Home Accounting What Is It & Find out how to Set It Up

What Is It & Find out how to Set It Up

In case your corporate is rising rapid, chances are high that you’ve outgrown your corporate’s telephone gadget.
The shortcoming to take care of many calls without delay prices you gross sales and hurts the buyer revel in. A multi-line telephone gadget supplies crucial purposes like keeping calls and a lot more.
The most efficient section is that you simply gained’t want to any extent further telephone jacks or adjustments on your telephone numbers. There are a couple of tactics to arrange a enterprise telephone gadget to give a boost to more than one traces.
This information will let you to find the suitable multiline telephone gadget that matches your wishes.

What’s a multi-line telephone gadget?

A multi-line telephone gadget allows you to take care of two or extra calls concurrently. It permits staff to position calls on maintain, dial interior or exterior numbers, and go back to the road.
Multi-line telephones fluctuate from telephones with a unmarried line that may best take care of one telephone name at a time. Likewise, they have got one telephone quantity assigned to them. When the road is in use, callers shall be directed to a voicemail or a hectic sign.

Whilst you rent new staff and scale your buyer base, the single-line means hinders your enlargement.
Companies can arrange a multi-line phone gadget in certainly one of two major tactics:

What is a multi-line phone system? A business phone system that can handle 2 or more calls at the same time. Can be cloud-based on on-premise.
  • On-premises multi-line telephone gadget – This getting old on-premises telephone gadget calls for telecom apparatus. Examples come with a Non-public Department Trade (PBX) or Key Gadget Unit (KSU). Either one of which want many technical talents to control.
  • Cloud-based multi-line telephone gadget – This contemporary telephone gadget exists within the cloud to offer limitless telephone traces for telephones to make use of. Cloud telephone programs don’t want customers to be on-site to achieve a dial tone. Examples of this come with more recent VoIP telephone services and products and a few IP PBXs.

Trade homeowners hardly touched conventional telephone programs once they put in them. For probably the most section, a unmarried instrument with more than one traces and call numbers met their enterprise wishes.
At one time, PBX programs had been inexpensive to arrange and take care of. Because the era advanced, certified technicians was scarce. {Hardware} and ability make those slightly dear to stay. Additionally, they lack the essential capability for operating remotely.
The cloud-based multi-line telephone gadget leverages Voice over Web Protocol (VoIP) era. This more recent telephone gadget works the usage of an web connection reasonably than separate traces. Those telephone programs are extra succesful and cost-effective for firms of all sizes.

How does a multi-line telephone gadget paintings?

A multi-line telephone gadget creates an interior phone community with separate extensions. This capability shall we operators maintain incoming calls and notice different extensions’ real-time presence.
Conventional and cloud-based are two forms of telephone programs that give a boost to more than one phone traces. You will have to know the variations between each and every form of telephone gadget.

Conventional multi-line telephone programs

Analog multi-line telephone programs are available two flavors.
The primary is the place a unmarried landline supplies two-line capability the usage of current wires. You’d cord those into telephone jacks by means of the usage of yellow and black wires. You’ll want to pay for an additional line from the telephone corporate to make use of it. Analog handsets can transfer traces and position calls on maintain the usage of the flash button.
The second one kind is a Non-public Department Trade — or PBX for brief. It accepts more than one telephone traces by means of elementary landlines or trunks. Those supply telephone options reminiscent of voicemail, name forwarding, and speakerphone. If it’s a must to dial 9 to achieve an out of doors line, you could have a PBX.
Callers will obtain a hectic sign when your incoming traces are in use. This limitation is a notable worry to a enterprise that should develop.
Conventional telephone programs want table telephones that may settle for more than one traces. Those telephones be offering options like headsets or cordless telephone (DECT) functions. Alternatively, its recognition continues to say no in prefer of its selection: VoIP.
Multi-line telephone programs working within the cloud be offering the most efficient of each VoIP and PBX programs. Let’s glance below the hood to peer how they paintings.

Cloud-based multi-line telephone programs

The successor to the standard telephone gadget is the cloud telephone gadget. They provide multi-line functions with endless scalability. Plus, they provide many in-demand enterprise options incorporated.

How is that this conceivable?
This kind of multi-line telephone gadget makes use of Voice over Web Protocol. Bypass the native telephone corporate completely with VoIP. As a dependable enterprise VoIP supplier, Nextiva supplies a whole telephone gadget within the cloud with spectacular uptime.
A cloud telephone gadget converts calls into knowledge packets. It transmits them to a close-by knowledge heart. In an issue of milliseconds, the IP telephone converts the audio into the sound you’ll listen. The VoIP supplier supplies a digital PBX devoted to its business-class customers.
“Digital” is the most important difference relating to multi-line telephone programs.
Telephone extensions aren’t bodily telephone traces. There aren’t any telephone jacks, both. They’re logical representations for a cloud PBX to queue calls or supply name parking. You’ll be able to queue as much as 525 calls in line with line. That’s numerous calls!
So long as you could have a competent web connection, you’ll have as many traces as you wish to have.

example of how a multi-line cloud phone system works

Sorts of multi-line telephones (and use situations)

Choosing out the telephones in your corporate doesn’t should be a recreation of likelihood. There are a couple of forms of telephones to make use of together with your multi-line telephone gadget. Having extra traces doesn’t at all times imply higher.
We’ve damaged down telephones in accordance with the collection of traces in conjunction with examples.

2-line telephones

Photo of a new Poly VVX-150 VoIP Desk Phone (2-Line)

A two-line telephone gadget is perfect for small companies that experience a predictable name quantity.
Examples of businesses use-cases that would use two traces come with:

  • Solopreneurs with one line for gross sales and a 2nd one for provider.
  • Small workplaces with two staff, in order that they each and every have one line.
  • Small outlets to just accept incoming calls and one line for control.

You’ll be able to to find two-line VoIP table telephones for about $80. The Poly VVX 150 is a smart selection for the ones on the cheap.

4-line telephones

Photo of a new Cisco IP Phone 6851 VoIP Desk Phone (4-Line)

When you to find that staff want to position calls on maintain, heat switch, a four-line telephone is a smart have compatibility.
Take a look at those examples of a four-line telephone in use:

  • Small companies with gross sales reps and account managers to reply to incoming buyer calls.
  • Customer support groups with give a boost to reps name again shoppers, distributors, and staff.
  • Receptionists with a want to resolution and switch more than one incoming calls.

Costs for four-line telephones get started at round $160 in line with handset. The Poly VVX 250 or Cisco IP Telephone 6851 are nice choices for a heavy-duty VoIP telephone.

6-12-line telephones

Photo of a new Nextiva X-885 Multiline VoIP Phone (12-Line)

The following tier of multi-line telephones supplies higher efficiency than lesser VoIP telephones. They’ve quicker chipsets, extra reminiscence, and much more customization than same old phones. At this stage, they provide complicated options, reminiscent of line presence and softkeys.
Those shall be the most suitable option for those enterprise wishes:

  • Govt assistants who display screen and want to know their exec’s line standing.
  • Workforce supervisors who want to track more than one calls without delay.
  • Senior account executives who want to test stock and pricing with control.

Table telephones above 5 traces are generally above $250. The price-effective Nextiva X-885 VoIP telephone helps 12 traces for best $190.
For without equal flexibility, take a look at the Nextiva X-835 VoIP telephone. Right here’s a assessment from enterprise telephone gadget fanatic Prince Wealthy:

Video: Nextiva X-835 Instrument Evaluate by means of Wealthy Generation Crew

Versatile collection of telephone traces

The problem of opting for a telephone with a predefined collection of to be had telephone traces? It’s important to perceive your enterprise verbal exchange wishes and watch for your long term necessities.
Regardless of the collection of traces your corporate makes use of, it’s at all times higher to have telephones that may take care of extra. It’s vital to indicate those telephones best want one cord, which makes set up a breeze.
What if you want 4 telephone traces many of the 12 months, however as much as ten throughout busier seasons?
With conventional telephone programs, you’re not able to scale your name quantity rapid. And in the event you’re hiring aggressively, you’ll have so as to add extra traces and purchase new handsets.
That is the place hosted VoIP is available in. When your wishes exchange, you’ll upload extra telephone traces when you want them proper out of your admin dashboard.
As an alternative of buying new handsets, they may be able to use a enterprise telephone app on their smartphone. Increase, carried out!

Find out how to arrange a multi-line telephone gadget

When you cross down the standard telephone gadget path, you’ll want the telephone corporate to put in each and every line. You’ll additionally want to put aside a hefty funds for an on-premise PBX and a technician to set the whole lot up. You’ll want to configure table telephones to interface together with your PBX.
A cloud-based multi-line telephone gadget is a more practical selection. All you want is an web connection, and it best takes about 20 mins.

Listed below are the 4 steps to arrange your digital telephone gadget with more than one traces:

  1. Make a selection a enterprise telephone provider. Make a selection a plan in accordance with your corporation wishes. Nextiva has a spread of telephone plans filled with tough options. You’ll be able to additionally test it out without spending a dime.
  2. Assign telephone extensions. To your admin portal, you’ll get started including interior extensions of each and every of your staff individuals. This makes interior dialing and make contact with transfers simple.
  3. Document your telephone greetings. Add your customized greeting or report one out of your telephone (or laptop). Depart a long-lasting first-impression when other folks name your corporate.
  4. Start making and answering calls: When you don’t have a VoIP telephone but, you don’t must look ahead to one to reach. Get started together with your iOS or Android smartphone due to a softphone app.
how to set up a multi-line phone system: 1. choose a VoIP business phone provider 2. Assign phone extensions 3. record phone greetings 4. Start calling! Sign up at nextiva.com to get started.

You’ll have a multi-line telephone gadget in not up to an hour. VoIP telephones from Nextiva come provided with your entire settings, so you want to plug them in.

Complex options in a multi-line telephone gadget

What are you able to do with a multiline telephone gadget? They provide much more than more than one phone extensions. Some options range between on-premises PBXs and cloud telephone programs.
Let’s dive into the highest VoIP options you’ll wish to have for your multi-line telephone gadget.

1) Auto attendant

An auto attendant directs incoming calls to the suitable particular person or staff in accordance with your caller’s keypad enter.
The usage of an auto-attendant improves the buyer revel in by means of decreasing the ready time. You’ll additionally put across a picture of a pro enterprise without reference to your corporate’s measurement.
Save your self time thank you to those ready-made auto attendant scripts.

2) Name maintain and make contact with parking

Name maintain allows you to pause a decision so you’ll communicate with a colleague or resolution every other name. Name parking is the same, however with the additional advantage of permitting others to retrieve the decision that you simply’ve placed on maintain.
Retaining and parking calls provide you with the good thing about resolving each and every buyer name. Additionally, on-hold tune engages callers and declares customized messages like fee choices.

3) Name analytics

Advanced features in a multiline phone system - screenshot of call stats and analytics

Measuring name volumes and associating the ones with enterprise task is helping you scale your company. Nextiva’s business-grade web telephone provider presentations real-time name knowledge and enterprise analytics.
At a look, supervisors can view reviews and create customized dashboards for management and body of workers to accomplish at their very best.

4) Name forwarding

The name forwarding function permits you to switch calls to any telephone quantity or instrument. Relying in your supplier, you may also path calls on your voicemail, table telephone, or mobile phone.
Name forwarding is helping you keep operational, together with while you’re out of the workplace. You’ll be able to get rid of ignored calls and ignored enterprise alternatives.

5) Name routing

Name routing is a VoIP function that directs inbound calls to any individual in accordance with any standards you outline. This good judgment contains the time, caller ID, and auto attendant picks.
You’ll be able to path your calls on your staff the usage of any of those insurance policies:

  • Spherical-robin: calls are dispensed in equivalent type around the staff
  • Common: calls are responded in chronological order
  • Uniform: calls cross to the agent who’s been to be had the longest
  • Simultaneous: the entire telephones ring, and the agent that solutions it first takes the decision
  • Weighted: You place a ratio of calls to be routed to each and every agent

6) Trade voicemail

When you don’t select up your name on time, permit your callers to depart a voicemail. This implies you gained’t lose a possible lead or an opportunity to thrill a buyer. Differently, they will flip on your competitor.
Trade voicemail too can ship voicemail transcripts on your electronic mail or textual content message. Stay on best of your voicemails so you’ll apply up in a well timed approach.

7) Display screen pop

Screen pop feature (Call Pop) built into a cloud-based phone system for teams.

Display screen pop presentations real-time data about callers the instant your telephone rings. Nextiva’s Name Pop surfaces knowledge reminiscent of buyer sentiment and previous interactions. This integrates together with your CRM takes your buyer revel in to the following stage.

8) Toll-free numbers

Toll-free enterprise numbers let you acquire a countrywide presence. Toll-free numbers function an 800/888/866 space code that doesn’t rate landline callers.
Identify consider together with your target audience and monitor incoming calls throughout advertising and marketing campaigns. You’ll be able to additionally get a toll-free quantity like 1-800-CONTACTS and construct a good more potent logo.

9) Audio conferencing

Use a convention name to host conferences the usage of your telephone or an web connection. Convention calls are a staple for any trendy telephone gadget, however it’s in most cases an add-on for landline setups.
Convention calling brings contributors in combination with out a dear PBX or a third-party provider. You’ll be able to experience productive conferences with colleagues, companions, or shoppers. A cloud-based VoIP answer method contributors revel in HD name high quality, too.

10) Name recording

Illustration of a business phone call recording solution

Recording telephone calls will increase responsibility and coaching alternatives together with your staff. It reveals tough insights about your potentialities and your buyer revel in.
Tailored from high-volume name facilities, VoIP name recording doesn’t want any cassettes or apparatus. Customise this option to report all calls, choose customers, or on-demand.

Advantages of a multi-line telephone gadget

Do you continue to want convincing on the benefits of a multi-line telephone gadget? Listed below are some perks to imagine.

Decrease prices

Taking place the cloud telephone gadget path is one of the simplest ways to offer more than one telephone traces on your staff.
A landline telephone gadget in accordance with the Simple Previous Phone Gadget (POTS) prices $50 in line with line on reasonable. That calling plan in most cases is for native calls best. It additionally lacks any of the enterprise telephone options that businesses use nowadays.
It’s no secret companies have moved on from the likes of AT&T, Verizon, CenturyLink, and Frontier for the cloud. They’re saving as much as 65% off their communications prices.
VoIP-powered telephone programs charge not up to $20 in line with line each and every month. You additionally gained’t pay for set up, a PBX server, or toll fees, due to limitless calling.


Your telephone gadget must be dependable and safe. On-premises telephone programs go away you at risk of energy or community outages.
VoIP telephone programs depend on more than one knowledge facilities for redundancy. Your online business works uninterrupted, it doesn’t matter what occurs to the telephone infrastructure.
On best of that, best provider suppliers adhere to requirements, together with PCI, SOC 2, and HIPAA. Focal point in your shoppers as an alternative of being worried about safety audits. Hooray!


Think you’re hiring remotely, opening new workplaces, or switching to a hybrid staff. If so, you want a telephone gadget that permits staff to paintings from anyplace.
A standard multi-line telephone gadget limits them to the workplace. It makes verbal exchange difficult once they’re operating remotely.
A cloud-based telephone gadget provides you with the versatility to equip your staff with the equipment they want. They may be able to get paintings carried out from the benefit in their mobile phone and an web connection.

Cloud communications is among the top three applications hosted entirely in the cloud.
Trade verbal exchange is the 1/3 hottest utility within the cloud. (Spiceworks)


In case your corporate is rising and also you don’t need era to get in the best way, a cloud VoIP gadget is your very best guess. It allows you to upload telephone traces conveniently. Even including extra places to the similar telephone gadget will also be carried out with none technical talent.
If in case you have a spike in call for or build up headcount, your telephone provider gained’t maintain you again. Glance to name queuing for differently to scale your customer support staff.
Cloud telephone suppliers like Nextiva boast an outstanding 99.999% uptime and availability.


A multi-line telephone gadget simplifies existence for you and your staff. They grow to be extra productive and will propel the corporate ahead.
Due to options like auto attendants and toll-free numbers, you’ll earn consider amongst your shoppers. If you want to arrange an inbound name heart, you’ll do this in not up to an afternoon.
Long past are the times of your telephone corporate leaving you stranded. When you ever want a serving to hand, touch us 24/7.

Enjoy the most efficient enterprise telephone gadget

Nextiva reviews and ratings - G2 (4.6 out of 5), Gartner Peer Insights (4.6 out of 5), and GetVoIP (4.7 out of 5).

When opting for a enterprise telephone gadget, take into accounts your wishes nowadays and a couple of years from now. What’s the best approach you wish to have to engage with shoppers? Your communications platform could make or wreck your good fortune.
An on-premises multi-line telephone gadget can restrict your attainable. It holds you again by means of expanding prices and denying your staff the complicated capability they want.
Cloud-based telephone programs are the gold same old for startups, midsize, and enterprises alike. U.S. Information named Nextiva the most efficient enterprise telephone provider national in 2020 and 2021.
Nextiva supplies a whole multi-line telephone gadget for not up to part the price of landlines. Get all of it beginning at $18.95/month and also you gained’t glance again.