What is A VoIP Number & How To Get One?

Fri, 16 Aug 2024
What is voip number

Welcome to the world of VoIP (Voice over Internet Protocol) numbers, where the traditional boundaries of phone communication are shattered. A VoIP number is more than just a string of digits – it’s a powerful tool that can revolutionize the way you connect with customers, colleagues, and clients.

In this article, we’ll explore what a VoIP number is, how it works, and most importantly, how to get one for yourself or your business.

 

What is a VoIP Number?

A VoIP number also called a voice over internet protocol number is a phone number that uses the internet to make and receive calls, instead of traditional phone lines. It’s a virtual phone number that lets you make calls from anywhere, using any device with an internet connection.

Think of it like an email address, but for phone calls. Just as you can access your email from anywhere, a VoIP number lets you make and receive calls from anywhere, without being tied to a specific location or device.

 

How does a VoIP Number Work?

How VoIP Numbers Work: A Simple Explanation

  1. You make a call: You dial a phone number using your phone, computer, or mobile app.
  2. Internet connection: Your call is sent over the internet, instead of traditional phone lines.
  3. VoIP server: Your call reaches a special server that handles VoIP calls.
  4. Call routing: The server routes your call to the receiver’s phone, whether it’s a landline, mobile, or another VoIP number.
  5. Call connects: The call connects, and you can talk to the recipient just like a regular phone call.

 

The process works in reverse when someone calls your VoIP number:

  1. Incoming call: The call reaches the VoIP server.
  2. Internet connection: The server sends the call to your device over the internet.
  3. You receive the call: You receive the call on your VoIP phone, computer, or mobile app.

That’s the basic process! VoIP numbers use internet technology to connect calls, making it flexible, convenient, and often cost-effective.

 

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How to get a VoIP Number

Here are 10 simple steps to get a VoIP number:

  1. Choose a VoIP provider: Select a reputable VoIP service provider that meets your needs.
  2. Check availability: Ensure the provider offers VoIP numbers in your desired area code or country.
  3. Sign up for an account: Create an account on the provider’s website or through their mobile app.
  4. Select a plan: Choose a VoIP plan that suits your needs, including the number of minutes, features, and cost.
  5. Choose a number: Select a VoIP number from the provider’s available pool or port an existing number.
  6. Configure your device: Set up your VoIP phone, computer, or mobile app to work with your new VoIP number.
  7. Download necessary software: Install any required software or apps to use your VoIP number.
  8. Activate your number: Follow the provider’s instructions to activate your VoIP number.
  9. Test your number: Make a test call to ensure your VoIP number is working correctly.
  10. Start using your number: Begin making and receiving calls with your new VoIP number!

 

Remember to carefully review the provider’s terms, features, and pricing before completing the sign-up process. You can get a reputable VoIP service provider easily

 

Key Points to Consider When Choosing A VoIP Number Service Provider

Here are the key points to consider when choosing a VoIP number service provider:

  1. Reliability and Uptime: Ensure the provider offers high uptime and reliable connectivity.
  2. Call Quality: Choose a provider with clear, crisp call quality and minimal latency.
  3. Features: Consider the features you need, such as call forwarding, voicemail, and conference calling.
  4. Scalability: Select a provider that can grow with your business.
  5. Security: Ensure the provider offers robust security measures, such as encryption and firewalls.
  6. Customer Support: Opt for a provider with 24/7 customer support and a responsive team.
  7. Pricing and Plans: Compare pricing and plans to find the best fit for your business.
  8. Number Availability: Ensure the provider has the numbers you need, including local, toll-free, and international numbers.
  9. Integration: Consider providers that integrate with your existing tools and software.
  10. Reputation and Reviews: Research the provider’s reputation and read reviews from other customers.
  11. Compliance and Certifications: Ensure the provider meets relevant regulatory requirements and has the necessary certifications.
  12. Customization: Choose a provider that offers customization options to meet your specific business needs.

By considering these key points, a VoIP number service provider like PressOne can meet your business needs and help you communicate effectively.

 

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How To Register A VoIP Number

Here’s a step-by-step guide on how to register a VoIP number:

1. Research and choose a VoIP service provider (e.g., PressOne Africa)
2. Visit the provider’s website
3. Sign up for an account
4. Verify your email address or phone number
5. Choose a VoIP number
6. Set up your account and payment information
7. Configure your VoIP settings (if required)
8. Activate your VoIP number

Remember to check the specific requirements and processes for your chosen option, as they may vary.

 

Getting Your VoIP Number With PressOne

register voip number

  1. Visit https://pressone.africa/pricing and subscribe to your preferred plan.
  2. The ‘Buy now’ button under your selected plan will take you to a signup page. Fill in your details accordingly.
  3. A suitable plan will be recommended to you after you fill in your details. Click on Subscribe to plan to make payment.
  4. Upon making your payment, you will be redirected to sign in to authenticate your account. An OTP will be sent to your registered number.
  5. After you sign in, you will be given a list of numbers to select from.
  6. Complete your setup and you are good to go.

 

Features of a VoIP Number

voip number

Here are basic features you can enjoy with a VoIP number

  1. Voice Calls
  2. Call Forwarding
  3. Call Transfer & Call Routing
  4. Call Hold
  5. Call Recording
  6. Call Park
  7. Call Notes
  8. Customizable (Caller) Greetings
  9. Call Queuing
  10. Call Analytics (Call logs, metrics, and reporting)
  11. IVR (Interactive Voice Response)

 

1. Voice Calls

Make voice calls to anyone, anywhere in the world, using your VoIP number. It functions similarly to a regular phone call, but instead of relying on traditional phone lines, it used the internet. You have the flexibility to use a headset, speakerphone, or even your computer’s built-in microphone and speakers.

 

2. Call Forwarding

Call forwarding is a feature of VoIP numbers that lets you redirect incoming calls to another phone number, extension, or even a group of numbers, especially if you’re unavailable or want to route calls to a different team member.

Here’s how it works:

  1. Incoming call: A customer calls your VoIP number.
  2. Forwarding rule: You’ve set up a call forwarding rule to send calls to a specific number or group.
  3. Call redirect: The incoming call is automatically forwarded to the designated number or group.

Types of call forwarding:

  • Unconditional forwarding: Forwards all calls to a designated number.
  • Conditional forwarding: Forwards calls based on specific conditions (e.g., time of day, caller ID).
  • Simultaneous forwarding: Rings multiple numbers simultaneously.

Benefits:

  • Flexibility: Receive calls anywhere, on any device.
  • Convenience: Ensure calls are answered by the right person or team.
  • Business continuity: Maintain operations during outages or closures.

 

3. Call Transfer

Transfer an ongoing call to another phone number or team member. This is helpful for call centers or when you need to escalate a call.

Here’s how it works:

  1. Ongoing call: You’re already on a call with a customer.
  2. Transfer request: You need to transfer the call to a colleague or another department.
  3. Transfer process: You initiate the transfer, and the call is connected to the new recipient.

Types of call transfer:

  • Blind transfer: Transfers the call without announcing the transfer.
  • Attended transfer: Announces the transfer to the new recipient before connecting the call.

Benefits:

  • Efficient call handling: Transfer calls to the right person or team.
  • Improved customer service: Ensure customers get the help they need.
  • Reduced call time: Minimize time spent on calls by transferring them quickly.

 

4. Call Hold

Call hold is a feature of VoIP numbers that lets you put an ongoing call on hold, temporarily pausing the conversation.

Here’s how it works:

  1. Ongoing call: You’re on a call with a customer.
  2. Hold request: You need to put the call on hold (e.g., to check information or consult with a colleague).
  3. Hold process: You press the hold button, and the caller hears music or a message while waiting.
  4. Resume call: You can resume the call when you’re ready.

Benefits:

  • Temporary pause: Put calls on hold without disconnecting.
  • Multitasking: Handle multiple tasks or calls simultaneously.
  • Improved customer service: Take time to find answers or solutions without keeping callers waiting.

Call hold is a convenient feature of VoIP numbers, helping you manage calls efficiently and effectively.

 

5. Call Recording

Record your calls for training, reference, or quality assurance purposes. You can store recordings locally or in the cloud.

Here’s how it works:

  1. Ongoing call: You’re on a call with a customer.
  2. Record call: The call is recorded, either automatically or manually.
  3. Store recording: The recording is saved and linked to the caller’s record.

Benefits:

  • Quality control: Monitor and improve customer service quality.
  • Training and coaching: Use recordings to train and coach team members.
  • Dispute resolution: Resolve disputes by referencing recorded calls.
  • Compliance: Meet regulatory requirements by storing call recordings.

Call recording is a valuable feature of VoIP numbers, helping you manage customer interactions, improve quality, and reduce “who said, they said” situations

 

6. Call Park

Put a call on hold and retrieve it from another phone. This is helpful when you need to move to a different location.

Here’s how it works:

  1. Ongoing call: You’re on a call with a customer.
  2. Park call: You “park” the call, placing it in a virtual holding area.
  3. Retrieve call: You or any other authorized user can retrieve the call from any phone, using a unique code or extension.

Benefits:

  • Flexibility: Move calls between phones or locations.
  • Collaboration: Multiple users can access and manage parked calls.
  • Efficient call handling: Easily manage multiple calls and prioritize tasks.

Call park is a powerful feature of VoIP numbers, helping you manage calls efficiently and effectively, even in complex business environments.

 

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7. Call Notes

Add comments to every call and improve your team 10 times faster than competition. Be the coach your team needs to succeed.

This feature lets you take notes during or after a call, attaching them to the caller’s record for future reference.

Here’s how it works:

  1. Ongoing call: You’re on a call with a customer.
  2. Take notes: You type notes about the conversation, such as issues discussed or actions agreed upon.
  3. Save notes: The notes are saved and linked to the caller’s record.

Benefits:

  • Accurate records: Keep accurate and detailed records of customer interactions.
  • Improved follow-up: Easily recall previous conversations and follow up on actions.
  • Enhanced customer service: Provide personalized service by referencing previous interactions.

Call notes is a valuable feature of VoIP numbers, helping you manage customer interactions efficiently and effectively, and providing a clear history of all conversations.

 

8. Customizable Caller Greeting

Customizable caller greeting is a feature of VoIP numbers that lets you create a personalized professional message that plays when someone calls your business.

Here’s how it works:

  1. Create message: Record or upload a custom greeting message.
  2. Set up rules: Choose when and how the message plays (e.g., business hours, holidays).
  3. Play greeting: Callers hear the custom message when they call.

Benefits:

  • Professional image: Present a polished, professional image to callers.
  • Clear communication: Clearly communicate business hours, location, or promotions.
  • Consistency: Ensure consistent messaging across all calls.
  • Flexibility: Update messages easily to reflect changes or promotions.

Customizable caller greeting helps you create a great first impression and communicate effectively with callers.

 

9. Call Queuing

Call queuing is a feature of VoIP numbers that lets you manage incoming calls by placing them in a virtual waiting line, ensuring callers are answered in the order they called.

Here’s how it works:

  1. Incoming calls: Calls come in and are placed in a virtual queue.
  2. Wait in line: Callers hear music or messages while waiting.
  3. Answered in order: Calls are answered by the next available representative.

Benefits:

  • Reduced missed calls: Ensure all calls are answered.
  • Improved customer experience: Manage wait times and reduce frustration.
  • Increased efficiency: Handle multiple calls simultaneously.
  • Customizable: Set up custom queue messages and music.

Call queuing helps you manage incoming calls, reduce missed opportunities, and provide a better customer experience.

 

10. Call Analytics

Call analytics is a feature of VoIP numbers that provides insights about your business’s phone calls.

Here’s what it does:

  1. Tracks calls: Monitors and records call data, such as duration, time, and outcome.
  2. Provides insights: Offers detailed reports and analysis of call patterns and trends.
  3. Helps optimize: Enables data-driven decisions to improve customer service, sales, and marketing.

 

Benefits:

  • Understand customer behavior: Identify peak calling times and trends.
  • Improve customer service: Analyze call outcomes and agent performance.
  • Optimize sales: Track conversion rates and sales performance.
  • Enhance marketing: Measure campaign effectiveness and ROI.

Call analytics helps you turn call volume into valuable business insights and drive growth.

 

11. IVR (Interactive Voice Response)

IVR is a feature of VoIP numbers that automates interactions with callers, using pre-recorded messages and menus to guide them.

Here’s how it works:

  1. Callers dial in: Customers call your business.
  2. IVR answers: An automated voice greets callers and presents options.
  3. Callers choose options: Select from menus (e.g., “Press 1 for sales”).
  4. Route calls: IVR directs callers to the right department or agent.

Benefits:

  • 24/7 availability: Provide customer support around the clock.
  • Efficient routing: Direct calls to the right person or department.
  • Reduced wait times: Minimize hold times with automated menus.
  • Personalized experience: Offer customized messages and options.

IVR helps customer interactions, reduce costs, and boost efficiency.

 

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Security Features of a VoIP Number

  1. Encryption (Secure your calls and data)
  2. Firewall Protection
  3. Password Protection
  4. Two-Factor Authentication
  5. Regular Security Updates

 

1. Encryption

Keep your calls and data safe with encryption. This feature:

  • Scrambles your calls and data so only the right people can hear or see them
  • Uses secure locks like TLS and SRTP to keep your communications safe
  • Ensures that even if someone intercepts your data, they can’t read or use it

Encryption keeps your conversations and information private.

 

2. Firewall Protection

Protect your VoIP system with a firewall. This feature:

  • Blocks unauthorized visitors from entering your network and phone system
  • Filters traffic to prevent hackers and malware from getting in
  • Keeps your system safe from cyber threats and weaknesses

Firewall protection adds an extra layer of security to your VoIP number.

 

3. Password Protection

Secure your VoIP account and phone with a strong password. This feature:

  • Requires a strong password to access your account and phone settings
  • Ensures that only the right people can make changes or see sensitive information
  • Protects against unauthorized use or tampering

Choose a strong password and keep it secret.

 

4. Two-Factor Authentication

Boost security with two-factor authentication. This feature:

  • Requires two forms of verification: your password and a special code (like one sent to your phone)
  • Keeps your account safe even if someone knows your password
  • Protects against scammers and unauthorized access

Two-factor authentication adds an extra layer of protection to keep your account secure.

 

Integration Features of a VoIP Number

  1. CRM Integration (Integrate with customer relationship management software)
  2. ERP Integration (Integrate with enterprise resource planning software)
  3. Helpdesk Integration
  4. API Access (Integrate with custom applications)

 

1. CRM Integration

Connect your VoIP phone to your customer management tool. This feature:

  • Syncs customer info and interactions in one place
  • Lets you call customers with one click and see their info on your screen
  • Helps sales and customer service teams work better together

Make customer management easy with our CRM integrations.

 

  1. ERP Integration

Link your VoIP number to your business management software (enterprise resource planning (ERP) software) This feature:

  • Connects phone data to your business operations
  • Automates tasks to save time
  • Gives you real-time insights into your business

Optimize your business operations easily.

 

3. Helpdesk Integration

Connect your VoIP number to your customer support tool. This feature:

  • Routes customer calls to the right agents
  • Gives agents customer info and history
  • Enhances customer support and issue resolution

Improve customer support with PressOne’s helpdesk integrations.

 

4. API Access

Customize your VoIP phone integrations with API access. This feature:

  • Lets developers create custom connections and workflows
  • Automates tasks with third-party apps
  • Expands your VoIP phone system’s capabilities

Unlock new possibilities with custom integrations easily accessible to you with PressOne

 

Why do you need a VoIP Number?

VoIP numbers are essential if you run a business. Here’s why you need a VoIP number:

 

1. Sound Trustworthy, Look Organized

Case Study: “MedPlus” – a Nigerian pharmacy chain with multiple locations in Lagos and Abuja.

Problem: MedPlus wants to project a professional image and ensure customers can easily reach the right department, but their traditional phone system lacks advanced features.

Solution: MedPlus gets a PressOne VoIP number with a caller greeting and IVR (Interactive Voice Response) feature.

 

How it helps:

  1. Professional greeting: When customers call MedPlus’ VoIP number, they hear a clear, professional greeting: “Thank you for calling MedPlus Pharmacy. How can we assist you today?”
  2. IVR menu: The IVR feature presents a menu: “Press 1 for Prescription Refills, Press 2 for Store Locations, Press 3 for Customer Support…”
  3. Direct connection: Customers enter their selection, and the IVR system connects them directly to the right department or staff member.

Example: A customer calls MedPlus’ VoIP number to refill a prescription. They hear the professional greeting, select option 1, and are connected to the pharmacy team, who assist them promptly.

With a VoIP number and IVR feature, MedPlus shows customers that they’re:

  • Trustworthy: Professional greeting and organized system
  • Organized: IVR menu directs customers to the right department
  • Customer-focused: Easy access to the right staff or department

MedPlus projects a professional image, making customers feel confident in their services and more likely to trust them with their healthcare needs.

 

2. Easy Remote Team Management

Let’s say John, Founder of “TechSolutions” – a Nigerian software development company has a remote team spread across Lagos, Abuja, and Port Harcourt.

Problem: John wants to ensure seamless collaboration and communication among his remote team members, but:

  • Traditional phone systems are limited in features and scalability.
  • Team members use personal phone numbers, making it hard to track work-related calls.
  • Communication is fragmented across different platforms (email, messaging apps, video conferencing tools).

 

Solution: John gets a PressOne VoIP number for TechSolutions, which offers:

  1. Unified communication: All team members can be reached through a single VoIP number, regardless of location.
  2. Call tracking and recording: John can monitor and record calls for quality assurance, training, and reference.
  3. Mobile app: Team members can use a mobile app to make and receive calls, texts, and video calls from anywhere.
  4. Customizable workflows: John can set up custom call routing, IVR menus, and ring groups to streamline communication.

 

Benefits:

  • Enhanced collaboration: Team members can easily connect and communicate, regardless of location.
  • Increased productivity: John can track and monitor calls, ensuring work-related communication is efficient.
  • Professional image: TechSolutions projects a unified, professional image to clients and partners.
  • Scalability: VoIP grows with the business, easily accommodating new team members or locations.

With a VoIP number, John can effectively manage his remote team, ensure seamless collaboration, and drive business growth.

 

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3. Reliability: Superior Voice Quality

Let’s use another business example:

Case Study: “NaijaCabs” – a Nigerian taxi service that operates in Lagos and needs a reliable phone system to dispatch taxis to customers.

Problem: Traditional phone lines often experience downtime, poor voice quality, and disconnections, leading to missed calls and lost business.

Solution: NaijaCabs switches to a VoIP number for their customer service line.

 

How it helps:

  1. Clear calls: VoIP technology provides crystal-clear voice quality, ensuring customers can communicate effectively with dispatchers.
  2. No downtime: VoIP numbers are less prone to downtime, as they use multiple internet connections to route calls.
  3. Automatic failover: If one connection goes down, the VoIP system automatically switches to another, minimizing disruptions.
  4. Multiple servers: VoIP providers often have multiple servers, ensuring that calls are always connected, even in case of hardware failure.
  5. Quality monitoring: VoIP providers continuously monitor call quality, making adjustments to ensure optimal performance.

 

Example: A customer calls NaijaCabs’ VoIP number to book a taxi. The call is connected instantly, with clear voice quality. Even if the main internet connection goes down, the VoIP system automatically switches to a backup connection, ensuring the call isn’t dropped.

With a VoIP number, NaijaCabs enjoys reliable voice quality without downtime, ensuring they can provide excellent customer service and stay ahead of the competition.

 

4. To Connect With Global Clients

Case Study: “AfroFashion” – a Nigerian clothing brand that wants to expand its customer base globally.

Problem: AfroFashion wants to connect with customers in the US, UK, and other countries, but doesn’t want to invest in multiple international phone numbers or worry about high calling costs.

Solution: AfroFashion gets a PressOne VoIP number with a US, UK, or international dialing code.

 

How it helps:

  1. Global reach: AfroFashion can now be reached by customers worldwide, without needing multiple phone numbers.
  2. Local presence: The VoIP number gives AfroFashion a local presence in target countries, making it easier for customers to call.
  3. Cost-effective: VoIP calls are often cheaper than traditional international calls, saving AfroFashion money.
  4. Flexibility: AfroFashion can manage calls from anywhere, using any device with an internet connection.
  5. Professional image: A VoIP number with a international dialing code enhances AfroFashion’s professional image and credibility.

 

Example: A customer in the US calls AfroFashion’s US VoIP number (e.g., +1 555 1234). The call is routed to AfroFashion’s office in Lagos, Nigeria, over the internet. AfroFashion answers the call, and the customer doesn’t even know they’re calling a Nigerian business!

With a VoIP number, AfroFashion can easily connect with global clients, expand its customer base, and grow its business internationally.

 

5. Good Return on Investment

Here’s a simple explanation on how getting a VoIP number can bring a great return on investment (ROI) for your business in two key areas: communication and sales.

 

Communication:

  1. Increased efficiency: VoIP features like call routing, IVR, and video conferencing streamline communication, saving time and resources.

 

Sales:

  1. Improved customer service: VoIP features like call recording and analytics help you optimize customer interactions, leading to increased satisfaction and loyalty.
  2. Increased conversions: With VoIP, you can quickly respond to customer inquiries, reducing missed opportunities and increasing sales conversions.

 

By getting a VoIP number, you can:

  • Build customers trust
  • Enhance customer service
  • Increase sales conversions
  • Project a professional image
  • Scale your business efficiently

 

This leads to a significant return on investment, making VoIP a smart choice for businesses looking to improve communication and drive sales growth.

 

Frequently asked questions about VoIP Number

How to get a VoIP number?
You can get a VoIP number from a VoIP service provider. Simply sign up for an account, choose your desired number, and follow the setup process.

 

Why do people use a VoIP number?
People use VoIP numbers for flexible and cost-effective communication, remote work, and business purposes.

 

Are VoIP numbers free?
Some VoIP providers offer free numbers, while others charge a fee. It depends on the provider and plan. Free VoIP numbers aren’t advisable for businesses looking to grow

 

How much does a VoIP phone number cost?
Costs vary depending on the provider and plan. PressOne offers affordable VoIP number pricing options for growing businesses

 

How do I set up VoIP?
Setup typically involves creating an account, choosing a number, and configuring your device or phone.

 

Are VoIP calls free?
Some VoIP providers offer free calls, while others charge per minute or have monthly limits.

 

Can I use a VoIP number for WhatsApp?
Yes, you can use a VoIP number for WhatsApp, but ensure the provider allows it.

 

Who owns a VoIP number?
The VoIP service provider owns the number, but you can port it to another provider if needed.

 

What is an example of a VoIP number?
A VoIP number looks like a regular phone number (e.g., +1 202-555-0123).

 

Does PayPal allow VoIP?
Yes, PayPal allows VoIP numbers for account verification and transactions.

 

Can you trace a VoIP number?
Tracing a VoIP number is challenging, but possible with law enforcement or provider assistance.

 

Does VoIP have caller ID?
Yes, VoIP supports caller ID, but some providers may not display it.

 

Who uses a VoIP number?
Individuals, businesses, and organizations use VoIP numbers for various purposes.

 

Does VoIP record calls?
Some VoIP providers offer call recording features, but it depends on the provider and plan.

 

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