Weave — After-Hours Setup
How to forward after-hours calls to PupPilot on Weave.
How Weave Works
Weave is a vet-focused VoIP platform with deep PIMS integration. Call routing is managed through the Weave Admin portal at admin.getweave.com. Key concepts: Main Line routing (where inbound calls go), Phone Hours (Open/Closed schedules), Call Groups (sets of desk phones that ring together), and Schedule Overrides (temporary routing changes for holidays).
Call Flow
Open Hours
Caller
Clinic Main Number
Desk phones ring
Staff answers
After Hours
Caller
Clinic Main Number
Forward
PupPilot answers
Setup Steps
1
Log in to Weave Admin
Go to admin.getweave.com and sign in with your Super Admin account.
2
Navigate to Phone Settings
Go to
Phone → Main Line in the left sidebar.3
Set Up Closed-Hours Forwarding
Under Phone Hours Routing, find the "Closed" schedule. Set the action to Forward to External Number and enter your PupPilot phone number.
If your clinic also has a "Break" or "Lunch" schedule, you can optionally set that to forward to PupPilot as well.
4
Set Up No-Answer Fallback (Optional)
If you also want PupPilot to catch missed calls during open hours: under the "Open" schedule, find the fallback / no-answer routing. Set the timeout (e.g., 25 seconds), then forward unanswered calls to the PupPilot number.
5
Save and Test
Click Save. Call your clinic's main number after-hours from a cell phone — PupPilot should answer.
Schedule Overrides
For holidays or unexpected closures, Weave has a Schedule Override feature that temporarily applies closed-hours routing. This means PupPilot will automatically pick up during overrides too. Set these at
Phone → Schedule Overrides.Important Notes
- Call forwarding does NOT forward text messages — texts stay in your Weave system. Someone still needs to check Weave for client texts.
- For holidays or unexpected closures, use Overrides (Calls → Settings → Overrides → Create Override). You can set start/end times so they activate and deactivate automatically.
- When an override is active, a management banner appears in the Weave app so staff knows calls are being forwarded.
- You can also manage forwarding from the Weave mobile app — toggle forwarding on/off, change hours, and record override greetings.
Troubleshooting
| Issue | Fix |
|---|---|
| Calls don't reach PupPilot | Check that forwarding is set to the correct PupPilot number at Phone → Main Line. Make sure the right schedule (Open/Closed) is forwarding. |
| Desk phones still ring on inbound (Day Agent) | The "Open" schedule is probably still routing to your Call Group instead of forwarding. Change it to Forward to External Number. |
| Internal number doesn't ring desk phones | The call group may not have a DID assigned, or no phones are in the group. Check Settings → Phone → Call Groups and contact Weave Support if you need a DID. |
| Calls loop: PupPilot → Clinic → PupPilot | The internal number's no-answer fallback is forwarding to PupPilot. Change it to voicemail. |
| Need to change Call Group timeout | Contact Weave Support at 1-888-579-5668 — some timeout settings aren't self-service. |