🗓 Calendar smart routing

Calendar-based call routing

Every business has a schedule. Office hours, lunch breaks, rotating shifts, on-call rosters, bank holidays, seasonal closures. Manually updating your call routing every time the schedule changes is tedious and error-prone — and when someone forgets, calls go to the wrong person or nowhere at all.

Calendar-based call routing automates this entirely. Tell us your schedule and CallFactory configures the routing accordingly. During office hours, calls go to the team. Outside hours, they go to voicemail or an on-call number. On-call shifts rotate weekly? The routing follows automatically. No manual changes, no missed updates.

Route calls based on office hours and shifts
Automatic on-call and holiday routing
Rotating shifts and seasonal schedules
Set once, runs on autopilot

Benefits of calendar-based call routing

Discover how our features help you work smarter, save time, and improve how your business communicates.

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Always accurate

Routing follows your defined schedule automatically. Shift changes, replacements, and time-off are reflected as soon as you update the configuration — no guesswork, no forgotten changes.

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Perfect for rotating shifts

Weekly on-call rosters, alternating teams, weekend coverage — the calendar handles it all. From healthcare to IT support and 24/7 monitoring.

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No more admin overhead

Stop manually updating call destinations every morning or every shift change. Define the schedule once and the routing follows — update it only when the schedule changes.

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Doctors on a weekend medical line

A group of doctors shares a weekend medical line. Each doctor covers one weekend per month. CallFactory routes calls to whichever doctor is on duty — no manual switchover, no missed calls.

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Volunteers on a support helpline

A charity or support organization staffs a helpline with volunteers who each cover set hours during the week. CallFactory routes calls to the volunteer on shift automatically, so the line is always covered.

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Security firms

Route urgent calls to whichever guard is on shift. Maintain 24/7 coverage without relying on outdated spreadsheets or manual check-ins.

How calendar-based routing works

You define your schedule — office hours, shifts, on-call rosters, holidays — and CallFactory maps each time slot to a call destination. When a call comes in, the system checks the current time against your schedule and routes the call accordingly.

For example: Monday to Friday 9:00–17:00 calls go to the office. Evenings and weekends go to the on-call mobile. Bank holidays play a closing-time message and offer voicemail. Each rule is defined once and runs automatically — you only update it when the schedule changes.

Rotating shifts and on-call rosters

For teams with rotating schedules, calendar-based routing is especially powerful. Define your on-call roster — who covers which days and times — and CallFactory routes calls to the right person automatically. The person assigned to Monday evening gets Monday evening’s calls. The person assigned to the weekend gets the weekend calls.

When the roster changes — a shift swap, a colleague on holiday, a new team member joining the rotation — contact our support team and the routing is updated immediately. No one needs to remember to change the phone system manually.

Office hours, holidays, and exceptions

The most common use of calendar routing is office hours. During working hours, calls ring your team. Outside hours, callers hear a message with your opening times and can leave a voicemail. This ensures callers always know when to call back, and your team is not disturbed outside working hours.

Holidays and exceptions work the same way. Tell us your bank holidays, company events, or emergency closures and the routing adapts. A different message plays, calls go to a different destination, or voicemail activates — whatever you have configured for that day.

Combine with other features

Calendar routing works seamlessly with the rest of your call flow. During office hours, route calls through a phone menu and into a call queue. Outside hours, play a welcome message with your opening times and offer voicemail. Add a whisper tone so your on-call team member knows the call is coming through the after-hours line.

For businesses with international numbers, each number can have its own schedule — different time zones, different office hours, different on-call rosters — all managed from one account.

Included free with every number

Calendar-based call routing is included at no extra cost with every CallFactory number.

This feature is included free with every business number or International number.

Change final destinations

Forward calls to any phone — mobile, landline, or VoIP. Change destinations anytime through the dashboard, add as many extensions as you need, and route calls to colleagues anywhere in the world.

Welcome message

Greet every caller with a professional message before the call is connected. Record your own, use a voice actor, or generate one instantly with text-to-speech.

Smart voicemail system

When no one picks up, callers leave a voicemail that arrives in your inbox as an audio file. Custom greetings, multiple recipients, and no extra software needed.

Tell us your schedule — office hours, shifts, on-call rosters, holidays — and we configure the routing for you. Each time slot is mapped to a call destination. Changes can be made at any time by contacting our support team.

Contact our support team and the routing is updated immediately. Shift swaps, sick days, or last-minute changes are reflected in the call routing right away.

Yes. We configure recurring and one-off exceptions — weekends, bank holidays, company closures, emergency days. The routing follows whatever schedule has been defined.

Yes. Each CallFactory number can have its own calendar and routing schedule. This is useful for businesses with numbers in different time zones or for different departments.

Yes. During office hours, route through a phone menu and queue. Outside hours, play a message and offer voicemail. Calendar routing controls the time-based logic, other features handle what happens next.

Tell us the rotation — who covers which days and times — and we configure it in the system. The person assigned to this week gets this week’s calls. When the roster changes, contact support and the routing is updated immediately.

The schedule is configured by our support team based on your requirements. When you need changes — a shift swap, a new team member, updated hours — contact us and the update is live immediately.

No. It is included free with every CallFactory number.