This article covers managing existing phone numbers in lemlist: labeling, assigning to teammates, enabling call recording, and setting up call forwarding. For connecting or buying a number for the first time, see Set up lemlist in-app calling. For callback number and call quality settings, see Call quality: tips and settings.
Why This Matters
In‑app calling isn’t just about dialing out ; it’s also about managing the number that powers your outreach. Clear labeling helps reps know which line to use, assigning purchased numbers ensures that calls route to the right person, and features like call recording and forwarding improve compliance and responsiveness. Understanding how to configure these options lets you build a reliable calling workflow that scales with your team and keeps your data synchronized across campaigns.
Prerequisites
You should already:
Have at least one connected or purchased number in lemlist.
Know the difference between connected and purchased numbers. Connected numbers use your existing phone, while purchased numbers are rented through lemlist and may require regulatory documentation depending on the country.
Be a workspace admin or have permission to manage call settings. Only admins can modify phone number settings or assign numbers to teammates.
Core Lesson – Step‑by‑Step Workflow
Phase 1: Access and Review Your Number
Open the Call settings page. In lemlist, go to Settings → Call settings. In the Manage phone numbers section, you can view your connected and purchased numbers, along with their status, label, assigned users, and available actions.
Understand the numbers table. Each row in the table represents a phone line. Purchased numbers can be assigned to teammates, while your connected number is your verified personal line used in lemlist.
Phase 2: Rename, Assign and Record Calls
Rename your number for clarity. Click the Label field next to a number and type a descriptive name (e.g., “US Sales Line” or “Customer Support”). Clear labels make it easy to choose the right line when placing calls and to track performance per number.
Choose which teammates can use a purchased number. For purchased numbers, open the Used by dropdown and select the users who should be able to use the number. A purchased number can be shared by several teammates, so your team can prospect a region without buying a separate number for each rep. Removing a user from the list revokes their access to that number.
Enable call recording. Open a phone number’s settings, then turn on Automatic outgoing call recording to automatically record all outgoing calls made with that number. Recordings are then stored in your call logs for later review.
Enable incoming call recording. In the same phone number settings, turn on Record incoming calls to automatically record all incoming calls made with that number. Like outgoing recordings, these are stored in your call logs.
Phase 3: Forward Calls and Manage Minutes
Set up call forwarding (purchased numbers only). If your team buys a local number through lemlist, you can redirect inbound calls to your own phone line, so you can answer a lead who calls you back. Forwarding is not configured on the phone number itself: each user sets their own forwarding number. Go to Settings → Sending settings → Use personal phone, enter your number in Specify your number, then turn on Receive inbound calls on my phone.
Who receives an incoming call. Each incoming call goes to one user of the number, chosen in this order: the last user who called or texted the contact, then the last user with any activity on the contact, then the contact owner. If none of them uses this number, the call goes to a random user of the number. Only users who are still on your team can receive calls. On a shared number, two calls from the same caller can reach two different teammates. The call is forwarded only if that user turned on Receive inbound calls on my phone; otherwise it is recorded as a missed call for them.
Monitor and top up minutes. The Remaining calling minutes section shows how many calling minutes you’ve consumed this month and how many remain. When you’re running low, click Buy additional minutes to purchase more.
For callback number setup and the Call from your phone quality option, see Call quality: tips and settings.
Troubleshooting & Pitfalls
Below are some common issues you might encounter and how to resolve them:
Number label won’t save: You might not have admin rights, or the number is locked by the system. Ensure you are a workspace admin; refresh the page and try editing again. Only admins can rename numbers.
Cannot add a user to a number: The user may not be part of your workspace. Make sure they are invited to your lemlist workspace, then add them again from the Used by dropdown.
Call forwarding doesn’t work: The forwarding number might be missing, invalid, or the toggle may be off. Go to Settings → Sending settings → Use personal phone, check the number in Specify your number, and make sure Receive inbound calls on my phone is enabled. Forwarding applies to your team’s purchased numbers. If callers hear
The person you're trying to reach is unavailable, see Fix: callers hear "The person you're trying to reach is unavailable" when calling your lemlist number.Running out of minutes: You’ve exceeded your plan’s monthly calling minutes. Buy additional credits or wait until your monthly quota resets. ‘Call from your Phone’ consume double credits: disable the feature if you’re low on minutes.