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2 Most Common Cloud Phone Configurations (And How To Set Them Up)

Posted by Ron Kinkade

May 10, 2018 10:48:47 AM

One of the fantastic things about signing up for Cloud Phone is that in just about 2 minutes you have a fully functional, and ready-to-use, business phone system. The service simply works, and without the complicated configuration common in other solutions.

Not everyone has the same needs though, and not everyone wants the system to work the way it's automatically configured. In this post, I'll show you the two most common ways that customers configure their accounts and show you how to make the most of the Cloud Phone mobile app.

Need more help? Here are some other great resources:

To get started let's talk about how we make sure your account is ready-to-use immediately after you sign up for an account.

Company Information

During sign up, the most important part of the process is the ability for you to pick your virtual phone number. You should think about this number as your company's main phone number. Today, you can choose a toll free number or a local number from the United States or Canada. Your Caller ID settings are configured automatically to use this number and our cloud based platform instantly configures the routing on our platform to ensure the number reaches you. (Coming soon! New interface for picking numbers and international numbers.)

The name and company fields aren't just used for profile settings. They get added to a company greeting template that is used when someone calls your business number. Calls are automatically routed to the pre-configured auto attendant which plays the greeting.

"Thank you for calling COMPANY. Please dial 1 for NAME, or 9 to leave a message."

To really make the service work immediately we take the mobile number you enter during signup and use that as the location where we route calls from your business number. We also send notifications for voicemails and faxes here.

All of these settings are configurable, but these are the default settings.

So to recap;

  1. Picking your number starts the configuration on our platform.
  2. Company and First Name are used to configure greetings.
  3. Routing is configured based on your mobile number
  4. Notifications are sent to email and mobile

Now, on to the 2 most common configurations...

Configuration #1: Small Business Is Big Business

I really like this setup because it provides significant benefit to our customers. Regardless of the size of a business, where they work from (office, home, coffee shop, the car, etc...), or how successful they are --- this is the plan that supports the dream of every business owner.

What does that mean? It means that no one gets into business to not be successful. Everyone starts with a dream, and hopefully they dream of making it big and their idea turns into a huge success --- but we all have to start somewhere, and often that somewhere is a business of just one person!

Here's a notable statistic; there are over 33 million MSME's in North America1. MSME stands for Micro, Small and Medium Enterprises and they are normally defined as a business with less than 10 employees.

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When you are a business of just one, or just a few - you can't afford to appear less than professional or to miss out on opportunies. This configuration plays off these key features;

  • Company Greeting & Main Menu - Setting up a professional greeting ensures that your company makes a great first impression. Main Menu options (Press 1 for Sales, Press 2 for Finance, Press 3 for Media Inquiries) can help create the perception of a larger company, even when all the options ring to one person.
  • Toll Free Number - A toll free number can instantly create the perception of a more established and professional company.
  • Call Management - Cloud Phone provides a sophisticated yet simple call routing feature set that includes call routing, call screening, and call transfer. The bottom line is you can stay connected to your business from anywhere in the world and connect team members regardless of their location.

Here are the basic steps to setup this option;

  1. If you have more than one employee, simply "Add an Extension". This button is located on the main page of the account management portal and let's you quickly add others.
  2. Next, go to the "Greetings" tab of the main navigation to customize your greetings and setup your Main Menu options.
  3. If you didn't select a toll-free number during sign up, go to the "Account" section and you can add a toll free number.
  4. To configure your call management settings, simply click on the Extension Card on the main page of the portal for the extension you want to manage. (Coming Soon! Revisions to this page to simplify extension management)

Now your new business number is configured and ready to use.

Configuration #2: All Work No Play

One of the most common requests we get from customers is, "How do I get calls to just ring through to me?". When I think about this persona, I imagine the always on the go entrepreneur. Perhaps it's a busy real estate agent, an event planner, or an online seller - but it's someone who knows that connecting with their customer is critical to their business. These "go-getters" don't want to put their customers through a series of menu options or screen the calls, they want to connect as quickly as possible.

They need a dedicated business number that just forwards to them, wherever they are.

Here's how to set it up;

  1. From the portal, head to the "Numbers" area of the "Account" section. Once there just select the gear icon and change the Call Behavior from Auto Attendant to "Connect to Phone".
  2. Next, head over to the Extension card and the "Call Settings" area in order to disable Call Screening.

That's it! Now calls to your business number will bypass the Auto Attendant and ring directly to your phone. Callers won't be screened and you'll be able to connect to them quickly and efficiently.

Bonus Tip: Download the Mobile App

We recently released our mobile app which gives you full access to manage your virtual phone service and access additional features like call recording, conference calling, eavesdrop and flip.

Most importantly the app is the first product from Voxox to leverage our patent pending voice codec which greatly out performs other apps when it comes to call quality.


In conclusion, I hope your takeaway from this is that Cloud Phone is powerful, yet simple solution to simplify your business communications. Eliminate the expensive, hardware based solutions and join us in the cloud. 

As always, if you need any help with your Cloud Phone account you can always reach out to our amazing support team or message me directly.

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Topics: Cloud Phone Mobile App, MSME, Account Management

Five Smart Uses of SMS for Small Businesses

Posted by Natasha Grach

May 10, 2018 10:44:53 AM

It's often a bit awkward having to give out your personal cell phone number so that clients can send you text messages about business matters. Luckily with technologies like virtual PBX services, you can give out a "http://info.cloudphone.com/blog/5-clever-ways-to-use-phone-numbers-to-grow-your-business" target="_blank">business phone number and have both your business calls and texts instantly routed to your existing cell phone. You maintain a professional image and separate work/life identities via your dedicated business line, while also evading the extra cost and hassle of having to manage two devices. How often do business owners find themselves texting back and forth with their clients and employees?  It's so informal, right?  With 90 percent of people reading a text message within the first 3 minutes, according to MobileSQUARED, it's the fastest and most effective way to get in touch! 

Here are some uses of two-way business texting that can be highly impactful, while also not encroaching as much on your work life balance as handing out your personal cell number might.

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1. VIP Customer Support

Providing great customer service is essential for keeping clients happy, but sometimes phone and email communications just won't cut it. That's where text messaging comes in. Giving your VIP client contacts -- the ones with the killer accounts -- access to text support through your business phone number (aka ability to reach you anywhere at anytime) is a sure way to keep them happy and coming back for your products or services.

2. Escalation

Texting with clients and colleagues is a fast and efficient way to escalate an urgent matter. Sometimes you have to explain a situation in depth, whether it's an email or a voicemail, but the person you're trying to reach is not in front of a computer or can't pick up the phone and listen to a message (in a meeting, perhaps). A text can be incredibly useful to notify someone about an urgent communication that you've sent them -- and also a quick way to receive a response. 

3. Company Announcements

With hundreds of emails coming in each day, it's inevitable we will overlook one here and there -- even if it's internal, and from the boss. Plus, with teams working remotely and with little time to spare for distracting and long group meetings, text announcements just make sense. So, next time you have a company announcement like a new initiative, sales incentive or social event, try SMS. You'll be able to communicate the details effectively without upsetting workflow. 

4. Subscribing to a Work-Specific SMS Marketing List

There are times when you need to subscribe to a work-related marketing list. But there's that fear of using your own personal cell phone number, in case you start getting unwanted communications, reminders, marketing offers, etc. If you have a virtual PBX service providing your SMS-enabled business phone number for your company, you can always add a temporary virtual number to your account for things like this. The cost is low and this additional virtual line can be canceled fast.

5. Take Orders

If you're buying something for business purposes, you might want your business-related texts to be captured separately from your personal texts -- another handy use of a virtual PBX service. Say you're ordering supplies, or even pizza for an office party...always good to have a separate record of your business expense-related communications.

SMS is an essential part of our everyday lives -- it's how many people connect these days and it's accessible to nearly everyone. SMS can be a very useful tool to keep in touch with clients and colleagues when phone and email just won't do -- but keeping your business identity separate from your personal identity is typically a good idea.

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Topics: iPhone, Android, Cloud Phone, Texting, Mobile Productivity, Business SMS, Cloud Phone Mobile App

Need To Work Over The Holidays? Stay Connected With Cloud Phone!

Posted by Erica Berry

May 10, 2018 10:36:05 AM

The holiday season is a time to put work aside in favor of fun with friends and family, but sometimes, especially for small business owners, that’s not always possible. Luckily, with Cloud Phone, you can travel for the holidays and do work too!

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Since Cloud Phone is a virtual phone system that connects directly to the mobile device you already own, it doesn't matter where you go to celebrate the holidays!  Whether you're on your couch with a warm mug of eggnog or in the Bahamas getting a winter tan, you can stay connected with your team and your clients, if you need to be.

Because Cloud Phone was made for business communications it comes with a ton of professional features that are perfect for travel and most importantly, features that allow you to enjoy your time with your friends and family. Here are our favorite features for getting business done when traveling:

Auto Attendant: The Auto Attendant is the center of automation for your virtual phone system.  With an auto attendant answering your calls, you don’t have to do a thing until you’re ready (quite handy during the holiday season, right?). Callers are welcomed by your company greeting and then presented with menu options in order to reach company extensions that route to other members of your team or forward to other phone numbers where you may be traveling to (even international). This can be particularly useful when you have VIP clients who need help over the holidays and you've promised to be available, or perhaps switching off "on call duty" with a business partner.

Voicemail Transcription: Voicemails are automatically transcribed and sent to your email so you can candidly read the message and decide if it’s urgent enough to pause Elf or to put down the hot toddy.

Call Screening:  Advanced call settings allow you to customize how your inbound calls are handled. You can require callers to speak their name before the system connects them to you. This allows you to discretely screen unwanted callers, particularly if you are only taking select business calls while with family. Alternatively you can set up your system to immediately connect callers to you without screening. In either case, simple controls allow you to accept or reject the call.

Business SMS: Texting is a fast and easy way to communicate, and now with Cloud Phone’s free two-way business texting, you can use it without having to check your business email (and get fully engrossed in work) during the holidays. If an urgent matter arises, try to tackle it via text as not to disrupt your family’s annual gingerbread house building competition.

For a list of all Cloud Phone features, go to the Features page.

Peace of mind is important during the holidays, and small business owners deserve it too!   Comment here to tell us your favorite Cloud Phone features that will help your business run smoothly during the holiday season - we'd love to hear from you!

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Topics: Voice Communication, Cloud Phone, Mobile Productivity, Small Business Productivity, Cloud Phone Mobile App

How a Virtual Phone System Could Give Your Etsy Business a Professional Presence

Posted by Erica Berry

May 10, 2018 10:29:08 AM

ou're thinking about starting an Etsy business and one of the things you will need is a phone system. But, your team works from home− knitting scarves, making necklaces, crafting anything and everything− or you are a one person operation. For you, it just doesn't make sense to buy a traditional phone system so instead you’re considering getting a virtual phone system.

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What is a virtual phone system and what does it mean for you? A virtual phone system is a phone system that's entirely in the cloud - you get a dedicated business number and many powerful business-grade telephony features that are associated with it, but no hardware. All you need is your own existing mobile phone (or any phone, really!) − no special skills, or other equipment necessary! All calls to your virtual number (a.k.a. your dedicated business phone line) are directed to your mobile phone, and/or any other phone(s) of your choice, and can help your business convey a professional image, while staying connected and organized. 

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Here are some features you’ll love: 

One central number that routes to different departments (customer service, sales, billing, etc.). Even if you don't actually have different departments, but your store carries multiple products, or you have multiple stores on Etsy, or several employees who handle different aspects of the business, it is convenient for you and your customers to have a central and clearly organized hub for communication. When your Etsy customers call about anything associated with your products, not only will they be directed to the correct line, allowing you and your team to address the inquiry quickly, but they will also get the impression you are a professional, booming business!  

Voicemail transcription helps you keep customer messages organized. If you’re a musician or a potter (or perhaps someone who manages an Etsy store as a side business to a day job) you know that answering the phone isn’t always possible – plus who wants clay all over their device?! So, rather than going through all your messages and listening for specific requests and call back numbers, voicemail transcription automatically creates text and email messages that you can easily read and reference.

Professional greetings give your business legitimacy. No matter what kind of store you own or how long you have been in business, customers receiving your professional voicemail message will have more trust in your operation. Customization also lets you change the message whenever you’d like, allowing you to brand your business and keep your customers up to date on important information – holidays, when you’re on vacation, if certain products are out of stock, etc.

Instant set-up means that once you decide you want a virtual phone system, you can set it up in minutes. There’s no need for professional help or maintenance, so your phone line will never be down, and your customers will never be without support. 

Scalability allows you to add lines or remove lines as your team changes − paying for only what you need and keeping your overhead low. This is the perfect solution for seasonal Etsy business like a Christmas décor store or a jewelry maker that brings extra team members on to help handle skyrocketing sales for Valentine’s Day.

Mobility lets you and your team to work from anywhere while still staying connected. If you want to go on vacation, relocate your business or hire a team member on the other side of the country, a virtual phone system has the functionality to accommodate all your moves without a hitch.

With all the professional perks and cost savings that come with a virtual phone system, your business (and wallet) can’t afford not to try it out. Give your Etsy home business a big business image with a virtual phone system and be sure to let us know how much you love it!  

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Topics: iPhone, Industry Trends, Mobility, Improve Your Business, Cloud Phone Mobile App