On a traditional phone system, adding a line for a new member of staff could mean an engineer visit, new wiring, and a wait of days or weeks. On a cloud phone system it takes minutes, and you can do it yourself from an online portal. If your team grows and shrinks through the year, this alone is a good reason to move. Here is how it works.
Why it is so much quicker now
A cloud phone system is not tied to physical sockets and cables in your building. Each person's line lives in software, so adding one is a matter of setting it up in the system rather than sending someone out with tools. No trench, no cabinet, no engineer diary to work around.
Step 1: Add the extension in your portal
Log in to your account and add a new extension for the person joining. You give it their name and email. This creates their internal line so they can be called and can transfer calls like everyone else.
Step 2: Give them a direct-dial number
Assign the new starter their own direct-dial number so customers can reach them without going through anyone else. On a cloud system you can add a number without any new hardware. They can have a local area code that matches the rest of your team.
Step 3: Send the app invite
The new person gets an email invite to set up the app on their mobile, tablet, PC or Mac. They install it, sign in, and their business line is live. If they would rather have a desk phone, that can be posted out and simply plugs into the internet, no engineer needed to fit it.
Step 4: Slot them into the right teams
If you use call groups, add the new person so they start answering the right calls straight away. For example, drop them into the sales group so customer calls ring them along with the rest of the team. Update your auto attendant if they need to be a menu option.
Step 5: They are ready to go
That is it. The new starter can make and take calls on their business number from day one, wherever they are working. When someone leaves, you remove or reassign their line just as easily.
What it costs to add a person
On Virtual Voice Office team plans, each user is £7.99 per month ex VAT, which includes their own direct-dial number. You add and remove users as your team changes, on rolling monthly terms with no long-term contract, so you are not paying for lines you no longer need.
We handle the setup with you
If you would rather not touch the portal yourself, that is fine. We provision new users for you and send the invites. Growing your team should be the exciting part, not a phone admin headache. We are here in the North East if you want a hand.
0191 543 3488 | sales@virtualvoice.uk | virtualvoice.uk
