What is a virtual telephone system?

It is well known that it is possible to use a fixed network telephone, mobile phone and other digital media as well as a computer. But what is a virtual telephone system and what benefits does it offer?

Why make virtual phone calls?

Regardless of whether it is a small, medium-sized or large company and in which industry you work - without a telephone system you simply can’t get by. It is used for communication with customers, vendors and business partners and for internal communication within the company. It is often a central system to which all connections in different rooms are linked with their respective telephone numbers and telephones. Traditional telephone systems are purchased and set up by a provider and usually also have to be serviced One telephone is required per user and this extension is usually connected by a technician when a new employee is hired. The telephone system can take up time and money and become a problem if there is a defect.

Virtual telephone systems have established themselves as an alternative to this, although they are still a new trend in Germany. They use the functionality of VoIP telephony, where the internet is used to transmit calls. A virtual telephone system also uses the internet and is connected to software. A provider makes this telephone system available and usually installs it. The biggest advantage of virtual telephone systems is their flexibility and simplicity. Only usage is involved, no servicing. If new employees are added or the corporate structure changes, a quick and uncomplicated connection to the internet-based telephone system is possible.

How IP telephony works with a virtual telephone system

You do not need any special hardware or servers for internet telephony (IP telephony) but only an internet connection and a virtual telephone system (also known as an IP telephone system). The internet connection should have the fastest possible transmission rates, as is the case with an VDSL connection, for example, so that you can make calls smoothly. The operator (provider) uses IP networks and large servers to provide the virtual telephone system. The VoIP telephone is hooked into the company network via Ethernet cable and connected to the internet router. The virtual telephone service is set up via the internet in the browser, whereby the provider provides configuration tools with which customers can regulate the following aspects, for example:

  • Call forwarding
  • Setting new extensions
  • Managing phone numbers
  • Switching on the answering machine
  • Sending SMS messages
  • Listening to messages
  • Uploading announcements for queues
  • Managing melodies

The web interface is often also used to display the SIP credentials, download a softphone, view active devices and check the connection. Not only does this make it easier for the administrator - and for employees with limited access - but the virtual telephone system on the internet also enables cost savings, e. g. in the case of virtual collaboration with people abroad. You only pay for what you actually use per extension. Once the VoIP telephone has been registered with the provider, you can make virtual phone calls with the user data, regardless of location and at low cost or even free of charge (within the company). People who make calls from their home office or mobile - even from abroad - can also access the virtual telephone system.

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