Cloud Phone System For Modern Businesses

What Is a Softphone? How Can It Benefit Your Business?

What Is a Softphone? How Can It Benefit Your Business?

If you’ve been looking for a new or upgraded phone system for your business, you’ve likely seen the term ‘softphone’. So, what is a softphone? Is it different from any other business phone? What can you do with it, and how will it benefit your business?

What is a softphone: a brief explanation

In spite of its name, a softphone is not a desk phone or any other physical device. Instead, it is a software application that is installed on a connected device. It is used to make calls over the internet.

In most instances, the softphone app you use will depend on the VoIP (voice over internet protocol) service provider you select. They usually offer a softphone that has been designed to work with your business phone system. Ideally, it has an intuitive interface that closely resembles using desk phones or other devices. Softphone app users will be able to access all the same features including dialing out, receiving calls, setting up call forwarding, voicemail.

Anyone using a softphone app will also be able to access features that are only available via VoIP devices. Some examples of this are making calls over the internet and video conferencing.


How does a softphone work?

It’s refreshingly easy to get a basic understanding of a softphone. In fact, a reputable provider will ensure that setting up your softphone is quite simple. Ideally, your softphone app will be installed and operational in just a few minutes.

Before you start, be sure you understand the requirements of installing the app and using softphone features.


Benefits of Linkus Desktop Client & Jabra Headset Integration

Softphones, equipped with headsets, are widely used by call centers, sales, and support agents to increase call efficiency, ensure optimal audio quality, and improve the overall communication experience.

Softphone System Requirements

To start with, you need a windows or Mac desktop or laptop computer. Some softphones, such as Yeastar Linkus UC Clients, are also available using a mobile phone that runs on an Android or iOS operating system. As long as you can connect to the internet, you can use the softphone.

To ensure better call quality, many users are using headsets, or some other headphone/microphone combination, in conjunction with softphones. Professional headsets usually come with the noise-canceling feature to eliminate background noise and keep you unaffected.

Softphone Application Software

Now that you have a compatible device, you can install the softphone app from your VoIP provider. In many cases, you simply need to download it from the provider’s website or find it in the relevant app store. Follow the instructions provided. Installation won’t take long. Then, as long as you have an internet connection, you will be able to make phone calls.

Internet Service

This should really go without mentioning. However, you will need an internet connection to install your softphone software. Further, going forward, you will need to be able to connect to the internet in order to make or receive calls.

If you want to be sure that your softphone software will work optimally, consider whether an upgrade is in order. You will want to have bandwidth available that allows users to use all the key features offered by your VoIP provider.


What are the top softphone features?

Once you have softphone installed, you are sure to be impressed with the variety of features available to you. First, you can enjoy standard desk phone features such as the ability to forward calls, place people on hold, and use the flash function. Here’s a short list of call control features on a softphone:

  • Transfer to any extension
  • Hold and mute calls.
  • Set up call forwarding rules and ring strategy
  • Review call history
  • Manage voicemails

The features above are simply for making and handling calls. Some more powerful softphones will also have unified communications capabilities and call efficiency enhancement features built-in. Take Yeastar Linkus UC Clients for example.

linkus uc clients

Video Calling & Video Conferencing

Integrated video conferencing is a key component, of course. Users may be able to use features like screen sharing and team chat during an online meeting. Besides, 1:1 video calling also enables users to see each other in the flesh on a daily basis anywhere anytime.

Presence

Presence status allows softphone users to see who is available, on a call, offline, or away from the office in real-time. Status indicators can be color-coded with customized descriptions.

CRM Integration

Linkus UC Clients can be integrated with Dynamics 365, Zoho CRM and Google Contacts, and other CRM packages. This enables users to click to call CRM contacts, save call journals, have a holistic view of customers via call pop-up.

Google Chrome Extension

Linkus softphone users who install the Yeastar Linkus for Google Chrome Extension on chrome browsers can automatically click to dial any valid phone number that appears on their web browsers, and enjoy easy dial pad, call pop-ups, advanced call control directly with browser tabs.

Instant Messaging

As a supplement to audio and video, instant messaging provide you with an alternative to communicate effectively and efficiently with coworkers. Use your internet connection for one on one messaging, group chat, and file sharing.

Native Contacts Management

Save time and add significant convenience by creating and managing either corporate-wide or personal contact lists that can be synced across your PBX, IP phones, and UC Linkus UC Clients.

Remote Desk Phone Control

Computer Telephony Integration (CTI) makes it possible for easy click-to-dial from your desktop while still using a physical internet-based desk phone. You’ll be able to enjoy greater audio quality, while also increasing the call efficiency of your hard phone.

Related What Is Computer Telephony Integration (CTI) and How Does It Work


What are the benefits of using a softphone?

If you aren’t convinced that a VoIP phone system with a desktop softphone or mobile app is for you, consider some of these additional benefits.

Less hardware than traditional phone systems

You will quickly find that softphones save you from tedious installation and configuration. You also don’t need the wiring you once did with traditional landline phone systems. In many cases, all you need is a dedicated microphone and speaker.

Phone lines are no longer required

Because softphones use internet bandwidth, there is no need to install a dedicated phone line as you would with a traditional phone. You can add as many workstations as you want without worrying about the cost of phone lines.

Create round the clock availability

As long as workers have an internet-enabled computer or mobile device, they can install the softphone app and use every feature. This includes real-time video calling. When it’s time to retire a device, simply install the app on the new device. This software is a key part of any unified communications system as it works on PC, Mac, iOS, and Android. Business communications doesn’t stop at five in the afternoon. Shouldn’t your team have a user-friendly option that works right on their mobile device?

Why choosing softphones over traditional phones?

Both devices make phone calls. Beyond that, there are some important differences to consider.

Softphones reduce upfront and ongoing costs

Softphones relieve you of the financial burden of purchasing or leasing many physical phones. You also don’t have to pay that much of running comm. Lines just to ensure that phone service is available. This lack of equipment also eliminates most future maintenance costs.

Softphones can be unified communications solutions

Again, just like Yeastar Linkus UC Clients, a robust softphone offers a single platform that supports multiple forms of communication. Send an in-meeting message during a video conference. Click to initiate a video call with home-based colleagues instantaneously. Initiate call recording to capture something urgent. Make telephone calls directly from your Zoho CRM dashboard. Click phone numbers on a website to make a call instantly from Linkus.

Better support for a remote workforce

The features of a softphone system are perfect for remote work environments. All business phone system features for in-office workers are available anywhere else in the world. This solution is also ideal for BYOD. Employees simply need to install the app on their chosen mobile phones, and they can then work from anywhere they need.

Are softphones better than hard phones?

Truthfully, softphones are really not in competition with hard phones. Both serve as important when users need to make a call, send a message, or manage their business communications. The difference is that a hard phone is a physical phone, and softphones simply emulate the functions of phones using VoIP technology. Employees may have valid reasons for preferring one or the other. That’s why a good provider understands the need to have both available in a single telecommunications solution.

Linkus UC Clients: Stay Connected Anywhere Anytime

Designed for Yeastar PBX System, Linkus UC Clients enable users to easily access a comprehensive suite of calling, conference, voicemail, presence, enterprise contacts, collaboration from a single interface using mobile phones, desktops, and web browsers. Employees can stay connected with colleagues and customers where, when, and however they prefer. Download to experience more!

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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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