Virtual numbers have become essential to communication technology in the current digital and online communication system. These numbers offer reliability, convenience, and flexibility for business or personal use.

However, it is necessary to understand that virtual numbers must be managed, tracked, and monitored effectively for parental control or the business’s reputation.

This blog provides readers with a knowledge base and understanding of how to track a virtual phone number, guides for digital number limitations, considerations, and methods to track calls and monitor online digital phone numbers. 

Understanding Virtual Phone Numbers

A virtual phone number is a phone number or telephone number that is linked indirectly with a specific telephone or physical communication device. It uses cloud-based technology where it is hosted on servers and can forward incoming calls to the designated phone number, VoIP service, or any virtual phone number supporting device. 

Understanding Virtual Phone Numbers

Users can make and receive calls through an internet connection. Virtual numbers use internet-based communication that is hosted in the cloud servers. Unlike landline telephones or traditional mobile networks, physical telephone device lines are unnecessary to establish a connection between two parties. 

The call is routed to the preset destination device or number whenever someone dials the virtual number. It can be customized according to the rules set by the users, time zones, and caller locations. Virtual numbers have various features, including call forwarding, call monitoring, auto call-attendant, voicemail, and more, according to business and individual needs.

This makes it easier for businesses or individuals to have global scalability and establish their presence cost-effectively in multiple countries or regions without geographical restrictions. It becomes handy with VoIP technology; without traditional limitations, it can be much more reliable and cheaper than the conventional communication system.

Tracking Capabilities of Virtual Numbers

One of the features of using virtual numbers is tracking capabilities. However, it can vary according to the virtual number service provider or call tracking software. Some of the common tracking capabilities of the virtual number are:

1. Custom Reporting: Custom report features help businesses create and schedule reports based on call metrics and data, allowing them to monitor phone call performance and quality and improve decision-making.

2. CRM Integration: Another capability is integrating with the Customer Relationship Management (CRM) system. Allowing businesses to collect call data of the associate leads or contact list, monitor the prospect and customer interactions with multiple channels, and deliver personalized text messages for better customer experience.

3. Call routing and forwarding: Businesses can use call forwarding and routing to connect customers to the desired party or departments, saving valuable time for clients and agents. The call route can be configured according to the appropriate phone line extension, various criteria, or the organization’s specific rules.

Call analytics

4. Call analytics: Call analytics tools are often provided by the virtual number provider. It helps in call data insight, such as call volume, call duration, caller location, and sources. Businesses can understand the call pattern and user behavior with call analytics.

5. Call Recording: Many virtual number services provide detailed call recording features where businesses can record incoming and outgoing calls, which can help analyze customer interactions, clear misunderstandings, compliance, and agent training.

The tracking capabilities of virtual phone numbers vary based on the features and integrations provided by the call monitoring software or service provider. Businesses should select a virtual phone number provider or tool with the necessary tracking features according to their business requirements.

Methods to Track a Virtual Phone Number

Methods to Track Virtual Phone Numbers

Call Detail Records (CDRs), Call Tracking Software, and CRM Integration are critical to tracking online phone numbers because they provide complete insights into call activity, attribute calls to distinct marketing channels or actions, and integrate call details with customer information to improve the management of client relationships. Here’s how they help to track someone’s online numbers:

1. Call Detail Records (CDRs)

Call Detail Records help to capture the call activity of caller ID, Call number, call duration, Date and time of calls, and type of calls (inbound and outbound). It also provides core insight into call activity, volume, peak hours, patterns, and other indicators. It is useful for month-billed invoices, accounting, and service usage purposes in telecommunication.

2. Call Tracking Software

Assigning the unique phone number to various marketing campaigns and channels helps businesses track the performance report of the active campaigns for call and lead generations. Call tracking tools provide analytics and call details reports, allowing companies to measure effectiveness and data-driven decision-making. 

Call monitoring software uses Dynamic Number Insertion (DNI) to dynamically change or replace phone numbers on online advertising platforms, such as social media monitoring and websites with unique virtual phone numbers, allowing organizations to determine which online channels drive phone calls.

3. CRM Integration

CRM integration

Integration with CRM systems allows businesses to put customer call data and information in the centralized database. This gives a comprehensive perspective of customer interactions across several channels and provides insight into the customer journey, enabling businesses to initiate calls for certain prospects or lead contacts and helping customer service representatives with personalized customer service experience.

Benefits of Tracking Virtual Phone Numbers

Benefits of Tracking Virtual Phone Numbers

1. Cost-effective and easy setup process

Setting up virtual numbers is easier and quicker than traditional cell phone numbers. There is no need for additional equipment; only a good internet connection and VoIP setup are required to make it fast and low-cost. Long-distance and international calls are cheaper and maintain high quality, providing reliable connection networks.

2. Geographical tracking

Assigning local area codes to virtual numbers can maintain the local business presence in multiple locations without needing physical business property. By tracking a call according to the assigned area codes, businesses can monitor the engagement and the interest of the target audience for specific regions.

3. Optimizing call routing

By tracking the call routing patterns and user call interaction and analyzing the call data, businesses can determine the best call route and optimize their call routing strategies for better customer experience and efficiency.

4. Customer service improvement

Tracking the virtual number of the business’s assigned customer service phone line can improve its customer service and communication system. Disconnected lines, call volume, customer feedback, and resolution time can be helpful for businesses to make required positive changes in customer service.

5. Budget management

Virtual phone number tracking helps businesses gain insight into their service usage and 

associated costs, allowing organizations to optimize their budget allocation for communication expenditures and manage expenses effectively.

6. Tracking Lead Generation and Conversion 

Setting the virtual numbers as a contact point for the lead generation activity helps to track the leads generated from the different online platforms or channels like websites, landing pages, and marketing campaigns. Businesses can track their leads from the sales funnel and conversion according to their specific marketing goals.

Considerations and Limitations

Tracking virtual numbers can be beneficial for the business or the individual users. However, they must keep the considerations and limitations of the Direct Inward Dialing (DID) or virtual number in mind. Those considerations and limitations are:

Considerations and Limitations
  • Privacy and compliance: Depending on the industry regulations and laws, businesses need to ensure compliance with privacy laws or protect user data and information when tracking virtual numbers. It includes consent for call recording, securing sensitive information, and data protection according to GDPR (General Data Protection Regulation) or HIPPA.
  • Data Accuracy: Call tracking tools give valuable indicators, but data accuracy is determined based on various factors, including call routing configuration, accurate caller ID, and the tracking software itself.  So, the business should regularly review and update their tools or software to eliminate acquiring inaccurate data.
  • Cost: Basic features and functionality can be included in most of the virtual number service providers, but some special features, such as advanced reporting and analytics capabilities, may require additional costs or charges to unlock. So, considering the budget, the business should choose a suitable virtual number function and features.
  • Technical Issues: Virtual phone numbers are a part of the VoIP services, So tracking relies on the internet connection, IP address, and the tracking software. Technical issues such as software bugs, low Network quality, Network outrages, failed configuration, or system failure impact the accuracy and availability of data.
      
  • Caller ID spoofing: The caller may use Caller ID hiding techniques during the call, which can manipulate the display of the virtual number. This practice of caller ID spoofing techniques can affect tracking call data and identifying the trustworthy source of incoming calls.
  • Limited call quality data: Call tracking tools and application systems may provide the volume and time duration of the calls but may not give detailed insight into the call quality or customer satisfaction. Businesses and Users may have to ask for customer feedback regarding the call quality for customer experience.

Conclusion

Ultimately, a virtual number provides a convenient service for businesses and individuals with its features and functionality. Users should carefully consider and know the limitations of tracking and monitoring virtual phone numbers. Practice tracking compliance rules, regulations, data privacy, and policies according to the above essential guide. It is also useful when tracking mobile phones during lost or stolen. 

By integrating CRM tools or systems, companies can enhance and centralize their customer communication databases, optimize customer service, and enhance the customer experience.

FAQs

How do you find a virtual number?

VoIP service provider like Dialaxy offers virtual numbers as part of their service, where you can buy virtual numbers for yourself or the business.

How do you check if a number is a virtual number?

One of the easiest things you can do to check if a number is a virtual number is by setting your phone to show the caller ID. You can also do an IP address lookup, reverse phone lookup, and ask your VoIP service provider.

Does * 67 still work?

Yes *67 still works to this day. This feature helps to hide your number only during current calls and only works with voice calls.

Can eSIM number be traced?

Yes, eSIM numbers can be traced since eSIM has similar characteristics to physical SIM cards while tracking cell phone locations, targeted devices, or someone’s location.

Can I track the Inbound and outbound calls with a virtual number?

You can track both inbound and outbound calls with the virtual numbers.

Prasanta Raut

Prasanta is the founder and visionary CEO of Dialaxy. He is on a mission to redefine the landscape of SaaS solutions, infusing creativity and ingenuity into every aspect of Dialaxy’s offerings. His fervent dedication to simplifying sales and support processes drives Dialaxy’s forward momentum, delivering unparalleled value to businesses of all sizes. Embark on a transformative journey with Prasanta and Dialaxy as they pave the way for a new era of sales and support excellence.

Prasanta Raut

Prasanta is the founder and visionary CEO of Dialaxy. He is on a mission to redefine the landscape of SaaS solutions, infusing creativity and ingenuity into every aspect of Dialaxy’s offerings. His fervent dedication to simplifying sales and support processes drives Dialaxy’s forward momentum, delivering unparalleled value to businesses of all sizes. Embark on a transformative journey with Prasanta and Dialaxy as they pave the way for a new era of sales and support excellence.