Despite its name, a softphone is not a desk phone or any other physical device. Rather, it is a software application installed on a connected device. It is used to make Internet calls.
In most cases, the softphone application you use depends on the VoIP (Voice over Internet Protocol) service provider selected. These usually offer a softphone that is designed to work with your business phone system. Ideally, it has an intuitive interface that is very reminiscent of using desk phones or other devices. Softphone users will be able to access all the same features, including call, receive calls, set up call forwarding and voicemail.
Anyone using a softphone application will also be able to access features that are only available through VoIP devices. Examples of this are internet calling and video conferencing.
It's refreshing and easy to get a basic understanding of a softphone. In fact, a trusted vendor will ensure that your softphone setup is quite simple. Ideally, your softphone application will be up and running in just a few minutes.
Before you begin, make sure you understand the requirements for installing the application and using softphone features.
Softphones, equipped with earphones, are widely used by call centers, sales and support agents to increase call efficiency, ensure optimal audio quality, and enhance the overall communication experience.
Softphone System Requirements
To get started, you need a Windows or Mac desktop or laptop. Alternatively and cumulatively, they are also available for mobile phones with Android or iOS operating system. As long as you can connect to the Internet, you can use softphone.
To ensure better call quality, many users use earphones in conjunction with softphones. Professional headphones usually have a noise canceling feature to eliminate background noise and keep it unchanged.
Softphone Application Software
Now that you have a compatible device, you can install your VoIP provider's softphone app. In many cases, you simply need to download it from the operator's website or find it in the relevant app store. Follow the instructions provided. Installation will not take long. So, as long as you have an Internet connection, you can make phone calls.
You need an Internet connection to install the softphone software. Also, from now on, you will need to be able to connect to the Internet to make or receive calls.
If you want to be sure that your softphone software will work optimally, consider whether an update is required. You will want to have available bandwidth that allows users to use all the main features offered by their VoIP operator.
After installing the softphone, you will certainly be impressed by the variety of features available. First, you can take advantage of standard desk phone features, such as the ability to forward calls, put people on hold, and use the flash function. Here is 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
The above features are simply for making and managing calls. Our softphones are even more powerful with the inclusion of unified communications features and built-in call efficiency improvement features.
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 custom descriptions.
Our Applications can be integrated with Dynamics 365, Zoho CRM and Google Contacts, and other CRM packages. This allows users to click to call CRM contacts, save call logs and have a holistic view of customers via call pop-up.
Google Chrome Extension
Users of our Apps who install the Google Chrome extension on Chrome browsers can automatically click to dial any valid phone number that appears in their web browsers and enjoy the easy dial pad, call pop-ups and advanced call control directly with browser tabs.
As an audio supplement, instant messaging provides an alternative to communicating effectively and efficiently with coworkers. Use your Internet connection for one-on-one messaging, group chat and file sharing.
Native contact management
Save time and add significant convenience by creating and managing personal or corporate contact lists that can be synchronized with your PBX, IP phones and applications.
Remote landline control
Computer Telephony Integration (CTI) makes it possible to click to dial easily from your desktop while still using a physical Internet-based desk phone. You'll be able to enjoy higher audio quality, while also increasing the efficiency of calls from your physical phone.
If you're not convinced that a Virtual 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'll quickly discover that softphones save you from tedious installations and configurations. It doesn't need the hoax it used to have with traditional landline telephone systems. In many cases, all you need is a microphone and headphones.
Phone lines are no longer needed
Since softphones use Internet bandwidth, there is no need to install a dedicated telephone line as you would a traditional telephone. You can add as many workstations as you like, without worrying about the cost of telephone lines.
Create 24-hour availability
As long as employees have a computer or mobile device connected to the Internet, they can install the softphone app and use all the features. When it's time to switch devices, just install the app on the new device. This software is a fundamental part of any unified communications system as it works on PC, Mac, iOS and Android. Business communications don't stop at five in the afternoon. Shouldn't your team have a user-friendly option that works directly on their mobile device?
Both devices make phone calls. Also, there are some important differences to consider.
Softphones reduce upfront and ongoing costs
Softphones ease the financial burden of buying or renting many physical phones. This way you don't need to pay a lot of money to have your company work. This lack of equipment also eliminates most future maintenance costs.
Softphones Can Be Unified Communications Solutions
Again, we offer a robust softphone with a single platform that supports multiple forms of communication. Send a message in the meeting during a call. Click to initiate a call with colleagues at home instantly. Start call recording to capture something urgent. Make phone calls directly from the Zoho CRM dashboard. Click on phone numbers on a website to place a call instantly.
Better support for a remote workforce
The features of a softphone system are perfect for remote work environments. All the features of the commercial telephone system for employees in the office are available anywhere in the world. This solution is also ideal for BYOD. Employees just need to install the app on their mobile phones and then they can work from anywhere they need to.
Honestly, softphones don't really compete with physical phones. Both are important when users need to make a call, send a message or manage their business communications. The difference is that a physical phone is a physical phone, and softphones simply emulate the functions of phones that use VoIP technology. Employees may have valid reasons to prefer one or the other. That's why a good provider understands the need to have both available in a single telecommunications solution.
Designed for our Phone System solution, Softphone Applications allow users to easily access a comprehensive suite of calls, conferences, voicemail, presence, corporate contacts and collaboration from a single interface using mobile phones and desktops. Employees can stay connected with colleagues and customers wherever, whenever and however they prefer. Contact us to try it without obligation!
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