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Overview

This guide will help you configure call forwarding from your CallRail tracking numbers to Recepta.ai, enabling your AI voice agent to answer incoming calls. CallRail customers can forward individual tracking numbers or set up call flows to route calls to Recepta.ai.

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Getting Your Recepta.ai Phone Number

Before configuring CallRail, you’ll need to obtain your dedicated Recepta.ai phone number.
1

Access Your Dashboard

Navigate to your Recepta.ai dashboard at https://recepta.ai/dashboard
2

Locate Your Phone Number

Your Recepta.ai phone number will be displayed in the dashboard. Copy this number as you’ll need it for the CallRail configuration.Recepta.ai Phone Number Location
Make sure you have completed setting up your AI voice agent configuration in Recepta.ai before forwarding calls.

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Method 1: Forward CallRail Tracking Number (Not Assigned to Call Flow)

Use these instructions to forward a tracking number that’s not assigned to a call flow directly to Recepta.ai.
1

Open Settings

Click the Settings icon on the left navigation bar in your CallRail dashboard.
2

Select Company

Choose the company whose tracking number you’d like to update.
3

Edit Tracking Number

Click the pencil icon for the tracking number you’d like to update to go to its main configuration page.
4

Open Number Options

On the configuration screen, click the pencil icon in the upper-right of the Number Options menu.
5

Set Forward Destination

Under Forward Calls To, select Number and enter your Recepta.ai phone number (obtained from your dashboard).
Your destination number must be a U.S. or Canada number, or in the same country as your tracking number.
6

Save Configuration

Scroll to the bottom of the section and select Save to update your number.

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Method 2: Forward Using CallRail Call Flows

If you’re using CallRail’s Call Flow feature, follow these instructions to route calls through your call flow to Recepta.ai.

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Setup Instructions

1

Open Settings

Click the Settings icon on the left navigation bar.
2

Select Company

Choose the company where you’d like to assign a call flow to a tracking number.
3

Assign Call Flow

In the “Forward Calls To” column, choose the call flow you’d like to assign to a tracking number.
4

Update Call Flow

Click Save and update call flow on the prompt.
5

Configure Call Flow Builder

In your Call Flow Builder, at the point when you want calls forwarded to Recepta.ai, use the Dial step.
We recommend not using the Round Robin step, as this will not ensure your calls always reach Recepta.ai.
6

Enter Recepta.ai Number

In the Dial step, enter your Recepta.ai phone number as the destination.
7

Save Call Flow

Click Save to activate your call forwarding configuration.

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Best Practices for Call Flows

Use Dial Step

Always use the Dial step (not Round Robin) to ensure calls consistently reach Recepta.ai.

Time-Based Routing

Configure different call flows for business hours vs. after-hours to optimize call handling.

Test Your Setup

Make test calls after configuration to verify calls are routing correctly to your AI agent.

Monitor Performance

Use both CallRail and Recepta.ai analytics to track call performance and quality.

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Advanced Configuration Options

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Business Hours Routing

You can configure different routing rules based on your business hours:
  • During Business Hours: Route to your team first, then overflow to Recepta.ai
  • After Hours: Route all calls directly to Recepta.ai
  • Holidays: Set special routing rules for holidays and special occasions

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Call Flow Strategies

All calls immediately forward to Recepta.ai. Best for businesses that want 24/7 AI coverage.
Calls ring your team first (5-10 seconds), then forward to Recepta.ai if unanswered. Minimizes wait time while ensuring no calls are missed.
Different routing rules for different times of day. Combine human and AI coverage based on your schedule.

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Troubleshooting

  • Verify you entered the correct Recepta.ai phone number
  • Check that your CallRail number is active and properly configured
  • Ensure your Recepta.ai agent is set up and active
  • Test by calling your CallRail number directly
  • Verify your internet connection is stable
  • Check CallRail’s system status page
  • Review call logs in both CallRail and Recepta.ai dashboards
  • Contact Recepta.ai support if issues persist
  • Verify the Dial step is configured (not Round Robin)
  • Check that the call flow is properly assigned to your tracking number
  • Review the call flow logic to ensure it reaches the Dial step
  • Test the call flow with a live call

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Next Steps

After configuring call forwarding:

Test Your Setup

Make test calls to verify everything is working correctly

Configure Your Agent

Fine-tune your AI agent’s responses and behavior

View Call Logs

Monitor incoming calls and agent performance

Analytics Dashboard

Track metrics and optimize your call handling

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