Phone numbers in Vixiees can be assigned to specific Sales Brains (Playbooks) to control which lines are used for inbound and outbound calls.
Number types
Vixiees manages two types of numbers:
| Type | Use |
|---|---|
| Call numbers | Inbound and outbound voice calls |
| WhatsApp numbers | WhatsApp Business messaging |
Supported providers
Built-in providers
| Provider | Description |
|---|---|
| Twilio | Cloud communications platform |
| MasIP | VoIP provider specialized in Spain/LATAM |
| Baway | Telecommunications provider |
| DIDWW | Virtual numbers (DID) |
External numbers (BYOC)
You can also use your own numbers with the "Bring Your Own Carrier" option. They appear as "Masked" in the list.
Assigning numbers to Sales Brains (Playbooks)
How to assign numbers
- Go to Playbooks > select the Sales Brain (Playbook)
- Open the Communication section
- Select the Outbound numbers and the Inbound numbers (two independent lists, see the next section)
- Select the WhatsApp number (maximum 1)
- Save your changes
Many-to-many relationship
- A Sales Brain (Playbook) can have several numbers assigned
- A number can be assigned to several Sales Brains (Playbooks)
Outbound and inbound numbers
In the Communication section of each Sales Brain (Playbook) there are two independent number lists:
| List | What it's for |
|---|---|
| Outbound numbers | The numbers used as caller ID when calling contacts in this Sales Brain (Playbook). It's the only list used to choose which number a call is made from — calls made by the salesperson as well as automatic, progressive, predictive and AI agent calls. |
| Inbound numbers | New contacts who call these numbers join this Sales Brain (Playbook). |
A number can be on one list, both, or neither.
Retiring a number from outbound calls while it keeps receiving calls
If a number is no longer a good choice for calling (for example, because it's been flagged as spam), remove it from Outbound numbers and keep it in Inbound numbers:
- It's no longer used to call this Sales Brain (Playbook)'s contacts — not even to call back from the number the contact last called.
- It keeps receiving calls, and new contacts who call it still join this Sales Brain (Playbook).
- It's only used to call as a last resort, when no other number is available to place the call.
Sales Brains (Playbooks) that already existed have their numbers on both lists, so everything keeps working as before until you change either list.
Dedicated vs shared numbers
| Type | Description | Use |
|---|---|---|
| Dedicated | Assigned to specific Sales Brains (Playbooks) | Dedicated lines per team |
| Shared | Not assigned to any Sales Brain (Playbook) | Main company line |
Dedicated numbers take priority in automatic selection. A number only counts as shared if it isn't on any list (outbound or inbound) of any Sales Brain (Playbook).
Automatic number selection
When a call is made to a contact, the system automatically picks the best number in this order:
Priority order
- Last inbound number: if the contact called you before, the same number is used
- Sales Brain (Playbook) national number: from the same country as the contact
- Sales Brain (Playbook) main number: from the account's main country
- Any Sales Brain (Playbook) number: if no number matches by country
- Shared national number: not assigned, same country
- Shared main number: not assigned, main country
- First available number: final fallback
The system favors consistency: if a contact called +34 600 000 000, outbound calls will use that same number.
In this selection, the Sales Brain (Playbook)'s numbers are always its Outbound numbers. The last inbound number is only reused if it's on the Outbound numbers of the contact's Sales Brain (Playbook).
Inbound calls
When a contact calls:
- The system identifies the number that was dialed
- It finds or creates the contact from the caller's number
- It saves the inbound number on the contact
- It creates an "Inbound call" task
- It assigns it according to the Sales Brain (Playbook)'s assignment strategy
WhatsApp setup
Limitations
- Maximum 1 WhatsApp number per Sales Brain (Playbook)
- WhatsApp numbers require Meta verification
- They show the verified WhatsApp Business name
Number quality
Meta assigns a quality rating:
| Color | Status |
|---|---|
| Green | Good reputation |
| Yellow | Caution |
| Red | Risk of restriction |
Number details
Each number stores:
| Field | Description |
|---|---|
| Number | E.164 format (+34600000000) |
| Name | Friendly identifier |
| Provider | Twilio, MasIP, etc. |
| Country | Detected country code |
| Type | Mobile or landline |
Conclusion
Managing numbers in Sales Brains (Playbooks) lets you:
- Assign specific lines per team
- Choose separately which numbers you call from and which numbers route new inbound contacts
- Keep communications consistent
- Use local numbers based on the contact's country
- Manage several telephony providers
Relevant scenarios
- Teams by country: each Sales Brain (Playbook) uses local numbers
- Dedicated lines: dedicated numbers for specific campaigns
- Flagged numbers: stop calling from a number flagged as spam without losing the inbound calls it still receives
- Brand consistency: reuse the inbound number for outbound calls
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