In this post, we will give you all the information you need to know about how a virtual switchboard works. If you are thinking of digitizing your company’s communications or want to improve the telecommunications you are currently using, you will be interested to know what a cirtual switchboard offers to a business, as it currently the most cost-effective option for customer communication for a business.

What is it and how does a virtual switchboard work?

A virtual switchboard is a system that allows making phone calls over the internet using VoIP technology. It is a simple as that. It’s a software where you can manage your calls from any device, whether it is a computer, mobile phone, or tablet. All you need is an internet connection to connect all yout offices through an IP virtual switchboard, even if they are located in different countries. This technology doesn’t require investing in equipment or maintenance and also offers your business the possibility to expand anywhere.

The virtual switchboard analyzes calls based on predefined criteria, such as time, number dialed, menu option pressed, among others. With this data, the switchboard routes the call to the corresponding extension to handle each call based on the mentioned criteria. On the other hand, each user can connect to their extension from anywhere with internet access, being able to receive and make all calls through the switchboard.

Today’s society increasingly up-to-date, and technologies are constantly changing. That’s why effective communication management is essential for companies nowadays. Therefore, understanding how a virtual telephone switchboard works will help you choose the best telecommunications system for your company.

Benefits of having a virtual switchboard

A virtual switchboard is an incredibly useful tool for companies. By replacing traditional and costly physical swithcboards, the virtal PBX offers numerous advantages that not only optimize the company’s activities but also provide economic and functional benefits.

  • Better customer service. The virtual PBX offers better customer service compared to other systems due to its ability to efficiently and smoothly manage and direct calls, reducing wait times for customers.
  • Cost saving and scalability. With virtual switchboard, there is no need to invest in physical installations or maintenance. Additionally, call rates are much lower than traditional telephony, especially for international calls, since VoIP technology is used, which takes advantage of Internet connections. Scalability refers to the numbers of extensions a virtual telephone switchboard can have. The switchboard easily adjusts to a company’s changes, allowing for the addition of new lines and extensions as the company grow, regardless of location.
  • Flexibility and mobility. Agents can handle and make calls from anywhere and any device, facilitating customer service regardless of location. This is a significant advantage for teams working remotely.
  • Integration with other systems. Virtual switchboards can integrate with other management software such as CRM and ERP systems, improving not only the customer experience but also facilitating internal collaboration and data tracking.
  • Ease of use and management. Virtual telephone switchboards feature an intuitive and user-friendly interface, allowing for simple and centralized navigation and management of all company communications.
  • Increased productivity. By centralizing communications, virtual switchboards facilitate team collaboration, task coordination, and reduce downtime, resulting in a significant increase in productivity.

How to have a virtual switchboard?

Hiring a virtual telephone switchboard is very easy, and you can have it up and running today. With Megacall, you could get set up immediately, with no commitments and the guidance of our proffesionals.

Moreover, you can sign up and try the virtual switchboard for free to see how it works. If you like it, we offer various plans that can be adjusted to your needs. From the Standard plan with the option of 5 users on the switchboard to the Enterprise plan for 70 euros per month for up to 50 users, all plans inlcude free CRM. Check out everything our plans include here.

With different payment modalities, you can receive a discount depending on whether you choose an annual or monthly plan. If you want a personalized package with more extensions, our team will help you get what you are looking for. Additionally, the plans include softphones for both desktop and mobile apps.

Softphone Virtual Switchboard

What will you find on the Megacall virtual switchboard interface?

Within the virtual switchboard area, you will find five sections: extensions, incoming calls and voice menu, outgoing calls, external lines, and statistics and graphs.

  • Extensions of the virtual switchboard:
    With extensions, users can communicate quickly and easily. Here, you will find connection passwords to access the app. Extensions can be configured, where each employee has their own extension number to receive calls, or extensions can be assigned to other departments to direct calls to the corresponding team. There is also the option of recordings that supervisors can use to assess service quiality and identify areas for improvement. With voice recognition, phone conversations are automatically transcribed, making it easier to search or retrieve information quickly.
  • Incoming calls and voice menu:
    Voice menu allow employees to configure automated voice options to guide customers through different options, ensuring a smooth user experience and reducing the time to reach the desired information or service. It also allows for creating auto-responses, such as regarding business hours. This function helps direct incoming calls to the appropriate department quickly and keeps the customer informed.
  • Outgoing calls:
    Through the switchboard, companies can make calls where useres have the option to choose the number displayed on the recipient’s screen, providing a better perception to the customer and greater flexibility in identifying calls.
  • External lines:
    It is possible to connect numbers from another external operator to the Megacall virtual switchboard, connecting up to 20 numbers. Additionally, the company’s existing number can still be maintained on the platform.
  • Statistics and graphs:
    You can see the results of all calls, both incoming and outgoing, with the option to select the period for faster results, compare various dates, and visualize the geography of the calls. This helps keep track of calls and sales representatives.

Also, from the personal area, users will have access to their balance, where they can recharge their account easily and can contact technical support in different ways, whether ir’s through online chat, calling, or submitting a ticket to resolve questions and issues.

Virtual telephone switchboards provide an economical and scalable solution that allows companies to grow and adapt easily. If you would like more information or have questions, contact our team, and we will assist you.