Virtual Phone Number - A Complete Guide

Day by day we are leaving the traditional methods to move fast forward with the digital age. Communication is one that came under this changing scenario. The gaining popularity of virtual phone numbers is the perfect example of it. However, do you know what exactly is it? How one can get it?

Let's dive into this complete guide to understand what these virtual numbers are? Know how they are different from the personal numbers.

What is a Virtual Number in Real-Sense?

This is a cloud-based number that empowers voice calling over the internet with the help of VoIP(Voice Over Internet Protocol). These numbers are not depending upon any physical location unlike our traditional numbers. Our numbers used to be linked with a specific address through lan cable as per traditional method, whereas virtual numbers are assigned to users remotely.

Users can access their virtual numbers from anywhere with internet access. Virtual numbers are not necessary to have a physical phone, one can call even through VoIP apps on computers, tablets, IP desk phones, and cell phones. Businesses can buy an unlimited number of virtual numbers and extensions from their toll-free, local and vanity numbers.

How Does a Virtual Phone Number Work?

These numbers originated in the cloud and linked to telephone numbers that already exist. That is why these numbers are often referred as cloud telephony.

When data leaves the user's local WiFi network, the VoIP sends it from one data centre to another, until it reaches the recipient's network. Once it is reached into the recipient's device,they reassemble into voice audio.

To use a virtual number as a router, all you need is an Ethernet cord, and a VoIP device. You need VoIP equipment like headset, speakers, microphones, and VoIP-enabled desk phones. These numbers also come with HD audio functionality where you can add features like noise cancellation, separate background noise and can adjust audio levels.

Businesses manage their communications regardless of physical location by forwarding incoming calls to a designated phone or device. Along with receiving calls, these numbers also can be used for outgoing calls. Virtual phone service can be used for making and receiving calls from clients, customers, and business partners. It gives flexibility to people to work from any location as per their wish.

What are The Types of Virtual Phone Numbers?

These cloud telephony numbers are available in various types. Each one is customised to meet specific business needs and preferences.

1. Local Numbers: These are normal phone numbers, provided based on your chosen area code.

2. Toll-Free Numbers: These are US based numbers that charge calling costs to businesses, not consumers. Mostly these numbers begin with a unique three-digit prefix that begins with number 8 like 888 or 844 etc.

3. Vanity Numbers: These are the toll free numbers that use phrases and are easy to remember , like 1-888-DOG-FOOD etc.

4. International Numbers: These numbers are local numbers based outside of your domestic country. These international numbers actually cost more than normal numbers. These numbers are charged at the international country's rate.

5. Ported Numbers: If you want to use your business phone number, and want to continue it for longer then your VoIP service provider uses number porting to transfer your current landline number to your new account with them.

How to Get a Virtual Phone Number?

Sign up with a VoIP provider to get a virtual number. To select a phone number, port to your pre-existing numbers, or to assign numbers to your agents you can use virtual phone numbers. Users can begin making and receiving phone calls from the virtual numbers along with many more features. Here are steps to get a virtual phone number:-

1. Sign up with VoIP Provider: A VoIP provider offers the phone system, application,and network for the number. You can even find various pricing plans according to your utilisation.

2. Select or Port Numbers: After signing up, purchase your virtual numbers from your VoIP provider. Administrators can purchase phone numbers within the VoIP app with a variety of area codes,cities, and countries. If you want to port your pre-existing numbers to your VoIP phone system, then you need to fill a form given by the provider. This process will take a few weeks.

3. Assign numbers to agents: Manage and add users of your company from administrator portal. It is easy for you now to assign virtual numbers of your account's to agents. You can assign virtual numbers to IVR call flows.

4. Make and Receive Calls: Once your account's user has user numbers, you need to log in to the VoIP app from your provider. Agents can start taking and making calls from their mobile or desktop devices.

5. Set up Routing and Queueing: After setting up users with numbers, you can set more intricate features for business purposes using a phone system. Drag and drop design tools are set up by the administrator to set up IVR, to create ring groups and to build call queues.

Why does one use a Virtual Phone Number?

• You can hide your real number and be able to maintain full privacy.

• Enjoy more flexibility with route calls to any phone.

• Receive a local number for any city and country.

• Get only internet access to connect your call to any corner of the world.

Different Features of Virtual Number

• Text Messaging throughout the USA, Canada and the globe

• Virtual dashboard and interface that includes call controls, contacts, voicemail, team messaging and video communications.

• Voicemail inbox and call log are available by date or contact. Many softwares also include voicemail transcription to forward voicemails by email and SMS.

• Automatic call distribution navigates inbound calls to the best suited agent. It includes the factors in an agent are skills, based routing, business hours for the optimal agent. You can route calls or forward them by setting business hours.

• Interactive voice response or IVR creates your phone menu with self service features to your customers. IVR menus give dial-tone options for customers to choose which queue, department or agent they would like to reach.

• Call queues for agents and departments make inbound callers remain organised. Agents and supervisors can monitor queue wait times through VoIP apps. So the agents can call customers back in one click.

• Ring groups to receive incoming calls at once. Link agent phone numbers also.

• Call analytics helps in tracking metrics and KPIs about agent call volume, activity, and over all call centre performance. Administrators can track a variety of historical insights and real time calls.

• Third party integrations are popular in VoIP platforms. The automated functionality and data transfer across platforms provide hassle-free workflows with streamlined communication.

• Desktop & mobile apps are provided by VoIP providers, those also include vivid browsers along with Android, iPhone, iOS etc.

• Contact management is very much active in virtual numbers. It includes business details, contact preferences, and notes by employees. The advanced system can be integrated with the CRM platform to track customer details.

• Call monitoring feature helps supervisors to track agents closely. Supervisors can listen in on calls, give private guidance to agents or can join the call for support.

• Call controls let agents get access to a variety of live call management features like call recording, call forwarding , call ID and call transfers.

Virtual Number Benefits

• Easy to use: Administrators can buy vanity, toll-free and local VoIP numbers within a fraction of time and assign instantly to agents. From different devices, agents can access various capabilities with their numbers.

• More features: Virtual numbers provide a wide range of communications features like skills-based routing, internal team chat, call queues and many more.

• 24x7 global service: If your business has several locations in the global map still you can use a single, centralised number or area code to answer inbound calls. Call routing methods can be time-based or location based to connect with customers instantly.

• Support remote teams: Remote and blended team members will receive more flexibility for business calls through these numbers.

• Enables business: Users make calls and access all their VoIP features to enable internet connection from anywhere to anywhere. They can make calls at a cafe, from a store, from the car or even from a vacation.

• Establish Global Presence: Purchasing international numbers, make it easy for foreign customers to reach local area codes throughout the world. Customers get the impression that you are a local company, so they don't have to pay long-distance charges.

• Scalable: Administrators can include or remove numbers in a minute. By paying the provider's monthly add-on rate and selecting a number they can either add or remove.

• Sharing between users: Cloud-based phone systems enable users to share multiple phone numbers. Some providers with extensions and shared number access, allow multiple agents to use phone numbers at once.

Virtual Number Risks

• Reassigning numbers: Virtual phone numbers often reassigned to subscribers. Suppose a local area has limited codes then there are chances the number will be reassigned to any other person who just pays extra.

• Lack of advanced features: Voice phone calls and text messages are the only functions you will receive with free phone apps. Sometimes those are also limited by minutes or messages.

• Not all device friendly: Instead of your mobile device if you want to move the call to your desktop or laptop then some virtual phone apps won't work.

• Extra cost for premium: The basic plans have limited features. When you want features like call recording, interactive voice response, auto attendants, call transfer etc, you need to pay extra to enter into premium plans. In free offers you also have to deal with intrusive and unavoidable ads to make a call.

• Shaking trust factor: There are some services who provide two-factor authentication (2FA) who don't trust virtual numbers.

Teldrip's Assistance

As an AI call tracking solutions provider, Teldrip offers powerful features by combining businesses with virtual phone numbers. Here is how Teldrip can enhance your virtual number experience:

• Enhanced Call Analytics: Teldrip can analyse call data from virtual numbers to provide actionable insights. By understanding call patterns, call outcomes and customer behaviour, you can optimise your marketing campaigns to improve customer service with better business driving decisions.

• Intelligent Call Routing: Teldrip algorithms can analyse caller data in real-time to determine the best route for incoming calls. Starting from directing calls to appropriate departments to forwarding them to right agent on the basis of call history, our intelligent call routing ensures an efficient and seamless call experience for customers

• Tailored Customer Interactions: Teldrip analyses caller data and preferences to give customers a personalised call experience. It makes a more engaging and tailored experience for callers through customised greetings, call routing and targeted promotions. Because it helps in customer satisfaction and loyalty.

• Predictive Analytics: Our call tracking can predict future call volumes, customer preferences based on historical data and peak calling times. Our analytics allows you to prepare yourself better for high call volumes, tailor your marketing strategies and allocate resources effectively to meet customer needs.

• Automated Call Transcription: The call tracking can automatically transcribe and analyse call recordings from virtual numbers. This feature provides valuable customer conversation insights, help in identifying common issues, open ways for team training opportunities and show the areas of product and service improvement.

• Realtime Reporting: Get real-time reporting and alerts through call tracking offers. It allows you to monitor call performance, track key metrics, and receive instant notifications for vital events and important trends. This real-time visibility enables you to make informed decisions quickly and adapt your needed strategies. 

Final Thought

Virtual phone numbers not only offer cost efficacy and flexibility but also provide professional communication solutions for modern businesses. It hardly matters for virtual numbers to provide you connectivity whether you are a small entrepreneur or a large enterprise, It only provides you the best connectivity with customers. In this blog you must have understood these numbers' speciality, their types, what are the pros and cons,  limitations, to make an informed decision to align with your business requirements.

Teldrip's comprehensive virtual phone number makes it easier for you to manage and optimise your communication strategy. With Its easy setup, cost-effective plans, advanced features, and reliable support, Teldrip can be your trusted partner for all virtual number needs. Enter into the future of communication with Teldrip today.