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A multi-line phone system is a phone system that lets you take multiple calls at once on separate lines.
Each line can handle its own incoming and outgoing calls. You can switch between calls, place calls on hold, transfer them to someone else, or even set up a conference call with people from different lines.
In older systems, each line was a separate phone connection, and required special and often expensive hardware like a PBX.
*For cloud-based, VoIP multi-line phone systems
A cloud-based multi-line phone system is virtual; you can make calls over the internet using VoIP. This means you don’t need special phone hardware like a PBX at your office.
You can easily add more lines as your business grows. You can even make calls from different devices, like your computer or smartphone.
As telephony has evolved, VoIP and cloud-based systems have become more efficient and affordable than traditional systems.
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Phone calls are important for businesses, whether it’s for sales, customer service, or talking to vendors. It’s important to stay reachable and make sure calls get to the right person quickly.
If you expect a lot of calls at certain times or places, a multi-line phone system can help. It lets more people reach you at once, so your business keeps running smoothly without interruptions.
A cloud-based PBX is currently one of the best options for businesses where it’s available. It has fewer limitations and requires less hardware. Installation is cheaper, and it can easily integrate with many online business applications.
Calling rates, whether local or international, are also more affordable with VoIP systems.
With VoIP and cloud-based phone systems, you can make and receive calls on multiple devices, like smartphones or computers. This makes it easier to bring on remote employees or set up regional offices. The lines are not tied to a specific location or device, so as long as you have internet access, you can make calls from anywhere.
Since cloud-based systems don’t rely heavily on hardware, adding new lines is simple and can be done remotely. You don’t need technicians to visit your office or install new equipment when you need more lines.
VoIP systems allow you to stay connected even when you’re not in the office. Since VoIP works over the internet, you can use your business phone line on any device—like a smartphone, tablet, or laptop—no matter where you are. This makes it ideal for employees who travel or work remotely, ensuring that you never miss an important call.
Businesses have diverse needs. There are different types of multi-line phone systems for companies of all sizes.
The best muti-line business phone system for small business operations might just need simple call handling. A large corporation or call center would need a more complex system.
A two-line phone system is a good fit for small businesses or home offices with simple communication needs.
You can use one line for phone calls and the other for a fax machine. You could also have one line for sales and the other for service.
A four-line phone system works well for small to medium businesses that need more options for more managing calls.
With a 4-line office phone system, a company with different departments can have separate numbers and workers can be on different calls at once.
A 6–12 line phone system can handle between six and twelve separate lines, depending on the model.
It’s great for medium to large businesses or call centers that deal with lots of calls and have different departments.
A cloud-based phone system has virtually no limit on the number of lines. From your provider, you can add or reduce lines based on your business needs, and connect to your existing devices.
Cloud-based systems can integrate with business and collaboration software. You can also make international calls at a lower cost, thanks to internet-based calling.
| Feature | Traditional Phone System | Cloud-based Phone System |
|---|---|---|
| Cost | • High upfront costs for hardware | • Lower upfront costs with predictable subscription fees |
| Set up & Installation | • Requires extensive on-site installation and wiring | • Quick setup with no on-site installation; entirely remote and cloud-based |
| Scalability | • Limited by physical lines and hardware | • Easily scalable with no hardware limits—just add more users. |
| Remote access | • Limited to physical locations; difficult and requires site visits to reconfigure | • Accessible from anywhere; easily reconfigured remotely as needed |
| Feature Set | • Limited by hardware capabilities; costly to upgrade | • Wide range of features including VoIP, video calls, and integrations with apps |
| Call Management | • Complex setup for call routing and management | • Advanced call routing, management, and analytics remotely done via software |
| Disaster Recovery & Security | • Vulnerable to local outages and physical damage; costly to recover | • Built-in redundancy and disaster recovery options; uses data encryption and robust cloud security protocols |
The way you operate a multi-line phone system depends on the provider you choose. Call functions and features will generally be the same, but the interface you use may be different. Here are some general rules:
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When you receive a call, your phone will notify you which line is ringing (e.g. Line 1, Line 2). To answer:
When you receive a call, your phone will notify you which line is ringing (e.g. Line 1, Line 2). To answer:
If you need to pause a conversation:
Managing multiple calls is easy:
If you need to transfer a call to someone else:
Multi-line phone systems often support conference calls. To set one up:
Most multi-line systems have voicemail features. To check your messages:
The way you operate a multi-line phone system depends on the provider you choose. Call functions and features will generally be the same, but the interface you use may be different. Here are some general rules:
List out what you need in a business phone system. For example:
Once you’re clear on what you need in a phone system, you’ll need to find a provider that can meet your requirements. Most providers will have a subscription plan.
With cloud-based phone systems, you can choose a platform to host your telephony. If you’re already working on Zoom or Microsoft Teams, for example, you can connect your numbers in their phone features.
If you’re looking for a more simple, straightforward and robust system, consider ULAP Voice.
Once your provider has completed your connection, you’re free to start dialling and receiving calls. Conduct tests to ensure that your system is working exactly as intended.
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