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Phone System is where your company buys, ports, assigns and sets up phone numbers, and where you set the rules for what happens on an incoming call. It also holds the two switches that decide whether calls get recorded and whether the other party is told.
The phone system is part of the Pro plan. Free and Core don’t include it. Pro comes with one line, and you can add more lines to Pro as an add-on. See Plans and billing.
Open it from Settings, then Phone System under Communications in the settings menu. The heading reads Phone System, with Set up your call flow and business hours underneath.
My Call Preferences, under Personal in the same menu, is a different, much smaller screen. It holds your own outbound caller ID and your own forwarding number. Outbound Compliance, under Security & Compliance, is where calling hours, SMS quiet hours, and DNC scrubbing rules get set. See Compliance settings.
There are two different screens with the words “Phone System” in them. The settings screen described here is the one you’ll use day to day. The first-time setup guide is a separate page, reached through the Set up Phone System button that appears when your company doesn’t have a phone account yet.

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Before anything works: setup

If your company hasn’t set up phone yet, the top of the settings screen shows an amber banner reading No Phone System Account Found, with Create an account to start managing phone numbers and a Set up Phone System button. That button opens a setup guide headed Phone System Setup. It starts with an introduction listing what’s coming, then walks you through five steps: Choose Number, Port Number, Payment, Trust Center, and You’re live.
1

Let's get started

The introduction lists the four pieces of work with a rough time estimate for each. Keep in mind that US carriers require business registration before you can send a text. Calls and SMS won’t fully work until both the number and the Trust Center registration are done. Clicking through creates your phone account first, which takes a few seconds.
2

Choose Number

Search for a number by area code or state, then check the ones you want. Each one shows where it’s located and what it costs, the first one you pick reads Included, while every one after that carries the monthly per-line price. A running summary under the list counts your selections.
3

Port Number

Optional, and you can skip it. Porting a number needs:
  • The numbers you want to move
  • Your current carrier, plus the account number and PIN with them
  • The authorized name and billing address on the account
  • A recent phone bill as a PDF, PNG or JPG, under 6MB
After you submit, you’ll be told the team will follow up within one to two business days.
4

Payment

Activating lines adds the Phone System add-on to your subscription, priced per line.
5

Trust Center

The 10DLC registration that carriers require before your numbers can send texts. This is the long step.
Once your account exists, the banner turns into a confirmation line reading Phone system active along with your account’s name.

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The settings screen

Changes across every tab are held until you save. An Unsaved changes label appears next to the button in the header the moment you change anything, and Save Changes stays disabled until then.
Nothing on this screen saves itself. Recording, business hours, ring strategy, and voicemail settings all sit in the same unsaved batch until you click Save Changes.

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Whose settings you’re editing

If you’re not a phone administrator, a blue banner under the header tells you that you’re editing your personal call settings, and that business hours, after-hours forwarding, and voicemail saved there apply only to the numbers assigned to you. Company-wide settings stay with an administrator, and saving your own settings never overwrites the company default. Some controls are administrator-only and don’t show up otherwise: assigning numbers to users, call forwarding on a number, the per-number recording override, and the whole Trust Center tab.

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General

Three switches, and the ones worth checking first if you care about compliance.
Recording Consent and Call Recording are separate switches, the screen spells this out directly: Calls are still recorded when this is off. Turning off the disclosure doesn’t turn off recording. If you don’t want calls recorded, turn Call Recording off instead.
Turning Recording Consent on reveals a Consent Message box holding the words that get read out loud. By default the disclosure is on, with the message This call may be recorded for quality and training purposes. You can rewrite it to whatever your compliance team requires. On an incoming call to one of your numbers, Leaf360 reads the disclosure to the caller before connecting the call, and it swaps in stronger wording of its own when the caller’s state requires every party to consent. That swap is built in, it’s not something you set up here. Which consent model your company claims overall, one-party or all-party, is set separately under Outbound Compliance. See Compliance settings.

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Phone Numbers

Headed Company Phone Numbers for administrators and My Phone Numbers for everyone else, with Add Number or Get My Number to the right and a Refresh button beside that. Numbers a non-administrator buys here are self-paid and limited to their own account, and the screen tells you so. The table shows Phone Number, Type, Assigned To, Location, Status, and a three-dot Actions menu. A number that always forwards shows a line underneath reading Always forwards to and the destination. Administrators also get a Default Outbound SMS Number, picked from your unassigned company numbers. Workflows and company-level SMS automation send from that number.

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The Actions menu

The per-number Record, no announcement option keeps recording that line while skipping the spoken disclosure, overriding the company Recording Consent setting for that one number only.
Call Forwarding runs around the clock. The box you set it in says so directly: it applies during business hours too, the caller hears nothing before the transfer, nobody on the team rings while it’s on, and an unanswered forward still lands in voicemail.

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Blocked & Spam Shield

A blocklist of callers, plus an automatic shield. Both work on incoming calls. Blocking a caller needs a phone line, the caller’s number, and a reason. A bulk form lets you add many numbers at once, and it reports back how many were added, how many duplicates it skipped, and how many numbers it couldn’t read. You can edit a blocked caller’s reason, or unblock them. Spam Shield watches a line for a burst of calls and blocks automatically. You set a mode, a time window in minutes, a number of distinct callers, and a block score, and you can allow a caller back through or turn off a prefix rule it created. The review list underneath shows what actually happened to each caller it flagged: Monitored, Blocked or Allowed, the reason it flagged them, and how the call went, answered or voicemail and how long it ran. If Leaf360 matched that caller to a lead, loan or contact afterward, the row says so, which is usually your sign it’s a real client rather than a spammer. Allow Caller is the single action for letting somebody back through. It clears that caller’s history along with the block, so that way they stop reappearing in the list every time they call.
This is inbound defense only. It’s a different list from your Don’t Call list, and adding a number here doesn’t stop anyone from calling or texting it. Outbound do-not-call handling is separate.
Where the two do meet: dialing out from a lead, loan, or contact record checks that number against your company’s Don’t Call list first. A number on the list gets refused, with a spoken message saying the call can’t be completed. That check happens when you dial, not here.

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Port Numbers

The same porting form as the setup guide, available afterward. Once you’ve submitted a request, Port Request History below it tracks each one as Pending Review, In Progress, Submitted to Carrier, Completed, Rejected or Cancelled. You’ll also see who submitted it, an estimated completion date where there’s one, and a timeline of every status change with any note attached.

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Trust Center

Administrators only. The 10DLC business registration carriers require before your numbers may send text messages.

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Business Hours

A Timezone, a Weekly Schedule with a switch and a start and end time for each day, and a set of Holidays you name and date. After Hours Action decides what happens to a caller once you’re closed: Send to Voicemail, Forward to Number, or Play Message & Hang Up. Choosing to forward asks you for the destination number.
Business hours only govern calls coming in to you. They don’t restrict when your team can call or text out. Calling hours and SMS quiet hours for outbound work are set under Outbound Compliance. See Compliance settings.
The screen is clear about the difference between the two forwarding features: after-hours forwarding only kicks in once you’re closed, and the caller is told the office is closed before being transferred. Call Forwarding on an individual number, on the other hand, forwards around the clock with no announcement.

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Routing

Ring Strategy is one of five options, each shown as a card: Choosing Direct Line adds a note confirming that an assigned number rings only its owner, and pointing you to My Call Preferences for your own forwarding number. Want one number to ring your cell first, then a teammate after a delay, then voicemail? That’s a ring group, and it needs the latest Leaf360 mobile app on each phone. Two more settings finish the tab: Ring Timeout (seconds), how long to ring before voicemail or forwarding kicks in, and Max Queue Size, the most callers that can wait at once, which only applies to the non-owner strategies.

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Voicemail

Enable Voicemail opens the rest of the tab.
  • Custom Greeting (optional): type text that gets read to callers as text-to-speech. The hint underneath reminds you to click Save Changes.
  • Recorded Greeting: record a greeting in your own voice right on the screen. A recording takes priority over the text greeting above it.
  • Transcription: converts voicemails to text.
  • Email Notifications: tells you when a new voicemail comes in.
Voicemails and their transcriptions show up on Call History alongside the calls.

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Common problems

Nothing on this screen saves on its own. Look for the orange Unsaved changes label in the header and click Save Changes.
Assigning numbers, per-number call forwarding, the per-number recording override, and the whole Trust Center tab are all administrator-only.
If you’re not a phone administrator, you were editing your personal call settings, which only cover the numbers assigned to you. The banner under the header tells you this. Company-wide hours need an administrator to set them.
Check three places, in this order: the company Recording Consent switch under General, the Consent Message underneath it, and the per-number Call Recording override in that number’s Actions menu, which can be set to Record, no announcement for one line only.
Carriers require the 10DLC registration under Trust Center before any of your numbers can send text messages. Until that clears, calls work but texts don’t.
Build a ring group: the phones ring in the order you list, each for the seconds you set, then voicemail or one more number. Everyone in it needs the latest Leaf360 mobile app.
That number has Call Forwarding turned on in its Actions menu, which forwards around the clock with no announcement and doesn’t ring anyone on the team.
Last modified on September 18, 2026