How to Use Virtual PBX Software
Virtual PBX software is really simple to use, install and maintain. But, first let’s define what the term means. It really refers to software that is hosted “off premise.” In other words, the software resides at someone else’ data center and you pay for a monthly subscription to use it. The “software”, then, is often referred to as a “service.” The reason people / companies go this route is to save themselves money and the hassles of maintaining their own dedicated software.
So, how does one use virtual PBX software? First off, is selecting the right software. There are quite a few of them out there, so make sure to choose carefully. There are some that have limited functionality, such as extensions or minutes. And, there are those that have clunky user interfaces making them difficult to navigate and use. And, of course, the pricing for these types of services are all over the map.
Once you’ve selected your software, you simply register and login. For the majority of the services, there is nothing to download to your desktop. Everything is done online at the service provider. Things such as adding extensions, customizing greetings and voice mails are simply a tab, click or menu item away.
The first think you’ll likely want to set up in your virtual PBX software is your phone number. Most of the services offer you a choice of an 800 or local number. You’ll also have the option to port your current number to the service. At the same time, you’ll want to decide on how many minutes you’ll likely being using. This is an important thing to consider. Here’s why.
Each time a customer calls your number; your service minutes are being timed. As long as the customer is talking to you, on hold, or say connected through a transfer you are using minutes. Let’s take an example. Customer Jane calls in for Jerry. The call is transferred to Jerry’s cell phone number. The duration of that call from the time Jane called in to the time Jerry hangs up with Jane is using the virtual PBX software minutes.
What is happening here is that the virtual PBX software companies have pre-bought millions of minutes at a certain price. They built the software that gives you the capability to run your own PBX. But, where they make their money is, of course, the number of minutes you use and the monthly subscription fee. Now, mind you, there are also unlimited minute service subscriptions, as well. In fact, I am on an unlimited plan with my service provider and it’s only $49.99 / month.
The next thing you’ll want to set up is where you route your calls. Now, if your service provider gives you a “soft phone”, you can just answer the call using your computer, directly from the number provided. But, let’s say you want your calls routed to your cell phone. You can do that, too. This option gives you the convenience of being on the move.
Next, you’ll want to set up your greetings. There are all kinds of greetings, such as company greeting, on hold greeting, transfer greeting, voice mail greeting, etc. These virtual PBX software solutions are quite comprehensive. You can use the standard “out of the box” greetings, which I find quite boring or you can create your own. In addition, of course, you can pay someone to record a custom greeting and upload those into your system.
Those are the basic first steps for using your Virtual PBX software. I have plenty more tips and detailed solutions for not just my favorite service, but also other virtual office solutions, which I’ve implemented and will plan to share soon.
Tags: Virtual PBX