December 1, 2022

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The Beginner's Guide to Multi-Line Phone Systems & Top Phone Picks

In case your corporate is rising rapid, likelihood is that you’ve outgrown your corporate’s telephone machine.
The lack to take care of many calls directly prices you gross sales and hurts the buyer enjoy. A multi-line telephone machine supplies very important purposes like retaining calls and a lot more.
The most productive phase 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 machine to beef up a couple of strains.
This information will mean you can to find the proper multiline telephone machine that matches your wishes.

What’s a multi-line telephone machine?

A multi-line telephone machine permits you to take care of two or extra calls concurrently. It permits workers to put calls on preserve, dial inner or exterior numbers, and go back to the road.
Multi-line telephones vary from telephones with a unmarried line that may handiest care for one telephone name at a time. Likewise, they have got one telephone quantity assigned to them. When the road is in use, callers can be directed to a voicemail or a hectic sign.

While you rent new workers and scale your buyer base, the single-line means hinders your enlargement.
Companies can arrange a multi-line phone machine in considered 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 machine – This growing older on-premises telephone machine calls for telecom apparatus. Examples come with a Non-public Department Change (PBX) or Key Gadget Unit (KSU). Either one of which want many technical talents to regulate.
  • Cloud-based multi-line telephone machine – This contemporary telephone machine exists within the cloud to supply limitless telephone strains for telephones to make use of. Cloud telephone techniques don’t want customers to be on-site to succeed in a dial tone. Examples of this come with more recent VoIP telephone services and products and a few IP PBXs.

Trade homeowners hardly ever touched conventional telephone techniques once they put in them. For essentially the most phase, a unmarried tool with a couple of strains and speak to numbers met their enterprise wishes.
At one time, PBX techniques have been reasonably priced to arrange and care for. Because the generation advanced, certified technicians changed into scarce. {Hardware} and ability make those somewhat pricey to stay. Additionally, they lack the essential capability for running remotely.
The cloud-based multi-line telephone machine leverages Voice over Web Protocol (VoIP) generation. This more recent telephone machine works the usage of an web connection moderately than separate strains. Those telephone techniques are extra succesful and cost-effective for corporations of all sizes.

How does a multi-line telephone machine paintings?

A multi-line telephone machine creates an inner phone community with separate extensions. This capability shall we operators preserve incoming calls and notice different extensions’ real-time presence.
Conventional and cloud-based are two varieties of telephone techniques that beef up a couple of phone strains. You will have to know the variations between every form of telephone machine.

Conventional multi-line telephone techniques

Analog multi-line telephone techniques are available in 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 through 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 strains and position calls on preserve the usage of the flash button.
The second one kind is a Non-public Department Change — or PBX for brief. It accepts a couple of telephone strains by the use of elementary landlines or trunks. Those supply telephone options akin to voicemail, name forwarding, and speakerphone. If you need to dial 9 to succeed in an outdoor line, you could have a PBX.
Callers will obtain a hectic sign when your incoming strains are in use. This limitation is a notable worry to a enterprise that should develop.
Conventional telephone techniques want table telephones that may settle for a couple of strains. Those telephones be offering options like headsets or cordless telephone (DECT) features. Then again, its recognition continues to say no in choose of its selection: VoIP.
Multi-line telephone techniques working within the cloud be offering the most efficient of each VoIP and PBX techniques. Let’s glance underneath the hood to peer how they paintings.

Cloud-based multi-line telephone techniques

The successor to the normal telephone machine is the cloud telephone machine. They provide multi-line features with countless scalability. Plus, they provide many in-demand enterprise options integrated.

How is that this imaginable?
This kind of multi-line telephone machine makes use of Voice over Web Protocol. Bypass the native telephone corporate fully with VoIP. As a dependable enterprise VoIP supplier, Nextiva supplies a whole telephone machine within the cloud with spectacular uptime.
A cloud telephone machine converts calls into knowledge packets. It transmits them to a close-by knowledge heart. In a question 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 with regards to multi-line telephone techniques.
Telephone extensions aren’t bodily telephone strains. 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 according to line. That’s a large number of calls!
So long as you could have a competent web connection, you’ll have as many strains as you need.

example of how a multi-line cloud phone system works

Kinds of multi-line telephones (and use instances)

Choosing out the telephones in your corporate doesn’t should be a recreation of probability. There are a couple of varieties of telephones to make use of together with your multi-line telephone machine. Having extra strains doesn’t all the time imply higher.
We’ve damaged down telephones in keeping with the choice of strains in conjunction with examples.

2-line telephones

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

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

  • Solopreneurs with one line for gross sales and a 2d one for provider.
  • Small workplaces with two workers, so that they 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 brilliant selection for the ones on the cheap.

4-line telephones

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

For those who to find that workers want to position calls on preserve, heat switch, a four-line telephone is a brilliant are compatible.
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 beef up reps name again shoppers, distributors, and workers.
  • Receptionists with a want to solution and switch a couple of incoming calls.

Costs for four-line telephones get started at round $160 according to handset. The Poly VVX 250 or Cisco IP Telephone 6851 are nice alternatives 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 have got sooner chipsets, extra reminiscence, and much more customization than same old phones. At this degree, they provide complex options, akin to line presence and softkeys.
Those can be the most suitable option for those enterprise wishes:

  • Government assistants who display screen and want to know their exec’s line standing.
  • Crew supervisors who want to track a couple of calls directly.
  • Senior account executives who want to test stock and pricing with control.

Table telephones above 5 strains are in most cases above $250. The price-effective Nextiva X-885 VoIP telephone helps 12 strains for handiest $190.
For without equal flexibility, check out the Nextiva X-835 VoIP telephone. Right here’s a assessment from enterprise telephone machine fanatic Prince Wealthy:

Video: Nextiva X-835 Instrument Assessment through Wealthy Era Team

Versatile choice of telephone strains

The problem of opting for a telephone with a predefined choice of to be had telephone strains? You must perceive your enterprise conversation wishes and await your long term necessities.
Regardless of the choice of strains your corporate makes use of, it’s all the time higher to have telephones that may take care of extra. It’s vital to show those telephones handiest want one cord, which makes set up a breeze.
What if you wish to have 4 telephone strains many of the yr, however as much as ten all over busier seasons?
With conventional telephone techniques, you’re not able to scale your name quantity rapid. And should you’re hiring aggressively, you’ll have so as to add extra strains and purchase new handsets.
That is the place hosted VoIP is available in. When your wishes trade, you’ll upload extra telephone strains when you wish to have them proper out of your admin dashboard.
As a substitute of buying new handsets, they may be able to use a enterprise telephone app on their smartphone. Growth, completed!

Learn how to arrange a multi-line telephone machine

For those who move down the normal telephone machine direction, you’ll want the telephone corporate to put in each line. You’ll additionally want to put aside a hefty finances for an on-premise PBX and a technician to set the entirety up. You’ll want to configure table telephones to interface together with your PBX.
A cloud-based multi-line telephone machine is a more effective selection. All you wish to have is an web connection, and it handiest takes about 20 mins.

Listed below are the 4 steps to arrange your digital telephone machine with a couple of strains:

  1. Select a enterprise telephone provider. Make a choice a plan in keeping with your online business wishes. Nextiva has a spread of telephone plans full of tough options. You’ll be able to additionally test it out free of charge.
  2. Assign telephone extensions. On your admin portal, you’ll get started including inner extensions of every of your staff contributors. This makes inner dialing and phone transfers simple.
  3. Document your telephone greetings. Add your customized greeting or file one out of your telephone (or laptop). Depart an enduring first-impression when folks name your corporate.
  4. Start making and answering calls: For those who don’t have a VoIP telephone but, you don’t need to stay up for 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 to get started.

You’ll have a multi-line telephone machine in lower than an hour. VoIP telephones from Nextiva come provided with all of your settings, so you wish to have to plug them in.

Complex options in a multi-line telephone machine

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

1) Auto attendant

An auto attendant directs incoming calls to the proper particular person or staff in keeping with your caller’s keypad enter.
The use of an auto-attendant improves the buyer enjoy through lowering 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 preserve and phone parking

Name preserve permits you to pause a choice so you’ll communicate with a colleague or solution every other name. Name parking is the same, however with the additional good thing about permitting others to retrieve the decision that you simply’ve placed on preserve.
Maintaining and parking calls provide you with the good thing about resolving each buyer name. Additionally, on-hold song engages callers and pronounces customized messages like cost 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 process 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 studies and create customized dashboards for management and team of workers to accomplish at their easiest.

4) Name forwarding

The name forwarding function means that you can switch calls to any telephone quantity or tool. Relying to your supplier, you may additionally direction 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 neglected calls and neglected enterprise alternatives.

5) Name routing

Name routing is a VoIP function that directs inbound calls to somebody in keeping with any standards you outline. This common sense contains the time, caller ID, and auto attendant choices.
You’ll be able to direction your calls on your staff the usage of any of those insurance policies:

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

6) Trade voicemail

For those who don’t pick out up your name on time, permit your callers to go away a voicemail. This implies you gained’t lose a possible lead or an opportunity to please a buyer. Differently, they’ll 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 observe up in a well timed manner.

7) Display pop

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

Display pop presentations real-time information about callers the instant your telephone rings. Nextiva’s Name Pop surfaces knowledge akin to buyer sentiment and previous interactions. This integrates together with your CRM takes your buyer enjoy to the following degree.

8) Toll-free numbers

Toll-free enterprise numbers mean you can achieve a countrywide presence. Toll-free numbers function an 800/888/866 house code that doesn’t price landline callers.
Identify agree with together with your target market and observe incoming calls throughout advertising 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 machine, nevertheless it’s generally an add-on for landline setups.
Convention calling brings individuals in combination with out a dear PBX or a third-party provider. You’ll be able to revel in productive conferences with colleagues, companions, or shoppers. A cloud-based VoIP resolution manner individuals enjoy HD name high quality, too.

10) Name recording

Illustration of a business phone call recording solution

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

Advantages of a multi-line telephone machine

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

Decrease prices

Taking place the cloud telephone machine direction is the easiest way to supply a couple of telephone strains on your staff.
A landline telephone machine in keeping with the Simple Previous Phone Gadget (POTS) prices $50 according to line on moderate. That calling plan generally is for native calls handiest. It additionally lacks any of the enterprise telephone options that businesses use as of late.
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 techniques charge lower than $20 according to line every month. You additionally gained’t pay for set up, a PBX server, or toll fees, due to limitless calling.


Your telephone machine must be dependable and safe. On-premises telephone techniques go away you susceptible to energy or community outages.
VoIP telephone techniques depend on a couple of 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 to your shoppers as an alternative of being concerned about safety audits. Hooray!


Think you’re hiring remotely, opening new workplaces, or switching to a hybrid body of workers. If that’s the case, you wish to have a telephone machine that permits workers to paintings from any place.
A standard multi-line telephone machine limits them to the workplace. It makes conversation difficult after they’re running remotely.
A cloud-based telephone machine will provide you with the versatility to equip your staff with the equipment they want. They may be able to get paintings completed from the ease in their mobile phone and an web connection.

Cloud communications is among the top three applications hosted entirely in the cloud.
Trade conversation is the 1/3 most well liked utility within the cloud. (Spiceworks)


In case your corporate is rising and also you don’t need generation to get in the best way, a cloud VoIP machine is your easiest guess. It permits you to upload telephone strains conveniently. Even including extra places to the similar telephone machine can also be completed with none technical talent.
You probably have a spike in call for or building up headcount, your telephone provider gained’t preserve you again. Glance to name queuing for otherwise to scale your customer support staff.
Cloud telephone suppliers like Nextiva boast an excellent 99.999% uptime and availability.


A multi-line telephone machine simplifies existence for you and your workers. They develop into extra productive and will propel the corporate ahead.
Due to options like auto attendants and toll-free numbers, you’ll earn agree with amongst your shoppers. If you wish to have to arrange an inbound name heart, you’ll do this in lower than an afternoon.
Long past are the times of your telephone corporate leaving you stranded. For those who ever desire a serving to hand, touch us 24/7.

Enjoy the most efficient enterprise telephone machine

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 machine, consider your wishes as of late and a couple of years from now. What’s the best manner you need to have interaction with shoppers? Your communications platform could make or spoil your good fortune.
An on-premises multi-line telephone machine can prohibit your attainable. It holds you again through expanding prices and denying your staff the complex capability they want.
Cloud-based telephone techniques 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 machine for lower than part the price of landlines. Get all of it beginning at $18.95/month and also you gained’t glance again.

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