How to set up a new virtual phone number in Callhippo step by step guide

If you need a business phone number that’s easy to set up, doesn’t tie you to a physical phone line, and lets you call or text from anywhere, you’ve probably looked at virtual phone number services. Callhippo is one of the big names in this space. This guide is for anyone who wants to get started with Callhippo but doesn’t want to waste an afternoon clicking around aimlessly.

I’ll walk you through each step, flag what actually matters, and help you avoid the usual headaches. You’ll go from zero to having a working number—no jargon, no fluff.

Why use a virtual phone number anyway?

Quick background: a virtual phone number lets you make and receive calls (and sometimes texts) over the internet. You don’t need extra hardware, and you can run your business line from your laptop, desktop, or phone. It’s good for:

  • Keeping your real number private
  • Running a side gig, small business, or remote team
  • Setting up local numbers in different areas or countries
  • Avoiding landline contracts

Callhippo is one option among many (there’s also Google Voice, Grasshopper, OpenPhone, etc.), but their main pitch is easy setup and lots of number options. In reality, “easy” is relative—so let’s get you through the process, step by step.

Step 1: Sign up for a Callhippo account

Let’s start with the basics.

  1. Go to Callhippo’s website
    You’ll find the sign-up button right on the homepage. Callhippo may change their layout, but usually, “Sign Up” or “Get Started” is hard to miss.

  2. Enter your details
    You’ll need:

  3. Name
  4. Email address (use one you actually check—activation emails sometimes go to spam)

  5. Password

  6. Verify your email
    Check your inbox for a verification email from Callhippo. If it’s not there in 2-3 minutes, check spam/junk.

Pro tip:
If you’re just testing, don’t bother with your company info or phone number yet. You can fill that in later if you decide to stick with the service.

Step 2: Choose your Callhippo plan

Before you can buy a number, you have to pick a plan. Here’s what you should know:

  • Callhippo isn’t free (other than a short trial). The cheapest plan is usually “Bronze,” but features are pretty limited.
  • Read the fine print. Some features (like call recording or SMS) may only be on higher plans.

  • Don’t pay for features you don’t need. If you only want a basic number for inbound/outbound calls, the cheapest plan will probably work.

  • Log in and click “Upgrade” or “Choose Plan”

  • Review the plan comparison chart
    If you’re not sure, start with the basic plan—you can always upgrade later.

  • Add payment info
    Most plans require a credit card up front, even for a free trial.

Watch out:
Callhippo sometimes auto-enrolls you in auto-renewal. Set a calendar reminder to review before your trial or first month ends, so you’re not surprised by a charge.

Step 3: Buy a new virtual phone number

Now for the main event.

  1. Go to the “Numbers” or “Buy Number” section
    In the dashboard, look for a sidebar or top menu link that says “Numbers,” “Buy Number,” or sometimes “Add Number.”

  2. Choose your country and type of number

  3. Country: Pick where you want your number based (US, UK, India, etc.).
  4. Type: Options usually include local, toll-free, or mobile.

  5. Area code: For local presence, pick an area code that matches your customers’ location.

  6. Browse available numbers
    Callhippo will show you a list. Some numbers have extra fees (vanity numbers, toll-free, etc.). If you don’t care about the exact digits, just pick the cheapest.

  7. Add to cart and check out
    Double-check the monthly cost—some numbers are pricier than others. Click “Buy” or “Checkout.”

  8. Assign the number to a user (optional)
    If you’re solo, assign it to yourself. If you have a team, select the right user.

Heads up:
- Some countries require ID or business verification before you can use the number.
- SMS support varies—make sure the number you pick supports texting if you need it.

Step 4: Set up call forwarding and device options

You’ve got a number, but where do the calls go?

  1. Go to the “Manage Numbers” section
    Find your new number in the list.

  2. Configure call forwarding

  3. Forward to your mobile: Enter your phone number to forward calls.
  4. Forward to the Callhippo app: You can take calls directly in the web or mobile app.

  5. Forward to multiple users: For teams, add more people so calls ring to everyone or follow a set sequence.

  6. Set business hours and voicemail

  7. Add your working hours to avoid calls at 2 AM.
  8. Record a voicemail greeting, or use Callhippo’s text-to-voice tool.
  9. Make sure missed calls get to voicemail or an email notification.

Pro tip:
Test call forwarding with your own phone first. Sometimes there’s a delay or a missed connection, depending on your internet and device settings.

Step 5: Set up outbound caller ID and basic settings

If you want your customers to see your new business number when you call them, set your outbound caller ID.

  1. Go to “Settings” > “Caller ID”
    (Names may vary—look for anything related to outbound calls or display numbers.)

  2. Select your new number as the default outbound ID

  3. Test by calling your own cell or a friend’s number
    Make sure your new number shows up, not your personal one.

Other settings to check: - Time zone: Double-check this if you’re scheduling calls. - Call recording: Only enable if you actually need it (and let people know if you’re recording calls—laws vary). - Notifications: Set up how you want to get alerts for missed calls or voicemails.

Step 6: Download the Callhippo app (optional, but handy)

If you want to take calls on the go, install the Callhippo mobile app (iOS or Android) or desktop app.

  • Log in with your Callhippo credentials.
  • Make a test call to check call quality.
  • Set notification permissions so you don’t miss calls.

Reality check:
Callhippo’s app works, but like most VoIP apps, call quality depends a lot on your internet connection. If you’re in a spotty WiFi zone, calls may drop or sound weird. Have a backup plan for important calls.

Step 7: Explore features—but don’t get distracted

Callhippo comes with a laundry list of features: call queuing, analytics, integrations, IVR menus, and so on. Most people don’t need all of them. Here’s what’s actually useful at first:

  • Call forwarding and routing: Get calls where you want, when you want.
  • Voicemail: Set it up early, so you don’t miss leads.
  • Outbound caller ID: Looks professional, avoids confusion.
  • Simple CRM integration: If you already use tools like HubSpot or Salesforce, you can connect them. Otherwise, skip for now.

Ignore (for now): - Complicated IVR trees (“Press 1 for sales, 2 for support…”) unless you’re getting lots of calls. - Advanced analytics—figure out the basics first.

Common issues and troubleshooting

  • Calls not coming through?
    Double-check forwarding and make sure your device is online.

  • Can’t send/receive SMS?
    Not all numbers support SMS. Contact support or try a different number.

  • Billing surprises?
    Check your account for one-time fees, overages, or extra charges for premium numbers.

  • Stuck on verification?
    Some countries require ID checks. Upload documents or contact support.

Pro tip:
Callhippo’s support is usually responsive via chat, but be prepared to wait during weekends or holidays.

Keep it simple—and iterate

A virtual phone number should make your life easier, not add stress. Start with the basics: one number, simple forwarding, and voicemail. Add more features only if you really need them. If something’s not working, don’t bang your head against the wall—most issues are fixable with a quick setting change or support chat.

Give it a week or two, see how it works in your real workflow, and tweak as you go. No need to get everything “perfect” out of the gate.