How to Get Your AI Receptionist Phone Number (Existing Customers)

> For practices already using the AI receptionist in Grounded Scribe. New practices: our AI receptionist is now Salutant.

Before you start

A dedicated phone number is included on every paid AI receptionist plan. Payment is taken upfront because a dedicated Australian number is provisioned for your practice. (The Free tier is browser-test only and does not include a phone number.)

The carrier registration is a regulatory requirement for all Australian business phone numbers — not a Grounded Scribe rule — and you only complete it once.

What you'll need

Have these ready before you begin so you can finish in one sitting:

• Your registered business name and ABN or ACN
• A business website (a verified business social media page is also accepted)
• A physical Australian street address for the business (a PO box cannot be used)
• An authorised representative — name, email, and phone — and whether that person is listed as a director on the company's registration
• Three documents:

- Proof of business — your ASIC company extract

- Proof of address — a recent utility bill, tax document, lease, or title document

- Photo ID for the authorised representative — a government-issued ID or passport

• One extra document only if the authorised representative is *not* a listed director: a signed letter of authorisation. If they are a director, the company extract covers it and no letter is needed.

Step 1 — Choose a paid plan

From Settings → Billing, make sure your practice is on a paid AI receptionist plan. This unlocks phone-number provisioning.

Step 2 — Open Receptionist Setup

Go to Settings → Receptionist and open the Setup tab. You'll see the "Set up your AI Receptionist number" card.

Step 3 — Enter your business details

Fill in your business name, ABN or ACN, website, street address, and the authorised representative's contact details, then indicate whether that representative is a listed director. You can save a draft and return later if you need to gather details.

Step 4 — Upload your documents

Upload the proof-of-business, proof-of-address, and representative ID documents (plus the letter of authorisation if required). Documents are sent straight to the carrier for verification — they are not stored in Grounded Scribe.

Step 5 — Submit for review

Review your details and submit. We run an instant pre-check, then send the registration to the carrier. The carrier review usually takes a few business days, sometimes longer. You don't need to do anything while you wait — we'll email you the moment it's approved.

Step 6 — Choose your number

Once approved, return to Settings → Receptionist → Setup. Your state is pre-selected — click Search numbers, browse the available Australian landline numbers, and click Provision next to the one you want. You choose one number for your practice, so take a moment to pick the one you'd like to keep.

Step 7 — You're live

Your number activates immediately and your AI Receptionist starts taking calls. You can set your greeting, voice, call screening, and availability from the same Setup tab.

How long does the whole process take?

Entering your details and uploading documents takes about ten minutes. The carrier review is the only real wait: usually a few business days, sometimes longer. We email you as soon as the carrier replies. Choosing your number afterwards is instant.

Changing your number later

To keep your number stable and avoid disruption, number changes are not self-service while your plan is active. If you need a different number, contact our support team and we'll arrange it for you.

If you cancel your AI Receptionist plan, we hold your number for 30 days. Resume your plan within 30 days to keep the same number; after that, the number is released and may no longer be recoverable.

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Once your number is live, connect your practice software so the AI can check real-time availability and book appointments directly.

New to the AI receptionist? It is now Salutant.

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