A cloud-based phone system (also known as VoIP phone system, Voice over Internet Protocol) transmits your voice and other data over the internet. That data is hosted in a cloud where users can share and access it. Accessing information via cloud-based phone systems requires a device with an internet connection. These devices include smartphones, computers, tablets, and even traditional office landlines.

Cloud-based phone systems are delivered over the internet and can be managed offsite. They’re an excellent choice for businesses looking to modernize and increase efficiency while decreasing costs. Cloud-based phone systems turn traditional phone calls into VoIP networks.

There are many benefits of choosing a cloud-based business phone system. For one, up-front investments in telecommunications infrastructure can be mitigated. Additionally, deployment and setup don’t require IT expertise, and most cloud-based phone systems can be purchased on a subscription basis.

Cloud-based phone systems turn your voice into digital files (or packets) and send those files to the call recipient via the internet. The call is routed via either a cloud PBX or a traditional phone with a VoIP adapter. The adapter can be plugged into a phone outlet or your router.

Cloud-based phone systems offer more than just efficient call management software. They also provide businesses with a series of business phone numbers (including toll free numbers)and can connect other occupational software to your receiver lines (like your company’s CRM or customer service software). With Aircall, your business can create numbers in 100+ countries for more personalized customer communication.

A cloud phone is easy to set up. All it requires is specialized software that uses the internet. This system replaces desk phones, cables, and other outdated hardware. Aircall’s cloud-based business phone system is accessed via a web browser or downloadable app.

A cloud phone is a solution for the entire company. Using Aircall, you can create numbers in 100-plus countries and quickly onboard teammates. Settings can be adjusted as needed, and the best part? You can do everything from the comfort of your preferred electronic device—whether that’s your desktop or via mobile.

There are several key features of a cloud-based phone system that any business needs to keep in mind. Below, we’ll break down the necessary features for different types of business functions and teams.

Basic call management software features These features are a must for businesses looking for basic call management software:

• Business hours. Set customized schedules to confirm exactly when each of your numbers is available to receive calls.

• Voicemail. Record, upload, or write the script for a customized message to greet callers when you’re away.

• Call routing. Direct calls to the correct teammates every time by customizing distribution and ring rules.

• Interactive voice response (IVR). Set up a smart IVR directory that automatically guides callers to the correct team on their first try.

• Extensions. Assign everyone on the team a personalized three-digit extension their colleagues can quickly dial.

• Blocklist numbers. Eliminate spam callers and bots so you can focus more on the conversations your business cares about. Call management software features for call centers Businesses looking to use their call management software in tandem with a call center should keep an eye out for these features:

• Real-time modifications. Toggle your system settings at any time, including adding new numbers or users in a single click.

• Call queuing. Give inbound callers the option to remain in queue until one of your agents is available to talk. Call forwarding can also send callers to the correct agent.

• Ring groups. Route calls to teams grouped by location, language, skill, or other criteria.

• Parallel calls. Put your current conversation on hold and simultaneously start a separate call with a third party.

• Unlimited concurrent calls. Take or place as many calls as you would like—simultaneously—on the same phone number.

• Queue callback. Give callers the power to opt out of a waiting line and receive your outbound reply at a later time.

• Time-based routing. Set team and/or individual working hours to assure calls are routed only to available employees.

• Call recording. Review call recordings to confirm details, monitor quality, and guide training sessions.

• Pause-resume recording. Keep your callers’ sensitive information secure by temporarily pausing call recording as needed.

For more in-depth info on cloud system features that improve collaboration and productivity, head to our features page.

Choosing the right cloud-based business phone system provider for your business can feel daunting. Whether you’re a small business or looking for a new cloud-based phone system provider for your enterprise business, we’re here to help.

Before you jump into the deep end and start researching cloud systems, think a bit about your business. Ask yourself these questions:

• What kind of support does my business need right now?

• What kind of support will my business need in five years?

• Do I want to hire an in-house IT team and invest in hardware or go virtual?

• What do I want to gain from using a cloud-based phone system provider?

Once you've answered those questions, reach out to providers that best fit your business goals and schedule a free demo or a free trial. Any provider that won’t let you try their system out before you agree to a subscription isn’t worth your time. Ready to learn more about Aircall? Get in touch.

Looking into the cost of a cloud phone system, it can vary depending on the specific features and services your business requires.

Cloud phone system providers typically offer a range of pricing plans starting with basic features to more advanced and custom plans to accommodate your business needs. The pricing plans often involve a per-user or per-line basis, allowing you to scale up or down as your company grows.

To determine the exact cost of a cloud phone system, consult our pricing page or get in touch with our team to get a tailored quote based on your specific needs.

Cloud phone systems offer many advantages for businesses:

Scalability: Cloud phone systems make it easy for businesses to expand or reduce as their needs change. Adding or removing lines or features that do not require complex infrastructure changes.

Cost savings: By using cloud technology, companies can eliminate the need for on-premises hardware, reducing upfront costs and common maintenance costs. Find our more about the economic impact of switching to Aircall.

Flexibility: Cloud telephony systems allow employees to stay connected and accessible from anywhere, whether in the office, working remotely or on the go.

Advanced functionalities: Cloud phone systems often provide a wide range of advanced features like call analytics, call transcription, and auto-attendants, empowering businesses with robust communication capabilities.

Integration: Cloud phone systems can seamlessly integrate with other business tools, such as Salesforce, HubSpot, Intercom, Monday.com, enabling streamlined workflows and improved productivity.

Reliability: Cloud-based telephony systems are typically hosted on redundant servers, ensuring high availability and minimizing downtime.

By leveraging these benefits, businesses can increase their business communication and collaboration between departments, boosting productivity, and enhancing customer service.