Wildix User Guides

Unify Your Team With

Cloud & Browser-Based Communications

Welcome to the Wildix User Guide! This guide is designed to help you get the most out of your Wildix communication system. Whether you’re new to Wildix or a seasoned user, this guide provides step-by-step instructions, tips, and tricks to help you navigate the system with ease.

To get started, you’ll need to log in to your Wildix account. Once you’re logged in, you’ll be taken to the Wildix dashboard where you can access all of the system’s features. From the dashboard, you can make phone calls, send messages, set up audio and video conferences, and much more.

Robust password security is crucial for protecting cloud phone systems, preventing unauthorized access, complying with regulations, and safeguarding sensitive data. Strong passwords and regular updates act as a formidable defense against intruders and account takeover attempts. Prioritizing password security ensures reputation protection, uninterrupted business operations, and fosters a culture of cybersecurity accountability. We can not stress enough how important safeguarding your passwords is.

Sending Messages

Wildix allows you to send instant messages to your contacts. To send a message, select the “Messages” icon from the dashboard or from the Wildix app on your mobile device. You can then select the contact you want to message and type your message. The message will be sent instantly and you can continue the conversation in real-time.

Step By Step Guide

To make a phone call using Wildix, simply select the “Call” icon from the dashboard or from the Wildix app on your mobile device. You can then enter the phone number you want to call or select a contact from your address book. Once you’ve dialed the number, the call will be connected and you can start speaking. If you are wondering how to change your password click the video above and skip to 6:50.

Setting Up BLF Keys


Wildix makes it easy to set up audio and video conferences. To set up a conference call, select the “Conferences” icon from the dashboard or from the Wildix app on your mobile device. You can then invite your contacts to join the conference by sending them a link or by dialing their phone number. Once everyone has joined the conference, you can start the call and begin collaborating.

If You Have Any Questions

Reach out to our team with your email here.

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VoIP – Debunking False Information

VoIP (Voice over Internet Protocol), has many misconceptions about call quality, security, and cost. Today, we will be sharing insight on these and other issues relating to VoIP and debunking false information and myths.

#1 VoIP is unreliable with poor call quality

Many people with this understanding remember VoIP when it was first being installed in the early to mid 2000s, when it seemed like a perfect solution but flopped as the network infrastructure, internet speeds, security, and routing was not designed for voice traffic in small to medium businesses. Even the phone systems then needed extra support to route calls to the correct destination. This is a common misconception today. In the same way computers have evolved since the 2000s, so has VoIP and telecommunications. 

Advances in VoIP have been dramatic over the years. With internet speeds increasing to even more than gigabit, VoIP calls are capable of transmitting data at a significantly faster rate, resulting is much better call quality. In addition to this, we have all seen the advancement in audio compression over the years with better algorithms and noise reduction technologies that have contributed to a superior voice quality over the often static-laced analog lines when making long distance calls.

#2 VoIP is less secure than traditional landlines

This is not particularly true. A good VoIP system and solutions integrator can make the system significantly more secure than a traditional system. For example, VoIP calls can be encrypted to stop hackers or eavesdroppers from listening to your conversations. VoIP systems can also be configured with two factor authentication, force unique user passwords, and more. Additionally, a reliable VoIP system will always have robust security measures to protect services from cyberattacks such as denial-of-service or distributed denial-of-service (DoS or DDoS).

#3 VoIP is expensive to switch to

The most surprising aspect about VoIP for businesses is actually the pricing. As VoIP, and especially Cloud Phone Systems, became more available, the pricing just kept getting better. Even in on-premises systems, the more expensive type of system, the pricing is reduced when you don’t need extra parts to suit landlines. Even voice services are cheaper and will usually always include all your long distance calling or even international calls. When it comes to Cloud Phone Systems, the upfront price can be as low as a fifth of the comparable price of an on-premises system. 

It’s particularly common that a business will save up to upgrade their phone system to a Cloud VoIP system and then be surprised at the pricing and decide to additionally buy wireless headsets, more advanced feature sets, and more functionality because it all fits within their initial budget ideas.

#4 You can't keep your business telephone number

Completely false. There would be an extremely specific circumstance if you were forever locked in with one carrier. For almost every telephone number including cellular, fixed landline, or VoIP, phone numbers can be ported (transferred) to your new carrier. In the same way you might switch your cell phone from one carrier to another because of a better deal but keep your telephone number, business telephone numbers work almost identically. The process may take slightly longer but the concept is exactly the same. Within 1-2 weeks all calls will be with your new carrier and the process to switch is very simple, with automatic cancelling of services taking place with the losing carrier. You do not need to call the old carrier or anything, it’s an efficient and streamlined system.

#5 VoIP does not store information in your country

This can be dependent on the provider you are using. It is particularly important to read the fine print and privacy policies of the company that hosts your voice services if based in the cloud. If you have an on-premises building, little to no data is ever stored outside of your company’s walls. For us on Cloud Phone services, we guarantee data residency in our North American market, ensuring Canadian data stays and is transported within Canada, likewise for the USA unless customers require remote workers across borders.

Why we don’t use RingCentral

RingCentral came under fire in 2022 for allowing remote access in Russia among other countries to personal data from their cloud servers in the USA and EU in order to “operate, maintain, and support our business”. Russia has since been removed from the list at the time of this article being written, but the list does include Georgia, Ukraine, Mexico, the Philippines, India, and China. Personal data access from other countries, without explicitly detailing the reasons for doing so, goes against our core beliefs as a company. Because of this, among other reasons, we do not sell RingCentral solutions. The important piece here is to be mindful of who you sign up with. A well-known name does not necessarily mean practices that align with your company beliefs. We do a lot of research and questioning about this specific topic before we bring a solution to a customer.

Source: RingCentral Personal Data Transfer Impact Assessment: https://assets.ringcentral.com/us/terms-and-conditions/personal-data-transfer-impact-assessment-faq.pdf

Need help to decide on a system? We provide free presentations for that

We offer full presentations to explain the different types of communication systems from on-premise (on-site) to cloud, to a hybrid where it’s a bit of both. All attendees are welcome. There’s no catch and it is completely free. If you like us as a company, you have the opportunity to then ask us for a quote during or after the presentation. Regardless of what system you choose though, you will leave with valuable information on what to look for in your hunt for better communications.

What are the CRTC 911 changes for my phone system

In Canada, the CRTC (Canadian Radio-television and Telecommunications Commission) has recently implemented new 911 regulations for Multi-Line Telephone Systems (MLTS). The new regulations require MLTS providers to implement certain features to improve 911 emergency services.

What are the CRTC/MLTS 911 Changes?

The CRTC/MLTS 911 changes are a set of regulations put in place by the Canadian government to improve emergency services for people who dial 911 from a Multi-Line Telephone System (MLTS). An MLTS is a phone system that has more than one line, such as a hotel, school, or office building. When someone dials 911 from an MLTS, the call may not always provide the correct location information, which can cause delays in emergency response times.

To address this issue, the CRTC has mandated that MLTS providers implement certain features that will help emergency responders locate people who call 911 from an MLTS. The new regulations require MLTS providers to:  

    • Support direct dialing: MLTS providers must support direct dialing of 911, which means that people can dial 911 without having to dial any other numbers first.

    • Provide a callback number: When someone dials 911 from an MLTS, the MLTS must provide a callback number to the emergency dispatcher. This callback number must be the number of the phone that the person is calling from.

    • Provide accurate location information: MLTS providers must provide accurate location information to emergency services. This includes the street address, floor number, and room number of the caller.

    • Notify someone on site: When someone dials 911 from an MLTS, the MLTS must notify someone on site who can help emergency responders locate the caller.

      Too learn more about the changes click here: Reference 265-1    Reference 265

Why are the CRTC/MLTS 911 Changes being Put in Place?

The CRTC/MLTS 911 changes are being put in place to improve emergency services for people who dial 911 from an MLTS. In the past, when someone dialed 911 from an MLTS, the call may not have provided the correct location information, which could cause delays in emergency response times. The new regulations require MLTS providers to implement features that will help emergency responders locate people who call 911 from an MLTS.

The new regulations were also put in place because of incidents where people have died because emergency responders were unable to locate them quickly. For example, in 2013, a woman died in a Toronto high-rise building after the 911 dispatcher was unable to locate her quickly. The new regulations aim to prevent incidents like this from happening in the future.

How will the CRTC/MLTS 911 Changes Affect Phone Systems?

The CRTC/MLTS 911 changes will affect phone systems in several ways. MLTS providers will need to update their systems to ensure that they comply with the new regulations. This may involve upgrading hardware, updating software, or installing new features.

The changes may also affect the cost of phone services for some users. MLTS operators may need to pass on the costs of upgrading their phone systems and providing ongoing training to their users to their customers. However, the CRTC has indicated that it expects the costs associated with the new regulations to be reasonable and that MLTS operators should not use the changes as an opportunity to increase their profits.


As your telecom provider, we offer agreements for those needing routine services, voicemail and maintenance or emergency coverage. As part of utilizing the Standard Maintenance Agreement, customers receive:

    • Included hours of labour per month

    • $10 off per hour of additional labour Discounts on hardware/licensing purchases

    • Priority ticket handling For these agreements,

      Don’t worry if you do not have, or do not want, a Standard Maintenance Agreement. You do not lose out on or receive less service from our team. This agreement is designed for businesses needing frequent changes and support for their communications.

      For these agreements, we have the following pricing tiers.

      • Tier 1: $984 yearly – per month that is ? (one hour included monthly) with a year committment?
      • Tier 2: $1,920 yearly (two hours included monthly) – monthly cost
      • Tier 3: $2,808 yearly (three hours included monthly)

Countries that are turning off their PSTN

The plain old telephone system has been a reliable and revolutionary invention that has served us for over a century. However, with the advancements in technology, the question arises as to why we would suddenly leave behind a system that has served us so well for so long. This is a question that we are frequently asked, especially as countries are beginning to shift away from PSTN (Public Switched Telephone Network) and POTS (Plain Old Telephone Service).

Some important definitions before we provide context:

POTS stands for Plain Old Telephone Service, it is a traditional analog telephone system that uses copper wires to transmit voice and data signals, typically over a distance of a few kilometers. POTS provides basic telephone services like voice calling, answering, and dialing services to households and businesses.
PSTN stands for Public Switched Telephone Network. It is a global system of interconnected voice-oriented public telephone networks, which allows the telephone communication between users in different countries. The PSTN is based on circuit-switching technology and uses analog signals to transmit voice and data over copper wires or fiber optic cables.

Here are some reasons typically cited for why a country is moving away from POTS and PSTN:

  1. Advancements in technology: The rise of the internet and other communication technologies such as Voice over IP (VoIP) has made PSTN and POTS obsolete. These new technologies offer more advanced and efficient communication solutions.

  2. Cost-effectiveness: Internet-based (IP) communication technologies are often more cost-effective than traditional PSTN and POTS. They allow for greater efficiency and cost savings in both the short and long term. Additionally, traditional landlines are expensive to maintain for carriers when considering many customers are leaving these services.

  3. Improved functionality: Digital communication technologies offer a wider range of features and functionalities compared to PSTN and POTS. They allow for better call quality, enhanced security, and additional services such as video conferencing and instant messaging.

  4. Increased accessibility: The widespread availability of the internet and digital devices has made digital communication technologies more accessible to the general population. This has led to increased demand for these services, making PSTN and POTS less relevant.

    Overall, the move away from PSTN and POTS is driven by advancements in technology, cost-effectiveness, improved functionality, and increased accessibility.

Which Countries have already made the transition away from POTS?

There is no comprehensive list of countries that have turned off their PSTN networks, as the timeline for transition varies from country to country. However, several countries have announced plans to phase out PSTN in favor of digital communication technologies, such as Voice over IP (VoIP).

Our list of countries that have made announcements to phase out PSTN include:

  1. The Netherlands: turned off its PSTN and ISDN network in 2018. The country’s main telecommunications provider, KPN, made the switch to VoIP (Voice over IP) technology and shut down the traditional PSTN and ISDN networks as part of its efforts to modernize the country’s telecommunication infrastructure.

  2. Estonia: We are not aware of an exact date when Estonia turned off its PSTN and ISDN network, although some Press Releases indicate 2017. However, it is known that the country has been actively promoting the adoption of advanced communication technologies, such as Voice over IP (VoIP), and phasing out traditional PSTN and ISDN networks in favor of these more advanced technologies.

  3. Australia: In 2018, the Australian government announced plans to switch off PSTN and ISDN networks by 2023, in favor of the National Broadband Network (NBN). Articles

  4. United Kingdom: BT, the largest telecommunications provider in the UK, announced plans to switch off its PSTN and ISDN networks by 2025.

  5. New Zealand: The government of New Zealand has set a target to switch off PSTN by 2030.

  6. Denmark: The Danish government announced plans to switch off PSTN by 2030.

    These are just a few examples, with Germany, Japan, and more planning for the PSTN shut off as well. The list of countries making the transition away from PSTN is likely to grow in the coming years as communication technologies continue to advance and become more widely adopted. The timeline for the transition away from PSTN can vary from country to country and may depend on a variety of factors such as government policies, the availability of advanced technologies, and importantly, the willingness of consumers to adopt these new technologies.

What we are seeing in Canada for PSTN/ISDN telephone networks

In recent years, we have seen sweeping changes. No, really. Telecom companies such as Telus and Shaw are reselling American cloud VoIP providers instead of utilizing their own telephone services. If this isn’t telling enough, increasingly in our own local market, we are seeing more customers have their analog (copper) traditional land lines replaced with a VoIP connection and an adapter to the analog line connections on the phone system. In our view, these adapters are an added failure point in your system’s connection. It would be better to change your phone lines to a SIP trunk (an internet based phone line) completely and remove the need for an adapter in between. Overall, although no Canadian company has announced these plans publicly, the signs are there, and it makes sense for the country to move with new technology, not against it. It is likely that PSTN will be largely replaced in the next several years.
Canada PSTN shutoff

What you should do to be prepared

To prepare your business for a PSTN shutoff or transition, you should consider the following steps:

  1. Evaluate your current telecommunication needs: Assess your business’s communication needs and determine what types of services you currently use over PSTN, such as voice calling, faxing, and alarm systems.

  2. Research alternative technologies: Look into other communication technologies, such as Voice over IP (VoIP), that can replace PSTN services. Consider factors such as call quality, reliability, security, and cost when making your decision.

  3. Get the right connectivity: What is your current internet and internal network like? Are there any weak areas that should be brought up to speed with fiber internet? This can be a major factor in ensuring a smooth transition to a new voice service.

  4. Educate and excite your team: To seize the opportunity of change, ensure your staff understand what is happening and know how to use the new technology. The biggest barrier to any system change is user education, stay on top of this piece and keep your team excited for the changes and new features they will have access to. The more excited people are, the more effort they make to learn.

  5. Plan and budget for the transition: Determine the cost of transitioning to a newer communication technology and budget accordingly. Plan for the timeline of the transition, including the installation of new equipment, and the training of employees on the new technology.

  6. Test the new technology: Before fully transitioning, it’s important to test the system to ensure it meets your business’s needs so that the transition will be smooth.

  7. Notify your customers and partners: Inform your customers and business partners of the transition and ensure they have the information they need to continue communicating with your business effectively.

  8. Continuously monitor and maintain the new system: Once the transition is complete, it’s important to continuously monitor and maintain the new system to ensure it continues to meet your business’s communication needs. With most new systems, you can have management access, which allows you to make any change you want at any time. This comes with a risk, so ensure you receive thorough training from your solution integrator or vendor.

By taking these steps, you can help prepare your business for the PSTN shutoff and ensure a smooth transition to digital/IP communication technologies.

We are here to help, always

We understand the frustration of feeling like you’re being pressured or forced to move to a different system or technology. Trust us, we get it. We are on the forefront of this change and, at times, can be frustrated too. The important thing is that we have looked through, played with, and demonstrated many different systems over the years from all different kinds of cloud providers, VoIP technologies, and many manufacturers. We understand the strengths and weaknesses of almost all systems – this is our job. With this in mind, we always want to ensure you feel informed, educated, and happy with your communications. In the long-run, everyone will see that these changes are for the better. Perhaps you’re just not ready yet and want a solution in between for now, and that is completely possible. There is no one-size fits all when it comes to VoIP. If you have questions, concerns, or want to understand what some of this means, give us a call – We’re here to help.

Create your plan for VoIP readiness: Schedule a free information session with us


Where to Buy UNIVERGE BLUE CONNECT for 2023

NEC released their UNIVERGE BLUE CONNECT product line in mid 2020 and it has taken the cloud telephony industry by storm, especially the core on-premise PBX users that were more skeptical of “the cloud”.

Reasons for this growth focus around the rapid development of the features traditional PBX users have grown to love such as:

  • The ‘night mode’ button to override the calling any time of day
  • Advanced hunt groups for more control when routing calls
  • Full call reporting for user analytics and better troubleshooting capabilities

To navigate the concern regarding the cloud for some users, NEC has ensured that the backbone of their services alongside Intermedia are as reliable as possible, with a 99.999% certified uptime, which translates to roughly 8 hours and 45 minutes a year at most regarding downtime.

You can’t purchase UNIVERGE BLUE CONNECT direct from NEC

NEC don’t sell directly to end users. Navigating to the NEC America or UNIVERGE BLUE CONNECT websites will only yield demonstrations or connections to dealers. You can only buy UNIVERGE BLUE CONNECT from an NEC dealer.

For a company to sell CONNECT products and services, they have to qualify as a partner, go through training, and pass certification tests. NEC prefer to use local dealerships to sell and service their product lines, which provides a wide network of labour resources, marketing, and a local touch to service and troubleshooting.

How to Find a Local Dealer

If you have come this far, you have done a great job, as you have already found one – us! Based in Prince George, we serve all of western Canada for UNIVERGE BLUE CONNECT and have a network of technicians throughout the region. 

Learn more about our story here:

If you would like to find NECs network of approved dealers, you can get in touch with them directly and NEC will connect you with your nearest geographical dealer.

Things to Consider

Be sure to do your homework before signing up to cloud-based phone services. Things you should know and check includes:

  • Not all NEC dealers are certified on all products such as the SV series, the SL series, and UNIVERGE BLUE CONNECT phone systems.
  • Your internet connection plays a huge role in determining the quality of calls. Good internet will boast better quality and functionality over a regular plain old telephone line but bad internet will be worse. It’s not always speed we’re looking for (although it helps), it’s stability. Any NEC dealer should be capable of running a VoIP scout test to check your connection prior to setting up the cloud phone system.
  • Stay compliant: If you are in healthcare, legal, or other field, make sure when browsing cloud services that your information stays in your own county and is secure when using that service.

Getting Support

Support across dealerships will vary. Some companies provide on-site support and setup, others will ship you desk phones and send links with setup instructions for both the phones and apps. It’s important to see what the dealer you are talking to provides as part of the service.

For ourselves, as an example, we typically recommend on-site support and we find a Do Tel approved telecom technician in your area if in a different part of the country. We also offer remote support too for a lower setup fee. Other dealerships may only do one or the other, so be sure to note that prior to accepting a quote.

What to Expect

As we mentioned, the UNIVERGE BLUE CONNECT lineup offers cloud but with the functionality of an on-premise system. So what will the experience be like for users, and what should you expect the installation to be like?

Here’s a video demonstrating the functionality of the system:

Installation Timeline

As for installation, this is a typical chart displaying what the process looks like for setup and installation from ordering:

1 2 3 4 5
Acquiring Hardware
Setup Consult
Number Porting

Schedule a Demo

We offer free demonstrations of Univerge Blue Connect for anyone interested in seeing what the system is fully capable of. Schedule yours below.

Schedule Demo

Please include: Name, Email, and product for demonstration

Why companies are selling VoIP – Telecom experts explain

UCaaS Blog Post Image

The word VoIP is becoming much more common. Now don’t worry if the details are a little foggy for what it is and how it works, that’s what we’re here for.

VoIP stands for Voice over Internet Protocol, so quite literally just sharing voice online. Think of Zoom, Messenger audio/video, WhatsApp, FaceTime, and other similar services.

If you own or work in an office, you have likely had your telecom provider mention VoIP to you and suggest that it should be your next step in communications. So why are companies now seemingly jumping ship from plain old telephone services (POTS) such as copper landlines that have been used since the 1880s for VoIP?

Background on POTS

The wider telephone landline network implemented over the last hundred years was revolutionary and paved the way for internet services and communication as we know it today.

With all the various connections, the telephone network resembles that of a giant spiders web with connections to pretty much every corner of the globe, much like the internet. This network of infrastructure, although effective, is expensive to upkeep.

If you think of a growing office space, the more computers and users you add, the more it costs to upkeep the various systems. This works more or less the same across telephone and internet infrastructure.

Upside for VoIP is the Internet

Now that the internet is using more advanced cabling and connections throughout cities and rural areas, it doesn’t make sense to upkeep two sets of infrastructure when voice can be used over a stable internet connection.

Due to high costs of landlines, say $30-$40 per month per line, swooping in back in the day was VoIP in the early to mid 2000s, and for most people’s memories, it was a disaster. The internet infrastructure used within businesses was not really ready. Voice is not like YouTube, where the video can load ahead of time, you need a live connection in real-time that is constant to ensure a good quality and this was an oversight. 

Many people resist VoIP today because of those past issues. With that being said, VoIP today has much more stable connections and significantly better reliability. In fact, VoIP calls hold quality far better than landlines over long distances and made away with paying for long distance altogether across North America. 

So why really is almost every company selling VoIP?

Now that there is a general swing to cost-savings on infrastructure, the internet is more stable, and business voice is more affordable, most manufacturers and dealerships are finding better feature-sets and choice from going to VoIP. There’s another big reason too…

Like Amazon, but the other way around...

Remember when book stores were all struggling due to the new online store that is now the behemoth that is Amazon? Well, communications has swung the other way. Previously, only a handful of companies had the capabilities to design, build, and support phone systems and even less had the capability to maintain and add to telephone infrastructure such as bringing landlines into your building.

With the creation of cloud services, many companies were able to bring their own product to market and take away market share from the big guys. Of course, this leads to some aggressive marketing from large companies, but in reality, local telecommunications providers have better pricing and service than most large multinational companies today – which in some respects is odd to think about, but really it all makes sense.

Manufacturers are desperate for local dealerships

Global companies that manufacture VoIP systems are now selling only to dealerships with no direct sales to end users. There is a general understanding amongst manufacturers that using a well-networked company in a region is more reliable and cost-effective than going at it all alone in such a saturated market.

We alone have been contacted by several large manufacturers from different parts of the globe to sign up and sell their systems. For the end users, this is a huge bonus because you get to choose across brands to best suit your budget and feature requirements.

What this means for customers

With all the industry change, people are likely feeling a little overwhelmed. A quick Google search of ‘voip systems’ brings an aurora of ads and websites. In reality, it’s all quite simple. It is your choice in the end. With the addition of mobile applications to use your business number, a multitude of desk phones and headsets, the world of telephony is your oyster.

Reach out to your trusted provider and take into account how timely their response is, how fair their pricing is, and how good the features are – chances are, they’ll beat the big once-monopolistic company almost every time for features and price.

When it comes to telecom, you can typically drop the saying “support local” because “support who’s best” means the same thing.

Reach out to your trusted provider today!

What is a cloud phone system? How does it work?

What is a cloud phone system? Is it something new or old? How does it work?

As Canadians everywhere are getting faster internet speeds through fiber, satellite, and cellular networks, the terms ‘VoIP’ (voice over internet protocol) and ‘cloud phone systems’ are becoming much more common. This is the fastest selling system for business phone systems and communication frameworks. We work with and provide multiple types of systems, and even for ourselves, cloud is the most popular in 2022.

So what are cloud phone systems in a basic sense?

Cloud phone systems are a way of delivering voice services over the Internet instead of using local phone systems stored in each building or office. Normally, when using a landline, dialing a number from a business phone would lead to the phone box (what we call a PBX or Private Branch Exchange) somewhere in your communications room. From the phone box, your call navigates to the central office where your call is routed through various carriers and then reaches the person or company you are calling. This is considered a traditional, on-premises, phone system.

In a cloud phone system, the phone box is no longer located in your office or building. With cloud voice services, your call is routed from your desk phone, mobile app, or desktop app, through the internet to a data center that centrally manages your phone system. From the data center, your call is routed to the receiving party via the internet, the telephone network, or both. All of this happens in a fraction of a second, so you will barely notice any delay or lag whatsoever if your internet supports voice over the internet. As internet has improved over time in Canada, cloud phone systems have become available to many more businesses and individuals, leading to greater consumer choice. 

Simple On-Premises PBX Illustration

Premise Phone PBX Illustration

Simple Cloud PBX Illustration

Cloud Phone System Illustration

Why are cloud phone systems so popular?

When thinking about the basic functionality of an on-premises phone system, remember that these systems have a phone box in the communications room. The phone box, or PBX, is a type of complicated computer and it can be expensive to replace. With cloud, you do not need to purchase the PBX, which brings your upfront costs down significantly. Aside from costs, having a centrally managed phone system in the cloud means the only hardware you need on-premises are the phones if you choose to use them, making this a software-based system. New updates, features, bug fixes, and more are much easier to deliver to end users when using a data center rather than individually updating each business’s phone system within their office. Not only does this bring new features to users regularly, it makes maintenance and improvements much easier to stay on top of.

Other reasons cloud phone systems are popular

There is no need for a VPN

A great aspect of cloud phone systems is that because the system is in the cloud, you can make and receive phone calls from anywhere without any special settings or configurations to your router, saving you on IT labour. Without a VPN, you can take your desk phone home or use your apps and call from anywhere, anytime seamlessly.

Ongoing cost savings

With cloud phone systems, you no longer have the need to pay for individual land lines at $30 – $40 each per month. The user account and the desk phone alone will cost less than $30 per month with unlimited phone lines and long-distance calling. Even if you did not use the apps, the savings are significant.

Better features built-in

A reputable cloud phone system comes with desktop apps, cell phone apps, and an office phone for every user straight out of the box at no extra cost. With a on-premises system, these features are often more difficult and time consuming to set up and come at an extra cost for the license.

Things to look out for with cloud phone systems

There are many phone system providers for cloud-based phone systems. A good VoIP provider will showcase the advanced features available to you for a great price rather than focus on how low their price is compared to their competition. Remember, a genuinely great phone system leads to even better customer experiences.

Questions you should always ask your VoIP provider

Will my internet support cloud phones?

A good unified communications provider will always test your network connection with a VoIP scout tool either through software or a physical device. For reliable phone calls, the phone system provider will look to see if you have a consistent latency, otherwise known as delay or ping. Internet speed is not the main focus here because a fast speed with a delay that jumps from 40ms to 400ms all the time will be nauseating for voice communications.

What industries do you serve?

This might seem like a strange question, but many VoIP platforms are geared towards medical, contact centers, remote teams, or other industry. A good phone service provider will be capable of serving any industry because they have a lot of flexibility built into the system for various configurations. As an example, some businesses for their after hours will use a manual night mode button, others have an automatic schedule that switches at 5pm, some send calls to voicemail, others have an emergency contact process, and so on. There are tens if not hundreds of solutions to the same problem, which in this example is someone calling after regular working hours. A great cloud business phone system needs to accommodate for every scenario.

How much do cloud office phones cost and can I bring my own device?

No two cloud-based phone service providers are the same, especially for pricing IP phones. For example, we give a premium phone like the Yealink T54W for free with every user license, you just have to cover shipping and taxes, that’s it. Other providers will rent the desk phones for $6 – $20 per month each. So be very careful if a company’s licensing looks very affordable as they may have charges hidden elsewhere that you do not see until reading their formal quote to you.

You may also be interested in buying your own cordless IP phones or bringing your phones from a previous system over to the new system. It’s important to find out if your devices are compatible on the new system and if there is a charge for adding them. Some cloud phone providers may not allow you to bring your own device and you should check this before ordering their system.

What features are included in the cloud phones, and which cost extra?

Be sure to always obtain the full data sheet of features. Some providers charge one-time or recurring fees for business texting among other features. For example, we have business SMS texting included with multiple licenses, but not all. We also have a multi-channel contact center as part of a different licensing setup. Be sure to outline the features that are important to you as an organization and find out if they are included or come at an additional cost.

What are the cost differences between cloud phone systems and on-premises phones?

Let’s talk dollars. In our case, Canadian. Pricing up a new phone system can seem a little daunting at first. An important aspect to understand is that cloud systems work on a license subscription system, like your email, website hosting, and other services. An on-premises system may still have licenses, but they are typically one-time purchases, and the system has a higher upfront cost.

With an on-premises system, you are buying the PBX, the ‘brains’ or phone box, which is a type of server and can often be more expensive. In a cloud environment, your upfront cost is usually just a one-time setup fee, shipping if utilizing IP phones, and that’s normally about it – this makes the upfront setup very affordable. Some cloud phone providers will charge you monthly for the initial setup, but this almost always is more expensive. If you have 1 to 8 users, cloud is almost always the best option when it comes to price because, even if your monthly price increases, it will take years of accumulated costs to overtake the upfront cost of the phone system plus the phone lines. If you have 20 or more users, you may need to do some cost analysis if price is your main focus point. The pricing below may be able to help you, however.

How much do on-premises and cloud phone systems actually cost?

Cloud phone system cost:

$300+ for initial setup
$20.00+ per user license monthly 
+ $ for shipping of IP phones if required

On-premises phone system cost:

$2,000 – $3,000 upfront for the PBX
+ $ for each phone
+ $ monthly for phone lines
+ $ for licenses
+ $ for labour

Aside from price, what are advantages of on-premises and cloud phone solutions?

Both systems are similar in basic functionality, boasting advanced calling features and high-quality call routing and business calls. So, what are the pros to both systems for features?

Benefits of on-premises phone systems

  1. The systems are usually hybrid, allowing them to use internet, PRI, and copper phone lines. The advantage to this is that if your internet fails, you can have a backup analog phone line that allows you to contact 911 despite the outage.
  2. Telecom technicians usually have more control to change any setting you want. With specialized, expensive, and highly complicated software, technicians have access to everything in the phone system. For example, completely cutting off voicemail access, configuring layers of call flows for complex customer service environments, and more.
  3. It is considered an asset. That’s right, you own the on-premises phone system completely. This is great for businesses that maintain their system very well for 10+ years. For businesses that want to keep technology up to date and want newer systems, this would be a more expensive avenue.

Benefits of cloud phone systems

  1. Collaboration tools are usually included. Features such as team chat, file sharing, video conferencing, and more are normally included with a cloud-based PBX. Many powerful features are immediately available to users at no additional cost.
  2. Unlimited phone lines and unlimited calling. It may seem confusing to some but with call queues and routing included with our cloud phone system, you can have multiple people in-line through the main number after being greeted by the automated attendant. You can also not use the queue system if you would like everyone greeted by a person instead. With 6,000 minutes for every user across North America and Puerto Rico, there is also little risk of facing a per minute phone bill, which is great for audio conferencing.
  3. It is an ongoing subscription. This is a major benefit because subscription services allow for better ongoing research and development than one-time purchases. This means new features regularly make their way to our cloud phone solution. Just recently, we added our Bridge platform that links cloud features with on-premises phone systems to allow businesses to have users on both cloud and on-premises, extending their original investment and lowering their subscriptions costs for cloud.

How we can help you with your next business phone system

Do Tel Inc serves all of Western Canada and beyond for phone systems. We pride ourselves on helping others achieve a reliable business phone service. Whether you need a traditional phone system, cloud solutions, or something in between, you can rely on us to provide you with something that works for you and your team both in price and feature-set. If you are looking for additional features not mentioned in this article, please let us know as we have much more up our sleeves.

To contact, please call us on +1 (844) 962-8484

Or email us at info@dotel.ca

Thank you, and happy communicating!

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