Sign calls reach a live agent fast, every number stays with the brokerage when an agent leaves, and the broker of record sees which missed calls were returned.
The best phone system for a real estate brokerage in Canada gets sign and ad calls to a live agent fast, keeps every phone number with the brokerage when an agent leaves, lets agents call from their own phones with the brokerage number showing, and shows the broker of record which missed calls were returned. Vantact is a Canadian-owned provider that sets up and manages phone systems for brokerages around exactly those needs.
Two calls every brokerage gets, and what the phone system does with each.
Saturday, 2:15 p.m.
Buyer calls the sign number
The listing agent is at a showing
The listing agent's phone rings
On the mobile app, wherever they are
Agent picks up
The buyer talks to the listing agent
From the first ring
No answer
Floor duty rings next
Then the next agent you choose
Still no one? Voicemail calls the agent
Press 1 to hear it, # to accept
Monday, 9:30 a.m.
A lawyer calls the main number
About a deal closing Friday
Menu: agents or the deal desk
The lawyer presses 2
The deal desk picks up
Not whichever agent is free
In the US, the National Association of REALTORS' 2026 report found 74% of buyers interviewed only one agent before choosing, and a phone call was the first contact for 26% of buyers compared with 8% by text. The first agent to talk to a buyer usually keeps them. The sign number rings the listing agent's phone first, then floor duty, then the next agent you choose.
Source: Luxury Presence summary of NAR's Generational Trends reports
When agents use their personal cell, their number and every past client walk out the door with them. With the Vantact mobile app, agents make and take calls on their own phone using a brokerage number. When an agent leaves, the number stays with the brokerage and Vantact moves it to another agent or to reception.
Five moments in a brokerage's day, on a cell phone per agent and on Vantact.
| A cell phone per agent | A Vantact phone system | |
|---|---|---|
| An agent leaves | Their number and past clients leave too | The number stays with the brokerage |
| Sign call during a showing | Rings one phone, then voicemail | Listing agent, then floor duty, then the next agent |
| Calling clients | The agent's personal number shows | The brokerage number shows, from the agent's own phone |
| Offer night disputes | No record | Recorded calls |
| Missed calls | Nobody sees them | Missed calls report, most urgent first |
Give each listing, sign or campaign its own phone number, all ringing into the same system. Each one rings whoever you choose, so a call about 14 Elm Street reaches the agent who knows 14 Elm Street.
A language option in the menu rings only the agents who speak it, so a buyer who wants to talk in Mandarin, Cantonese, Punjabi, Farsi or Portuguese reaches the right agent the first time.
Multiple offer disputes come down to who said what. Every call can be recorded, kept 30 days by default and longer on request. Only your brokerage and Vantact can access recordings.
The missed calls report shows every call nobody answered, whether an agent called back and how fast, and who is still waiting, most urgent first. Each recorded call gets a written summary of the buyer's budget, area, timeline and pre-approval as they said them. When a buyer says they need to sell first, the summary records it and the action items carry the follow-up. A daily brief by email covers missed calls, trends and one recommended action. AI call analytics runs on Vantact hardware in Toronto, so nothing leaves Canada.
Ask any provider these questions before you switch. Here's what to look for, and how Vantact handles each one.
What to look for
Numbers owned by the brokerage, used by agents through an app.
How Vantact handles it
Yes. Agents use brokerage numbers on the Vantact mobile app, and Vantact moves a number to someone else when an agent leaves.
What to look for
A ringing order you choose, not straight to voicemail.
How Vantact handles it
The listing agent rings first, then floor duty, then the next agent you choose.
What to look for
A mobile app that shows the office number.
How Vantact handles it
Yes. The mobile app shows the brokerage or agent number when they call out.
What to look for
A list of missed callers and whether anyone called them back.
How Vantact handles it
The missed calls report shows who couldn't get through, who was called back and how fast, and who is still waiting.
What to look for
In Canada, with clear access rules.
How Vantact handles it
On Vantact hardware in Toronto. Only your brokerage and Vantact can access recordings.
We configure the after-hours schedule, on-call routing and escalation to match how your company runs.
No long-term contract.
Vantact is Canadian-owned. Calls to and from Canadian numbers are carried on Canadian-owned carriers and routed within Canada.
Live support runs 9 to 5 ET on business days. After hours, our emergency line is answered by on-call technicians.
Month to month, no long term contract. Toronto based support, Monday to Friday 9 am to 5 pm ET.