One of the greatest milestones of running a business is realising that it’s time to expand your team. Bringing more team members on board means more people to serve your clients and find new opportunities that are out there.
But naturally, with growth, comes some growing pains and hurdles to overcome. This is particularly true when it comes to your company’s communication. Every new hire needs a way to engage with clients and collaborate with colleagues and traditionally, phone calls have always been the way to do it.
And digital phones, powered by Voice over Internet Protocol (VoIP), are stepping in to make this transition with new team members much easier.
The Rise Of Digital Phone Systems
In the past, adding new users to a traditional landline was a logistical headache. You would contact your service provider to request a new line. It also meant that a technician had to be called out to set up the desk phone.
It could take weeks, or days if you were fortunate, for the new line to become fully functional. Not to mention your monthly bill would also increase to accommodate the new line and equipment.
Nowadays, things are very different and more agile. You can add a new user in minutes from your dashboard and hardware isn’t required. When it comes to costs, you’re only paying for an additional license in your existing plan which is easier to budget for.
And, most importantly, digital phones can accommodate remote workers too. Even if your new hire is in an entirely different country, they can still be onboarded the same way.
How To Add New Users To Your Digital Phone Line
Here is a step-by-step guide on how you can easily add new users to your digital phone line. While some of the steps may differ depending on who your service provider is, it’s generally a straightforward process.
Log Into The Admin Portal
With many of the VoIP providers, you will get exclusive access to a dashboard where you can manage your settings and users.
It eliminates the need for you to call your provider and wait for someone to assist you when you can easily do it yourself.
Add A New User
To do this, look for an option that says add user. Or, it might say “new seat.” It will ask you to fill out some basic information including the hire’s name, contact detail and job role.
If you need to add multiple users at once, simply repeat the step until they have all been successfully loaded.
Assign Numbers And Extensions To Users
With an extension, callers will be able to reach the new user and you can even give them a direct line if you wish.
Some systems might allow shared numbers so you can have multiple users answering calls from only one line.
Determine Permissions And Features
Not all users will need the same level of access and for security purposes, it’s best to keep them limited to only what they need.
For example, sales teams will need to access Customer Relationship Management (CRM) integrations while managers need to see reporting tools and call monitoring.
Confirm Login Details With The User
When the account has been successfully created, a username and password will be generated. Sometimes it’s emailed directly to the user or you as the admin will have to share it with them.
To check that it works correctly, get the new user to log in from their desired device.
Test The New Line
It’s recommended that the new hire makes a few test calls and set up their voicemail messages. It may take a bit of time and playing around with it to get comfortable so this should be encouraged.
With that said, modern VoIP systems are quite intuitive so some users may find they are good to go after a couple of minutes.
Tips For A Smooth Transition
If you know that your team is planning on expanding, make sure that your VoIP plan accommodates new lines and users without any hidden fees that may come as a surprise down the line.
You can also create call groups so instead of assigning calls to one individual, it goes to a department. This ensures that no call goes unanswered, even if some members are unavailable.
Lastly, as the admin user, always regularly review your users. It’s natural for staff to come and go or change their roles so make sure to keep your system up-to-date with the relevant admin access.
