Cloud Phone System For Modern Businesses

11 Things You Didn’t Know Your Phone System Can Do

11 Things You Didn’t Know Your Phone System Can Do

By now, you have probably heard about all the fantastic advantages that VOIP offers over traditional telephone services. For small and medium businesses there is simply no better option than switching to a VoIP phone system. The long term savings brought by VoIP Technology are already a huge incentive to make the move, yet the benefits do not stop there.

Your top-of-the-line VoIP system, either based on the Cloud or on-premises, can actually do more than what you might expect and bring huge cost-efficiency. Its mobility, functionality, and exceptional open-source nature has defined the communications of the future.

In this article, discover 10 fabulous things a modern VoIP phone system can do for you.

1. Have a Local Number for International Presence

Organizations nowadays are moving beyond the boundaries and are expanding to make a global footprint. Making global VoIP calls is about as inexpensive as it gets. You can also embrace the added advantages of having “global local numbers”. The advanced DID (Direct Inward Dialing) feature of a VoIP system allows you to own a virtual local number that can actually be reached from callers in other countries.

If you do a lot of business in Malaysia, for example, you can buy a local number that serves as your caller ID and support your Malaysian customers with a virtual local presence when you are in the United States. VoIP, in essence, allows you to have a local presence anywhere in the world and no matter where you are.

2. Take Your Number with You

Voice over Internet Protocol, as the name suggests, VoIP only requires an internet connection to function, which means that you can practically take your business extension anywhere. This could be handy for on-the-go workers who need to keep their business identity while keeping personal numbers private.

On top of that, VoIP apps that coordinated with a VoIP system can turn just about any devices into simply offsite extensions of a business phone system. Simply by using a laptop, desktop, or smartphone, you can easily take advantage of your office extension features, make and receive business calls via company phone line regardless of your locations. Productivity will no longer suffer from being away from the office building.

3. Build Your Brand from the First Touch

As a business owner, you are likely to keen on providing exceptional quality at every customer touchpoint. And one of the very first points a customer may come across is your telephony services, be it IVR, music on hold, or voice prompts. Customized greetings and voice direction attract and retain guests while building brand loyalty.

A modern VoIP system allows you to upload and deploy your own brand voice to add depth, warmth, and personality to your automated voice prompts. A clear message combined with a specific tone or background music, for instance, a carol background for a Christmas holiday announcement, will surely resonate with your audience and improve your customer satisfaction.

4. Unfold Customer Insights Upon a Call

Your telephone system should not function to merely make and receive calls. It can be integrated with key business applications to increase productivity and enhance the overall customer experience. A great example is the integration of Yeastar Linkus Unified Communications App with Salesforce and Microsoft Dynamic 365 CRM.

VoIP CRM integration provides businesses with a powerful cross-channel platform to unite data, context, and conversation. It improves the quality of customer interactions by automatically delivering pertinent information along with each call. When properly integrated, a “screen pop” upon a call can provide a holistic view of the customer. The information unfolded might include basic caller information, call logs, keynotes, and others depending on the CRM platforms you use.

5. Empower Real-time Team Collaboration

If your phone system is capable of unified communications, great news! You are then equipped with extensive tools to fuel real-time team collaboration. A robust UC system joins the enterprise-grade IP telephony, messaging, presence, and file-sharing technologies in one single platform and provides dynamic ways for team communications, which is often to do with a value-added desktop/mobile application for a VoIP phone system.

For instance, UC application like Linkus for Yeastar Cloud PBX and S-Series VoIP PBX (on-premises) makes it easy for users to start a group chat and share file no matter where they are. The additional benefits of the enterprise directory and presence status also strengthen team collaboration by allowing users to easily know if their colleagues are available and what is the best way to contact them.Linkus Desktop Softphone

 Figure 1. Yeastar Linkus Desktop VoIP Softphone for Easy Collaboration Anywhere

6. Offer Audio Proof Where Necessary

The ability to record and listen to calls is a total game-changer for sales and support services, which can be a valuable asset to retrieve vital messages, mediate disputes, and comply with industry regulations. Typically, a VoIP phone system offers a call recording feature and does not require extra applications. You can also have fine-grained control over who can record calls, under what circumstances, and whether or not to include a voiceover that informs all parties about the recording. All it takes is to turn on a setting on your PBX or press a button in your phone applications. With user-friendly interfaces, the retrieval of recording files is also made as easy as pie on your PBX system. You can easily playback or even download your recording files to provide necessary proof or materials for your calls wherever and whenever necessary.

7. Deliver Easy Agent Coaching

To ensure a consistent level of customer service, new agent training is inevitable, especially in call center services. While the training and orientation applied before an agent is hired should provide adequate preparation, call monitoring offers an ongoing easy means to continue agent coaching. With the call monitor feature of your PBX, managers can easily assist new agents by providing coaching on live calls with customers. While the new agent is able to hear the managers, the customer does not. This feature allows managers to guide new agents through real interactions, delivering a worthwhile training experience.

8. Make Your Website Come to Life

Have you ever seen web pages with “call me” buttons on? It’s a great way for businesses to build a customer-oriented experience and can be realized by the advanced API of your phone system. By properly connecting your web page with your telephone system via specific APIs, you can put a VoIP “call me” button on your website and let your customer’s input automatically initiate a call from your PBX system.

Another method to embed communications into the web interface is to set up WebRTC click to call. For instance, with Yeastar Cloud PBX WebRTC click-to-call feature, you will be able to enable click-to-dial services on your website without additional plugins or software.

9. Save Your Time and Investment

A top-notch phone system can save your time and money in system administration and maintenance. With intuitive GUI, your system administrator can manage your phone system easily with quick and obvious settings. The installation can be made easy and fast as well as the plug-and-play capability and auto-provisioning. With auto-provisioning, a large number of telephone sets can be remotely configured and upgraded concurrently, drastically decreasing the IP phone deployment time and making ongoing management possible.

10. Offer Essential Failover and Business Redundancy

Even in a small organization, a phone system failure can have immediate and hurtful consequences. That’s where failover solutions come into place. In event of an emergency or system outrage, your business’s essential VoIP PBX system can be backed up with a resilient hot standby, where a redundant PBX server mirrors your primary phone system in real-time and take over instantly upon failure of the primary PBX. This minimizes business downtime and prevents potential business loss.

On top of that, in case of short disruption in Internet service, a pre-configured 4G LTE failover on your PBX can provide immediate, cost-effective, alternate connections when your primary internet connection is lost.

11. Voice Enable Microsoft Teams

Microsoft Teams is a world-leading collaboration and productivity tool that provides its users an easy approach to communicate and collaborate with co-workers and engage with clients and customers at any time, from anywhere across the globe, and on any device of their choice, as long as there is internet access.

Bridging the gap for remote work, Microsoft Teams jumps 70% to 75 million daily active users. There are normally 2 ways to voice-enable Microsoft Teams. One is to enable the Phone System and Calling Plan in Microsoft Team natively, and the other is to use SBC direct routing to connect your phone system to Microsoft Teams.

Solution Yeastar for Microsoft Teams Integration Solution


Yeastar VoIP PBX: Your All in One Business Phone System

Easy to use, reliable and feature-rich, the award-winning Yeastar S-Series VoIP PBX (on-premises) and Cloud PBX are designed for businesses like yours. With all-inclusive features, they allow you to take advantage of Unified Communications(UC) and enjoy easy communications anywhere anytime with included Linkus softphone. The inclusive rich API, easy interoperability with 3-party systems, whether CRMcall center, hotel PMS, or other business-critical applications, cater for your specific needs while delivering smart communications. Just take time to dig deeper and learn more benefits it brings.

Yeastar Cloud PBX
S-Series VoIP PBX

Related: 5 Reasons Why You Need a Business Phone System in Your Company

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User Login

Instantaneously receive user login credentials via email once the extension has been deployed by the adminstrator.

Log in conveniently via any web browser for access to the user portal.

Integrations

Integrate various CRM software for better customer service and satisfaction.

Enable transcription of audio messages into text with integration of third-party transcription service.

Enable API for integration with various third-party integrations for advanced performance such as call center and hotel reception services.

System

Provision email SMTP and template settings for event notifications to be sent out.

Manage storage allocation and duration of various types of data being stored on the PBX.

Determine the types of event notifications to be sent out, and the parties receiving them.

IVR

Add various audio voice prompts to be played according to different call scenarios.

Add voice prompts on multiple levels for more effecient and precise inbound call routing.

Voicemail

Customize default voicemail settings for each user extension.

Add various voicemail messages for allocation to different call scenarios and users.

Provision specific rules to how voicemail messages are played over the PBX system for better caller experience.

Reports and CDR

All call log activities are stored, with the option of having audio conversations recorded by default or for specific extensions.

Use intuitive visual call reports, to check various call statistics over extensions, trunks, queues, ring groups, and more.

Call reports can be viewed and downloaded directly from the PBX, or scheduled to be sent via email to respective parties.

Security

Restrict a general group or specific IP addresses to prevent unauthorized access to your PBX.

Limit the number of otbound calls users are allowed to make within a time period to protect against toll fraud.

Restrict certain country codes for outbound calls either company-wide or on certain extensions.

User Login

Determine extension ranges for different functions.

Define use of different voice prompts depending on call scenarios or intended function.

Provision basic and advanced SIP settings to be used on the PBX.

Recordings

Record all calls made on specified trunks, including inbound and outbound calls.

Recordings

Record all calls made on specified extensions, conferences, or call queues.

Paging and Intercom

Create different types of paging and intercom broadcast groups for selected extensions.

Set a time schedule to automatically start your broadcast.

Maintenance

Check for and download firmware upgrades to ensure that your PBX is always up-to-date.

Perform back-ups to prevent data and settings from getting lost.

Perform troubleshooting on your own to debug.

Conference

Pre-set conference settings and dial-in passwords for security, and allow internal users to send conference invites to external parties.

Speed Dial

Create multiple speed dial numbers to respective external numbers frequently used for outgoing calls.

Speed dial is activated when the set prefix (default or customized) is dialed.

Ring Group

Create multiple ring groups and determine custom ring strategies and failover settings for each.

Call Queue

Create different call queues with specific ring strategies and failover settings.

Static agents permanently answer calls in queue, while dynamic agents can log in and out. Allocate different extensions to each group.

Determine what actions are to be allowed for Mangers or Agents to manage on the Queue Panel.

Call Control

Have calls received on specific SIP trunks routed to designated extensions or destinations within the PBX.

Set-up dial patterns so that outbound calls are routed to their intended destinations.

Determine how calls are routed and received at different times of a day.

Contacts

Store, retrieve, and share company contact details easily on your PBX.

Organize company contacts into dedicated phonebooks and determine accessibility rights to extension groups for each.

Bulk import a list of contacts instead of having to key details in individually.

Role and Client Permission

Pre-defined user roles within the PBX are conveniently available for allocation, or create your own set of permissions.

Restrict users from viewing specific extensions, departments, or extension groups with Extension Visibility.

Allow or resrict specific users from managing or viewing certain company contacts

Auto Provision

Pre-defined setting parameters specific to respective IP phone models are conveniently available for easy set-up.

IP Phones can be quickly provisioned to your Yeastar PBX with just the pre-defined template and device MAC address.

Trunks

Register multiple SIP trunks on a single PBX as needed.

Different types of trunks can be created, Caller ID can be customized.

Extensions

View, deploy, add, and remove user extensions within your PBX system.

Configure default call and user settings for individual extensions.

Customize allocation of user extensions to specific ring groups.

Portal Login Page

Receive your administrator log-in credentials and set-up guide via email.

Log-in on any web-browser to get started with PBX set-up.

Installation Wizard will guide you through basic configurations.

User Login

Access all company contacts made available to you by the administrator.

Create your own personal contacts list for easy reference and dialing.

Bulk import contact details for convenient data entry.

User Login

Access and manage user settings for softphone application and voicemail.

Manage call routing and presence status for your individual extension.

Retrieve or download your personal call logs and recordings.

User Login

Receive your log-in credentials and set-up guide via email, sent by your admin.

Log-in on any web-browser to get started with PBX set-up.

Configure contacts and personal settings from the web portal.

Auto Provision

Add, remove, or modify IP phone settings from your web interface.

Upgrade IP phone firmware conveniently from your PBX.

Upload various default setting parameters specific to respective IP phone models for greater convenience during set-up.

Contacts

Store, retrieve, and share company contact details easily on your PBX.

Have detailed contact information for your vendors and clients conveniently stored .

Bulk add a list of contacts instead of having to key details in individually.

PBX Monitor

Monitor the status extensions, whether they aren idle, in use, or unavailable.

Know whether your SIP Trunk running properly, or experiencing problems.

Monitor the number of call conferences currently running on your PBX, and their individual durations.

Maintenance

Check for and download firmware upgrades to ensure that your PBX is always up-to-date.

Perform back-ups to prevent data and settings from getting lost.

Perform troubleshooting on your own to debug.

Call Detailed Report

All call log activities are stored, with the option of having audio conversations recorded by default or for specific extensions.

Filter by date, time, or extension number to retrieve specific call logs or recordings

Playback call recordings directly from the PBX or download to store externally.

Event Center

Determine what events and logs are to be recorded and/or have notifications sent.

Specify particular notifications to be sent to respective authorized personnel.

User Permission

Set up vaious groups of users for allocation to certain sets of access rules.

Determine what features a certain group of extensions can or cannot access.

Determine if users can access, play-back, or download call logs and recordings from the pbx.

Security

Restrict a general group or specific IP addresses to prevent unauthorized access to your PBX.

Determine specific the range of SIP ports for connection between your PBX and endpoints.

Restrict country codes for outbound calls either company-wide or on certain extensions.

Voice Prompt

Upload and designate customised audio recordings at multiple levels of a call journey.

Upload recorded music to fill the silence that would be heard by callers on hold.

Upload customised voice prompts to create a professional call experience.

General

Customize general call preferences either company-wide or for individual extensions.

Set-up feature dial codes for convenient user navigation to specific call features.

Determine how voicemails are retrieved, and also upload custom voicemail recordings.

Call Features

Add multiple automated responses to be played at different phases of a call journey.

Designate specific extensions to ring concurrently based on an external caller's dial pattern.

Customize messages and waiting times to keep external callers engaged when put on hold.

Call Control

Have calls received on specific SIP trunks routed to designated extensions within the PBX.

Set-up dial patterns so that outbound calls are routed to their intended destinations.

Determine how calls are routed and received at different times of a day.

Trunks

Register multiple SIP trunks on a single PBX as needed.

Provision SIP trunk settings and dedicate them to particular extensions.

Bulk add DDIs on each SIP trunk, for allocation to an individual or groups of extensions.

Extensions

View, deploy, add, and remove user extensions within your PBX system.

Allocate and deploy specific extension numbers to respective users via email.

Set-up default ring and presence status settings for individual users.

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