Call Forwarding for Business: Never Miss Another Customer Call Again

If you’ve ever missed an important call while out of the office, you know how frustrating it can be. For small business owners, even one missed call could mean a lost customer.

That’s where call forwarding comes in. It’s a simple way to stay reachable, no matter where you are. In this guide, we’ll break down how it works, how to set it up, and how to make it work better for your business, especially with tools like Community Phone that go beyond the basics.

How to Forward Calls to Another Number: Why Business Owners Need Call Forwarding

Running a business means you’re not always by the phone, and that’s okay. What’s not okay is losing customers just because a call went unanswered.

Call forwarding gives you flexibility without sacrificing professionalism. It keeps things running smoothly when you’re out meeting clients, working remotely, or just juggling a busy day. Instead of letting calls go to voicemail, you can send them to someone who’s available, or to your own mobile when you step out.

It also helps you scale. As your team grows, you can route calls to the right people at the right time, and even forward calls from specific contacts or manage calls based on your contacts list—no need for expensive phone systems or complicated setups.

And with a tool like Community Phone, it’s even easier. You get smart call routing, shared business numbers, and peace of mind knowing your customers can always reach someone.

How to Set Up Call Forwarding

The way you set up call forwarding depends a bit on your phone provider, but most landlines give you two basic options: dial-in codes or an online account. Here’s how it usually works.

1. Dial the call forwarding activation code (often *72) on your phone.
2. Wait for the dial tone or prompt.
3. Enter the number you want your calls to go to, including the area code.
4. If required by your provider, press the '#' key (or the appropriate key) after entering the forwarding number to complete the setup.

If You’re Using Dial Codes

This method’s been around forever, but it still works, especially if you’re using a standard landline.

1. Pick up the phone and wait for the dial tone.
2. Dial your provider’s activation code. This is often something like *72.
3. Enter the number you want your calls to go to, including the area code.
4. Listen for a confirmation tone or message. Then hang up.
5. Test it. Call your number from another phone to make sure the forwarding’s working.

To turn off call forwarding:

• Just pick up the handset again and dial the deactivation code (often *73).
• Wait for the confirmation tone and hang up.

Here are a few examples from popular carriers:

Note: Some regions may use different codes, so it’s always a good idea to double-check with your provider.

If You’re Using an Online Account

Many carriers let you manage call forwarding online, which can be easier, especially if you’d rather not deal with dial codes.

Here’s the general process:

1. Log into your account on your provider’s website.
2. Go to call settings, look for something like “Call Forwarding” or “Call Management.”
3. Enter the forwarding number you want to use.
4. Save your settings and test it out.

If You’re Using Community Phone

With Community Phone, the process is way more flexible, and you don’t need internet, apps, or tech skills to make it work.

Here’s how most businesses set it up:

1. Start with your existing number or choose a new one with Community Phone.
2. Log into your dashboard (or call a rep, they’ll do it for you).
3. Decide how you want calls to be forwarded: always, only when you’re busy, after hours, or even to multiple numbers.
4. Enter the numbers you want calls to go to, your mobile, your team, a receptionist, whatever fits.
5. Save it. Done.

You can update settings anytime. Need to forward calls during vacation? Add a backup line. Need auto-text replies for missed calls? Easy.

The setup is fast, and you can test it right away to make sure it’s working the way you want.

Want More Control? Use Conditional Forwarding

If you don’t want to forward every call, you can often set up more specific rules, things like:

• Forward when busy (line is in use)
• Forward when unanswered (after a few rings)
• Forward when unreachable (like during power or network outages)

You can also forward some calls straight to another number or voicemail based on conditions such as busy status or unanswered calls.

These options usually have different codes (for example, 70, 71, or *62), depending on the provider. Again, check with your phone company to get the exact steps.

Using a Business Phone System (PBX or VoIP)

If you’re using a business phone system like RingCentral, 8x8, or something similar:

1. Log into your admin dashboard.
2. Find the call forwarding settings. This may be listed under call handling or routing.
3. Set your rules, you can forward calls from specific extensions, or forward all calls during certain hours.
4. Choose the destination number(s).
5. Test it to make sure everything’s working as planned.

If you’ve got multiple lines or departments, you may need to set up rules for each one separately.

Types of Call Forwarding: How They Work

Not all call forwarding works the same way. Depending on your setup, you can choose how, and when, calls get redirected.

Call forwarding can be set up at the phone level (on your device) or managed by your carrier, depending on your provider and device.

Unconditional Forwarding

Every call gets sent to another number right away. Your phone won’t ring at all, it's instant and automatic.

Conditional Forwarding

Calls are only forwarded in specific situations, like when your line is busy, when there’s no answer, or when you’re out of range. It gives you a bit more control.

Selective Forwarding

Some systems let you forward calls from specific numbers only, say, VIP clients or after-hours calls. You can also set up forwarding rules for a particular contact or group of contacts, allowing more precise control over who gets forwarded.

Here’s a quick breakdown:

Benefits for Business Owners

You're a craftsperson AND an entrepreneur. Your business is an expression of yourself—you take real pride in your work and are determined to provide excellent customer service. But you're also running a business, and that means staying reachable isn't optional.

Here's how call forwarding with Community Phone makes that easier for business owners like you:

Always Reachable Without Being Tied Down

You don't need to be glued to your office phone. Whether you're with a customer, on a job site, or handling business away from your desk, your calls follow you through our mobile app. You can answer business calls using your personal phone without giving out your number. That means fewer missed opportunities and more revenue.

Complete Work-Life Separation

No more wondering if you should answer that unknown number—is it a customer or a telemarketer? Community Phone's call forwarding gives you complete work-life separation. Forward business calls to your mobile when you're working, turn it off when you're done. Your personal number stays private, and you stop feeling like you're always "on."

Professional Image That Builds Trust

Even if you're a solo operation just starting out, call forwarding helps you sound like an established business. Custom greetings, auto-SMS responses for missed calls, and professional caller ID present a polished image. When calls forward to your mobile, customers hear your business greeting—not your personal voicemail.

Simple Setup That Just Works

We know you're not a tech person—you're focused on your craft. Community Phone was built with people like you in mind. Call forwarding setup is stress-free: you get your business number during our call, configure forwarding through our simple dashboard, and start using it immediately. No IT person needed, no complicated routing rules.

Flexibility That Grows With You

Starting solo? Perfect—forward calls to just your mobile. Adding team members? Easy—set up forwarding to multiple phones or use our app so everyone can answer. Opening additional locations? We handle forwarding across multiple sites. Your call forwarding grows as your business grows, all without needing contracts or technical expertise.

Built-In Reliability You Can Count On

Community Phone's call forwarding runs on cell towers, not the internet. Your forwarded calls work during power outages when other systems fail. We use industrial-grade equipment with backup batteries because reliability is the most important thing for small businesses. When customers call, your forwarding works every time.

Comparison Table: Traditional Methods vs. Community Phone

Troubleshooting Call Forwarding: What to Do When It’s Not Working

Call forwarding usually just works, but when it doesn’t, it can be frustrating. Here’s what to look for if things go sideways.

1. You set it up, but calls still go to your original number

Start simple. Is the number you entered correct? Including the area code? It sounds obvious, but it’s easy to miss a digit.

Also, did you hear a confirmation tone when you set it up? If not, it might not have gone through. Try disabling and re-enabling it just to be sure.

2. Forwarding only works sometimes

This is usually because of how the rules are set. If you’re using conditional forwarding (like forwarding only when busy), those conditions might not be getting triggered. Try switching to full forwarding temporarily and see if that works better.

Also, make sure the phone you’re forwarding to is able to take calls, if it’s off, out of service, or in Do Not Disturb mode, the forwarding won’t complete.

3. You’re getting unexpected calls

This could mean you’ve got multiple forwarding rules running at once. If your system lets you view them, check for anything old or overlapping.

And if you’ve recently switched carriers or phone systems, sometimes there are default settings applied that you didn’t set yourself.

4. Everything was working fine, then it stopped

This one’s tricky. If nothing’s changed on your end, check with your provider, they may have made a backend update that reset your settings.

Also worth restarting your phone system or base unit if you’re using VoIP or something similar.

5. Nothing’s helping

Sometimes it’s just easier to call in backup. If you’re with Community Phone, their support folks can usually get to the bottom of things fast. Don’t waste an afternoon troubleshooting if a five-minute call can fix it.

Tips & Best Practices for Smarter Call Forwarding

First, test it. Forward your calls, then pick up your other phone and call yourself. Try letting it ring, try not answering, just to see what actually happens. You don’t want surprises when a customer is on the line.

Second, keep your setup clean. It’s tempting to create a dozen rules, forward on Mondays here, weekends there, but the more complex it is, the more likely something breaks. Start with one or two simple rules. Add more if you really need them. Make sure call forwarding is turned on or off as needed, and check your device settings or call forwarding status to confirm if it’s currently turned on.

Third, use conditional forwarding if your schedule is predictable. For example, I set mine to only forward after three rings or when I’m in a meeting. That way, I still catch the calls I can take, but the rest don’t die in voicemail.

If you’re using an iPhone, you can set up or check call forwarding by going to Settings > Phone > Call Forwarding. Look for the phone icon in your status bar to see if call forwarding is turned on.

Also, if your system supports it, send a quick text when you miss a call. It doesn’t have to be fancy, “Sorry I missed you, I’ll call back soon” is enough. It tells people you care, and they’re less likely to move on to someone else.

Check your call logs once in a while. You might notice patterns, like missed calls during lunch hours, and adjust your setup to fix it.

And finally, if you’re forwarding to someone else, tell them. Sounds obvious, but I’ve seen situations where someone suddenly gets bombarded with business calls and has no idea why.

We’d love your feedback! Leave a comment below about your experience with call forwarding, or share any tips you have. For more tips or updates, check back on this page regularly.

Top 5 Call Forwarding FAQs

1. How do I set up call forwarding?

A: For most carriers, dial *72 followed by the 10-digit number you want to forward calls to (e.g., *72-555-123-4567). Wait for confirmation beeps, then hang up. With Community Phone, you can easily set up call forwarding through our simple dashboard or mobile app—no complicated codes needed.

2. How do I turn off call forwarding?

A: Dial *73 from your phone. You should hear confirmation beeps indicating call forwarding has been deactivated. With Community Phone, you can turn forwarding on/off instantly through your app without memorizing codes.

3. Does call forwarding cost extra?

A: This varies by carrier. Many include it free, but you may be charged for the forwarded call minutes according to your plan. Community Phone includes call forwarding at no extra cost with all plans—no surprise fees ever.

4. Why isn't my call forwarding working?

A: Common causes include:

• Incorrect forwarding number entered
• Poor network connection during setup
• Call forwarding not enabled by your carrier
• You may have accidentally forwarded the line you're calling from (dial *73 to clear and try again)

5. Will I be charged for forwarded calls?

A: You're typically billed as if you answered the call yourself, even when it's forwarded to another number. Long-distance charges may apply if forwarding to numbers outside your calling area. With Community Phone, forwarding is included—you're only charged your regular monthly rate.