
Create a new number.
Here you can find steps on how to port in a number you own: Can I Use Other Phone Numbers I Own in LeadSimple?
To add a new number or begin the process for porting an existing number, from the phone/settings page, under Phone Numbers, click on "Add New Phone Number."
From here, you can either search for a new number by area code, or click "Add a number I already own" to initiate the number porting process.
Once you've selected a number, you'll be prompted to choose a few settings for it. These are:
Nickname - only your team members who are on LeadSimple will see the number nickname. It will not act as a caller ID. We recommend using short, descriptive names like "Leasing" or "Maintenance" or "Main Office".
Phone type - this one is what type of calls you want to receive, web or routing. We strongly recommend web calls. Web calls will allow you to use your number as a true voip number, and place calls directly from your phone or desktop. Routing numbers forward the call to your physical personal cell phone.
Pipeline - this feature allows you to automatically create a lead record for anyone who calls the phone number. This is a fantastic feature for numbers which are lead sources in a pipeline, for example the phone number on your zillow listing or "for rent" posting. If the number is a main office line, then we recommend selecting "no pipeline".
Users - these are the users which have access to use the phone number. Please note, if the texts or calls are associated with properties, contacts, or lead records, the messages associated with this phone number will be visible to other users in those places.
Choosing which users receive the incoming call notification
Right now, there are only two options for who receives the incoming call notification:
If you don't add an IVR menu, then all users on the number will receive a simultaneous notification for each inbound call
If you do add an IVR menu, then you can decide whether each extension goes to one user, several users simultaneously, or gets forwarded to an external number
Setting up your IVR Phone Menu
To enable the phone menu, select the number for which you'd like to go through a phone menu rather than directly calling users, then follow the steps below.
Click "+ Add Extension"
Enter the number you would like users to type in for the given extension
Select whether you want to the number to connect to a User, or forward to an external number
Select one or many users the extension will call
Please note, if you add multiple users to an extension, it will ring them simultaneously.
Now that you have the phone menu enabled, it's time to add the Initial Greeting. Currently, you can do this on our legacy settings page, where the rest of our voicemail settings are found. We will be moving this over to the phone/settings page shortly. For now, go to Settings → Texting & Calling → Actions → Configure Voicemail
Then, upload the "Initial Greeting" for the number associated with the IVR menu. Here's a sample script:
"Thank you for calling [Name of Business]. Please enter the extension you would like to reach, followed by the pound key. Please press (extension number from IVR menu) for (department or team member name)."
Configuring Your Voicemail
Under Settings → Texting & Calling → Actions → Configure Voicemail, you also have the option to set your voicemail greeting, as well as your wait/hold music.
Please note, all extensions on a phone menu will share the same voicemail message.
Placing Your First Call
There are many ways to place a call in LeadSimple. The simplest is by clicking New → Call in the top right corner, which opens the call modal.
You can also click on Contacts or Leads Phone numbers, and it will open the call modal pre-populated with their information.
Note, if your number is set to routing, there will be an additional field which appears to select the physical phone you want to route the call to.
Using Your Mobile Phone To Make & Receive Calls
The LeadSimple Phone in its current implementation is intended for desktop use. We are actively developing a mobile app for the LeadSimple phone with an estimated release of late October 2025.
You can currently place an outbound call using your mobile phone by going to app.leadsimple.com using google chrome on your mobile phone, and following the same steps above to initiate a call. Please note, we do not currently support Safari or our existing LeadSimple mobile app for web based outbound calls.
For inbound calls, you will receive an inbound phone call to the number you have listed under Settings → Users → Your User → Phone Notifications.
It is optional to enter a number here for notification purposes. If you do decide to enter a number here, the number you enter under Settings → Users → Your User → Phone Notifications CANNOT be your LeadSimple number, it MUST be a non-LeadSimple registered number which can be either your personal cell phone or a landline.