Yes You Can!
Here are the answers to some of the questions we are most commonly asked. The answer to all of them is “Yes You Can!”
This could be something like “Thank you for calling VIP VoIP. Press 1 for customer service or Press 2 to make a sales enquiry or press 3 for our accounts team. We call this an Auto-attendant. It is a standard built-in feature. All you have to do is record your personalised greeting and tell us what should happen when each option is pressed.
We can the set up the system to ring your phones in any way you like. You can have groups of phones which ring in a sequence or we can ring groups of phones all at the same time. You can also set up different telephone numbers to ring different phones or groups of phones.
You can choose the music that you want to pay to callers while they are waiting on hold or in a queue. Just send us your preferred music track in MP3 or WAV format and we’ll upload it. Instead of playing music you could have an advertising message.
You decide what you want to happen when someone calls a telephone extension and the person is busy on the phone or if they aren’t their desk. The call can be sent to a voicemail box or redirected to another extension or sent to a mobile phone. You can have different behaviour on each phone.
Our system has a call recording mechanism which you can choose to apply on any or all of your telephone extensions. You can also choose whether or not to record internal calls between extensions. We store the call recordings on our customer management portal. You decide which users are authorised to access the recordings. You can play back the recordings on your computers or mobile devices
The system has a call queuing mechanism. If you decide to use it then your callers will be advised that they are in a queue and they will either hear music or a ring-tone until one of your operators becomes free to take the call. An option in the queue manager is to periodically advise the caller of their position in the queue. You can also set up a breakout mechanism to an answering machine if the caller doesn’t want to wait.
You can maintain a blacklist of numbers in a directory. When a call comes in form a blacklisted number then we either disconnect the call automatically or we play a message advising the caller that their number has been blocked. We can set up a similar option to block calls from anonymous or withheld numbers
We set up a special telephone number for you to ring from any phone which connects you directly to the voicemail manager. Another option is to send you an email every time a message is left. We attach the voicemail message as an audio file on the email.
You can download a free app to your smartphone or tablet which makes the device behave like a business telephone extension. The device has its own extension number and when you make outgoing calls via the app your business caller ID will be presented to the person you are calling. You can use the app either with a 3G/4G mobile internet connection or with a wifi internet connection/.
A frequently asked question is how can we keep our telephone number if we move? In our world it’s easy. All you have to do is sign a Letter of Authority and we take over your numbers from your current service provider and we do the rest. The process usually takes 1 -2 weeks. Your numbers then become detached from physical lines and they are no longer tied to a specific BT exchange area. We send your incoming calls through our switchboard system to new VoIP telephones (anywhere in the world) via the internet. We can also forward calls to your mobile phones. Your numbers remain your property and you are always free to transfer them to other service providers.
You can call a person by clicking on a telephone number stored in a computer application such as Microsoft Outlook or in CRM software. When you click the number the telephone system makes the call and rings your phone when the person answers the call.
You can maintain a centralised directory of names and numbers. This directory is copied automatically to all your phones. Any changes to the central directory are updated on all the phones immediately.
You can do this by dialling a code on your telephone or by pressing a hot key when you are about to leave the office. You can also set the system to redirect calls to your mobile automatically if you can’t answer a call on your office extension.
This is what we call our “virtual landline” service. We provide you with a new telephone number and a VoIP telephone. You connect the phone into your internet line and you can make and receive business calls without needing a separate line. You can choose the area code for your new number. The service also gives you access to the full range of features on our telephone system for a low monthly subscription.
You can have more than one telephone number on our service. We can apply a simple tag name to each number and this name is displayed on your phones when a call comes in. You can then answer the call in different ways depending on which number was called. You can also make outgoing calls with different numbers by choosing a different “line” key on your phones.
We can supply special numbers with easy to remember patterns such as repeating digits or simple sequences. You can keep the number even if you switch your service to another supplier. We can also provide freefone (toll free) numbers such as 0800 and we can provide non-geographic numbers with 03 prefix.
There is a number tracking application in our customer portal which lets you keep track of how many calls received on each of your telephone numbers. This is useful if you publish different numbers on different advertising media. You can see which media are performing the best.
You can access an up-to-the-minute log of all calls on our customer portal. This shows the date & time of each call, whether or not it was answered and how long it took to answer. You can download this as a spreadsheet. You can also have a “wallboard” display of live call statistics which shows you at a glance how many calls you have missed
You can access an up-to-the-minute log of all calls on our customer portal. This shows the date & time of each call, whether or not it was answered and how long it took to answer. You can download this as a spreadsheet. You can also have a “wallboard” display of live call statistics which shows you at a glance the average time it is taking for you to answer calls.
We generate daily Agent Summary reports which show how many calls each of your team members have made or received. We can also split these into shifts.