Imagine this: a client tries to reach you, but you’re away from your desk, deep in a project, or grabbing coffee between meetings. Without call forwarding, that important call could go unanswered, leaving your client hanging. However, with the right call forwarding service, you have the ability to stay connected, no matter where you are.
In this guide, we’ll cover the top call-forwarding services that make it easy for businesses of all sizes to stay accessible. From small startups to large enterprises, these services are here to keep you and your team available without tying you to a single location. Ready to find the perfect fit? Let’s jump in.
What Are Call Forwarding Services?
Call forwarding is like a virtual assistant for your phone line. When a customer or team member calls your number, call forwarding services can automatically redirect them to another device or person based on the rules you specify. So, if you’re out for lunch, at a conference, or working remotely, those calls can reach you—or the right person on your team—effortlessly.
How It Works
Here’s a quick breakdown: You set the rules for your call forwarding service, specifying where and when calls should be routed. For instance, you might set your calls to forward to your cell if you don’t answer within three rings on your desk phone. Or you might choose to send calls to a colleague’s number after hours. It’s all about keeping the flow of communication smooth and adaptable.
Why Use Call Forwarding?
Think of call forwarding as a little tool with big benefits. Here’s how it can make life a whole lot easier for you and your team:
- Better Accessibility: Clients or team members can reach you (or someone on your team) regardless of location. It’s great for remote work setups and teams that spend a lot of time on the go.
- Improved Customer Experience: Nobody likes waiting in line or, worse, getting sent to voicemail. Call forwarding keeps things personal by connecting callers to a real person quickly, making them feel valued instead of frustrated.
- Reduced Missed Opportunities: Ever worry about missing that one important call? With call forwarding, those key conversations don’t fall through the cracks, helping you build stronger connections and close more deals.
Key Features to Look for in Call Forwarding Services
If you’re considering a call forwarding service, make sure it’s equipped with features that actually help your team. Here are some of the essentials:
Multiple Device Forwarding
Modern work setups aren’t tied to one location, and your calls shouldn’t be either. Look for services that can forward calls to several devices simultaneously or in a specific sequence. With multiple device forwarding, you can answer calls on your desk phone, mobile, or even your computer, creating a seamless experience across devices. This is especially useful for teams using VoIP technology. If you’re wondering “what is VoIP?”, it’s simply a way to make calls using an Internet connection, which makes forwarding calls to multiple devices easy and efficient.
Voicemail Transcription
Voicemails are great, but let’s face it: nobody has the time to sit through all of them. Voicemail transcription lets you skip the audio and get the message in text format, making it faster and easier to skim through messages. This is especially useful when you’re in a meeting or on the go and need to catch up quickly. Some call forwarding services even allow a voicemail drop feature, where you can leave a pre-recorded message for multiple recipients, saving time while ensuring everyone gets the info they need.
Customizable Greetings
A customizable greeting adds that personal touch to your call forwarding system. You can set up greetings for different times of day, give customers essential info (like your business hours), or even redirect them to other resources when needed. It’s a simple but effective way to make sure callers feel welcomed and informed.
Call Screening and Blocking
Spam calls can drain time and patience. Call screening and blocking features help you manage who gets through, allowing you to focus on the calls that really matter. This is particularly valuable for teams that handle a high volume of inbound calls—it ensures you’re spending time where it counts.
Integration with Other Communication Tools
If you’re using a CRM or team messaging app, integration is a big plus. Call forwarding services that offer VoIP CRM integrations make it easy to log calls, track interactions, and even pull up customer info in real-time, all within a single platform. These integrations aren’t just a bonus; they’re essential for teams that want a truly unified communication setup.
Top Call Forwarding Services
Here’s a look at some of the best call forwarding services out there, with details on each one to help you find the perfect fit for your business.
1. CloudCall
CloudCall is specifically tailored for businesses looking to connect their call management directly with their CRM systems. It is ideal for teams that prioritize detailed customer data and seamless client interactions. With CloudCall, every call is logged, and customer notes are stored directly in your CRM, giving teams a complete view of all client interactions in one place. This integration makes sure that no call goes undocumented, and helps sales and support teams deliver highly personalized experiences every time.
Key Features: CRM integration, call recording, voicemail drop, SMS functionality, and comprehensive call analytics.
Pros: Extremely useful for businesses that rely heavily on CRM; excellent support and powerful features.
Cons: May be expensive for smaller teams.
2. ZenDesk
ZenDesk is primarily known for its customer support tools, and its call-forwarding services are no exception. Built with customer support at its core, ZenDesk Talk is designed to work in tandem with other ZenDesk features to create a unified platform for customer interactions. For companies that prioritize high-quality customer service, ZenDesk makes it easy to route calls to support agents based on issue type or caller history, offering a consistent, high-touch experience.
Key Features: Omnichannel support, customer insights, call routing based on customer history, and integration with ZenDesk’s full support suite.
Pros: Excellent choice for customer service-focused businesses; high-quality support tools.
Cons: Limited advanced call management features for larger teams.
3. Grasshopper
Grasshopper is designed for entrepreneurs and small businesses that need a virtual phone system without the hassle of complex setups or high costs. This platform allows small teams or solo entrepreneurs to manage calls professionally, providing a dedicated business number without needing a traditional office phone system. Grasshopper combines simplicity with reliability, letting you forward calls, set up custom greetings, and manage calls efficiently, even from a mobile device.
Key Features: Customizable greetings, multiple extensions, voicemail transcription, and mobile app access.
Pros: Easy setup, affordable for small businesses, ideal for entrepreneurs.
Cons: Limited scalability.
4. RingCentral
RingCentral is a well-established communication platform that provides call forwarding along with a suite of other communication tools. With features that go beyond basic call forwarding—such as video conferencing, team messaging, and mobile support—RingCentral is ideal for midsize to large businesses that need an all-in-one communication hub.
Key Features: Multi-device forwarding, video conferencing, call analytics, team messaging, and app integration.
Pros: Scalable, great for remote teams, and highly flexible for large setups.
Cons: Higher price points for premium features, which may not be ideal for small businesses.
5. Ringover
Ringover is a feature-packed business phone solution designed to enhance team collaboration and productivity. With Ringover, calls can be tagged, routed, and even analyzed in real-time, making it easier for teams to manage high call volumes. It’s a solid choice for businesses that need collaboration features like screen sharing and instant team messaging, offering a more unified workspace for handling calls and customer interactions.
Key Features: Call tagging, routing, screen sharing, team messaging, and real-time analytics.
Pros: Collaboration-friendly, easy to use, good value for mid-sized teams.
Cons: Limited customization in settings for very large businesses.
6. DialPad
DialPad is known for its modern approach to call forwarding and call management, with a particular focus on AI-driven insights. This platform uses AI to provide voice intelligence, allowing teams to transcribe calls in real-time, extract keywords, and analyze customer sentiment. DialPad is ideal for businesses that want to use technology to gain deeper insights into their communications.
Key Features: Voice intelligence, call transcription, multi-device forwarding, and integrations with Google Workspace and Microsoft 365.
Pros: AI-powered analytics, ideal for remote and tech-forward teams, seamless integration with cloud-based tools.
Cons: Relies on strong Internet connectivity, may not be suited for teams with weak network infrastructure.
7. 8×8
8×8 offers a powerful communications platform that’s especially strong in global call-forwarding capabilities. For businesses with international clients or teams, 8×8 provides solutions that make it easy to communicate across borders. It’s a great choice for companies that need reliable call management in multiple countries, with options for international calling, video conferencing, and secure, cloud-based communication.
Key Features: International calling, secure data handling, video collaboration, mobile support, and team messaging.
Pros: Ideal for global teams, security-focused, high-quality international call handling.
Cons: Initial setup can be complex for smaller teams; premium pricing.
8. GoTo Connect
GoTo Connect combines simplicity with functionality, offering an easy-to-use platform that includes call forwarding, team messaging, and meeting tools in one tool. This service is well-suited for companies that value straightforward, accessible technology that doesn’t require a steep learning curve.
Key Features: Call forwarding, customizable call flows, team messaging, and detailed analytics.
Pros: User-friendly, good customer support, straightforward interface.
Cons: Lacks some advanced features for very large organizations or high-demand call environments.
| Service | Overview | Key Features | Pros | Cons |
| CloudCall | Tailored for CRM integration with call logging and customer data. | CRM integration, call recording, voicemail drop, SMS, analytics | Ideal for CRM-dependent businesses, strong support | May be expensive for smaller teams |
| ZenDesk | Customer support focus, with integrated call forwarding. | Omnichannel support, call routing, customer insights | Great for customer service, high-quality tools | Limited advanced call management features |
| Grasshopper | Virtual phone system for small businesses and entrepreneurs. | Custom greetings, multiple extensions, voicemail transcription | Affordable, easy setup for small businesses | Limited scalability |
| RingCentral | All-in-one communication hub for midsize to large businesses. | Multi-device forwarding, video conferencing, call analytics | Highly flexible, ideal for remote and large teams | High cost for premium features |
| Ringover | Collaboration-focused with real-time analytics and call tagging. | Call tagging, routing, team messaging, real-time analytics | Good for team collaboration, easy to use | Limited customization for large teams |
| DialPad | AI-driven insights and voice intelligence features. | Voice intelligence, call transcription, multi-device forwarding | AI-powered insights, ideal for remote teams | Depends on strong internet connectivity |
| 8×8 | Strong global capabilities with secure, international call handling. | International calling, secure data handling, video collaboration | Excellent for international teams, security-focused | Complex setup for smaller teams |
| GoTo Connect | Simple, user-friendly call forwarding and messaging tools. | Call forwarding, customizable call flows, team messaging, analytics | User-friendly, solid customer support | Lacks advanced features for large enterprises |
Choosing a Call Forwarding Service for Your Business
Choosing the right call forwarding service comes down to your specific needs. Here are some tips to help narrow down your options:
- Business Size and Call Volume: Smaller businesses might benefit from simpler solutions like Grasshopper, while larger teams may prefer the extensive features of CloudCall or RingCentral.
- Budget Considerations: Cost matters, but it shouldn’t be the only factor. Balance your budget with your must-have features for best value.
- Feature Requirements: Think about your team’s daily workflow. Do you need CRM integration? AI-driven insights? Identify these needs to find a service that fits seamlessly.
- Compatibility with Current Tools: Look for solutions that work well with your current setup—particularly if you already have a CRM or team communication tool in place.
Best Practices for Using Call Forwarding Services
Once your call forwarding service is up and running, following best practices will help ensure it’s efficient and effective. Here are some tips to get the most from your setup:
1. Regularly Update Forwarding Numbers
Keeping forwarding numbers current is essential. If roles change or team members leave, outdated numbers can lead to missed calls and frustrated clients.
Quick Tips:
- Schedule Updates: Set reminders to check and update forwarding numbers regularly.
- Centralize Information: Keep a shared document that lists all forwarding routes for easy updates.
- Automate When Possible: Some systems allow auto-updates based on your CRM, making it easier to manage.
2. Monitor Call Logs and Analytics
Most services offer analytics, which are invaluable for understanding call patterns and optimizing your approach.
What to Look For:
- Identify Peak Times: Data can reveal high-traffic hours so you can allocate resources effectively.
- Track Call Drop Rates: If you see high abandonment rates, shorten forwarding sequences or add staff at busy times.
- Review Performance Metrics: Insights like handling times can show areas for team improvement.
3. Ensure Compliance with Privacy Regulations
Privacy rules for call recording and data handling vary by region, so it’s crucial to stay compliant.
Steps to Take:
- Know Local Laws: Learn relevant regulations like GDPR and CCPA.
- Use Disclaimers: If recording calls, inform callers upfront.
- Limit Access: Restrict sensitive call data to authorized team members.
4. Train Staff on Effective Use
Well-trained staff maximize the value of your call forwarding system and provide better customer service.
Training Tips:
- Create Simple Guides: A clear manual can help new hires get up to speed quickly.
- Run Scenarios: Simulated call-forwarding scenarios build confidence.
- Update Regularly: Train on new features to keep everyone proficient.
5. Set Up Emergency Protocols
Prepare for disruptions with a backup plan to ensure continuity when needed.
Backup Plan Essentials:
- Identify Critical Numbers: Ensure key contacts have alternative forwarding options.
- Set Alerts: Use notifications for failed forwarding routes.
- Consider Failover Systems: These automatically redirect calls if the primary line is down.
6. Personalize Caller Experience
Adding a personal touch can improve caller satisfaction.
Personalization Tips:
- Custom Greetings: Different greetings for peak hours or after-hours add a professional touch.
- Priority Routing: Use CRM integration to route VIP calls directly to relevant staff.
- Offer IVR Options: Interactive menus help callers reach the right department faster.
7. Regularly Review and Optimize Call Forwarding Rules
Business needs change, so revisit your call forwarding rules periodically.
Optimization Tips:
- Periodic Reviews: Check forwarding settings every few months.
- Adjust for Seasonal Demand: Tailor settings for peak seasons to handle higher volumes.
- Gather Feedback: Get insights from team members to fine-tune call routing.
To sum up, call forwarding services are more than just a backup plan—they’re a key part of a business that runs smoothly. From staying accessible to providing seamless customer service, the right call forwarding service can help you keep every communication channel open. For those managing a large team or running a solo operation, there’s a call forwarding solution out there for you, so explore, compare, and choose the one that keeps you connected to the people who matter.
