Are you often busy with phone calls, but tired of constantly picking up the phone and typing in those numbers? Are you tired of taking notes with one hand and keeping an eye on your screen? Do you often hold expensive calls abroad? Well, we have a solution for you.
Twilio, our third voice over IP service, allows you to - without a third party - make calls via click-to-dial and receive calls directly in Teamleader. You simply buy foreign phone numbers in order to keep your service affordable. On top of that, you can easily communicate with colleagues.
The setup of Twilio Voice Over IP
Like most of our links you can activate Twilio via " Integrations " in the top right menu , just below your name. Click VoIP calls, and choose Twilio. In the new screen, you'll immediately see a list with prices and you can move on to purchasing telephone numbers.You can search if a particular number is still available, and this for all country codes in the world.
Purchasing a telephone number costs € 25. As a bonus, you’ll get the first number for free for a month.
Setting up a ring-group
With every phone number that you buy, you can set a ring-group. In a ring group you can set up whether one person or a whole team is responsible for the incoming calls for a particular number. If a team is responsible and you get an incoming call, all members of the group will get the incoming call. We’ll explain more about this matter later in this blogpost.
If no one answers the call, the caller is forwarded to voicemail. Via text-to-speech you can type a message that will be read by a graceful voice. You can choose between several languages.
Determine business hours
Once the voicemail is set up, you can proceed to choosing your office hours so you’ll only receive incoming calls in those hours. All calls that come before or after the specified hours, end up directly in voicemail. Once you're set up, you simply click "Save" and you can start with Twilio.
You now get a new icon in the toolbar at the top. This button shows your availability status, and that of your colleagues. There are three options:
- Available: you can receive and answer calls.
- Busy: your status is busy for your colleagues, but you can still receive calls. It's your choice whether or not you answer them. If there’s a meeting planned in your Teamleader agenda, your status is automatically adjusted to “Busy”.
- Offline: you are not available and you will not receive calls. If you're not logged in Teamleader, your status will be “Offline”.
Since there’s no physical device that comes with Twilio, we provide a keypad where you can easily type in numbers . To do this, click on the status symbol at the top. Now you can call any local or foreign number. If you have purchased multiple numbers, you can still choose which number you are calling from. Once you start the call, you can end it or forward it to a colleague.
That is not all . As with our other links with IP Nexia and VoIP Center we also keep the ‘click-to-dail’ function in Teamleader. This feature means that you need to click on the phone number of a contact or company to call that number.
Taking notes while calling remains possible. Anything you write as a note, comes back in the timetracking afterwards. Need a callback? With one click you plan one for yourself or a colleague.
You get an incoming call? On the lower right side of your screen will appear a pop-up with all information about the call. If Teamleader recognizes the phone number, you will see the name of the caller. Unknown caller? Take the call and you can immediately fill-in the data.
Depending on the ring group that you have set, one or more group members will receive the calls. The principle is a bit like 'first come, first served’: The one who accepts the call will be assigned to the call and the time tracking. The pop-up disappears with the other members of the ring group. With outgoing calls, you can add notes immediately as well. When you reject an incoming call, the rest of the ring group members will still be able to answer the call.
However, if you choose to hang up the phone, then the call ends in general and the caller is redirected to voicemail.
Is the caller looking for a specific person? Send him or her to the appropriate colleague: "Forward" puts the caller in a queue ( and he gets to hear " Fantasy Impromptu " from Chopin ) . Meanwhile, you will see a list of all the colleagues and their status. Choose the right coworker and tell him or her what it is about. Your colleague can accept or reject the call. In case he declines the call, the caller goes back to you.
With Twilio, you can also make internal calls if you would like to reach someone from another department. You can click on the status button and make the intern call to a specific someone. He or she will receive the incoming call and may choose to accept or decline the call.
Not unimportant is the pricing of course. Purchasing a telephone number will cost you € 25 per month, regardless of whether it is a local or international number. Prices vary per call and depend on what number you are calling (local / international / mobile).
Customer support service by UserEcho