How To Set Up A Work Phone

Forget about waiting for the phone company to set up your landline. In a matter of minutes, you can configure a multi-line virtual telephone organization for your business. The all-time part is all y'all demand is an internet connection.

An internet phone service like Nextiva is reliable, offers more than twoscore business phone features, and is easy to utilise. Here are 10 distinct steps to installing and setting up a fully-featured Voice over Cyberspace Protocol (VoIP) phone organization.

The only hardware on-site will be desk phones if you want them. No individual branch exchange (PBX arrangement) to manage mean solar day in and twenty-four hour period out!

Log into your admin dashboard
Fix business hours
Configure team extensions and voicemail
Blueprint telephone call flows
Enable advanced call routing and auto attendants
Frontward calls to toll-free and local numbers
Turn on custom greetings and call recording
Get team presence
Install the Nextiva App
Build a briefing bridge

Don't feel like reading? We put together a iii-minute video on setting upwardly your VoIP phone system in five simple steps:

1) Log into your admin dashboard

Later signing up with a new service provider, the get-go affair y'all should do is sign in to your administrator dashboard. Understand what phone system features are bachelor to you. Identify questions you might desire to ask your point of contact.

This portal is where y'all will build your team, and manage your business lines. Thus, you should know who you want to as a backup or primary administrator for the phone service.

Navigate the ambassador and user portals to know how your squad will interact with yourvirtual phone system.

Nextiva's dashboard lays out numerous options at your fingertips. Manage your business number,caller ID settings, call forwarding, and more.

2) Set business organisation hours

Designing and implementing a schedule for your business organisation hours and holidays might exist a piffling fourth dimension-consuming at first.

It'due south certainly non the almost glamorous job. But automated features for call forwarding and auto attendants run off these schedules. Blueprint them early and relieve lots of time and effort in the futurity.

You won't need to worry about handling phone lines over tiffin or the holidays. Have the right message and telephone call routing at the right fourth dimension without fifty-fifty pushing a push.

Is the office closed on a vacation, simply someone's on-call in instance of emergencies? Forward calls to their prison cell phone. One time their shift is over, you tin change the cell number.

three) Configure team extensions and voicemail

Your VoIP organisation lets you define an extension for anybody and every feature. This can get confusing. This is where an organized system for extensions is helpful.

Yous can ascertain the first digit by location. HQ is 1000s, Satellite Function is 2000s, Warehouse is 3000s, and then on.

Keep user extensions within the 1-200 (unless you have more than than 200 users) range for each office. Make automatic attendants and phone call groups 300s. Too, you lot can make telephone call centers 400s and every office group page number, 999.

Grouping and identifying extensions keep your offices organized — no more expansive reference lists.

Nextiva's VoIP service allows for total extension control of your office phone system. Use iii-5 digit extension ranges and enable or disable extension dialing to suit your business needs.

Your agents can manage their voicemail greetings and vocalisation mailbox from anywhere. A visual voicemail option is bachelor with Android, iPhone, and desktop apps.

4) Design call flows

It's crucial to understand how callers into your company feel. Designing a positive experience volition bring you happier callers and repeat customers.

Enquire yourself:

What should happen when someone calls my main toll-free number?
Do they become a bulletin?
A human receptionist directing their call?
How do I minimize call transfers before an issue is resolved?
What will help make a auction in one call?
How can my call eye feel create a client for life?

Design your phone call flow on a canvas with drag-and-drop simplicity. Also, export your call flow and have a record for reference.

v) Enable advanced call routing and machine attendants

Now, let's consider some advanced features similar hunt groups of multiple agents available at the same time.

Telephone call queues can agree calls until an agent is bachelor. Several customers tin stay on the phone rather than leaving a voicemail or disconnecting.

These features are some of the biggest advantages of VoIP phone systems. And, with Nextiva, these are accessible for businesses of all sizes.

Explore unlike call distribution methods and features to maximize the potential of every department.

half-dozen) Forrad calls to toll-costless and local numbers

Once you lot implement your call flow, contact your previous provider. Have them frontward all incoming calls for your business phone numbers to the temporary telephone numbers from your new service provider.

This will let you lot take advantage of your new calling organization even earlier your phone numbers port from your erstwhile carrier to your new one.

Experience gratuitous to check portability — Nextiva is more than willing to port vanity numbers you may own. Nextiva also provides a phone number with a local area code and a toll-gratuitous telephone number to every business relationship.

7) Turn on custom greetings and call recording

Desire to add more than brio to your business calls? Hither are a few ideas:

Get professionally recorded sound tracks for your auto attendant, hold music, or announcement before your agents selection up.
Add together custom greetings to make your modest business concern telephone systems seem larger and more sophisticated.
Enable telephone call recording to shop recorded phone calls for up to 6 months. Longer terms are available upon asking.

Tape calls for quality balls or training purposes. Clarify statements if disagreements ascend nearly promised products or services. Playback quondam calls to improve define quotable material.

viii) Get team presence

A must-have for a receptionist, team presence shows which team members are available, getting a telephone call, or on the phone. This likewise makes team presence a vital selection for remote teams.

Warm-transfer your customers without placing them on hold based on an indicator on your desk-bound phone or mobile app. A secretary dedicated to the business organisation owners can come across if they are available or on the phone. They can even intercept calls if the owners aren't in the role.

ix) Install the Nextiva App

Business telephone installation isn't complete without downloading the Nextiva App, a softphone bachelor on mobile and desktop. This softphone app empowers remote employees to work from anywhere while staying productive.

Another reward of a softphone app like Nextiva is employees can manage their voice settings directly from the app. For example, if you'd like calls to your personal number to be forwarded directly to your virtual number, you tin set that upwards in a few steps within the app.

Nextiva users can also ship and receive text messages from the app. This adds a new vector of communication to your business telephone service!

10) Build a conference span

You can build a conference bridge and host upwardly to nine participants. This is complimentary of charge on Nextiva's Professional and Enterprise package.

Define a phone number for both external and internal callers and add everyone on one phone call. Moderator tools improve briefing calling by allowing a host to mute attendees, invite new attendees, or tape briefing calls.

With the Nextiva App, you can make conferencing easy. Send an invite with a phone number and a conference ID in an email to whatever attendee. Information technology's easy to click the link to load the full number and join the call.

Jeremiah Zerby started from the bottom at present he's here. He spent three years on the front lines of technical support, troubleshooting internet and VoIP bug. He moved frontward and upwards and into the technical writing and marketing content cosmos infinite. He'south helped ready hundreds of customer accounts and provide communication to many people with questions or issues with their vocalization service.