How to Share Business Phone Number With Your Team?

Is your team using multiple phone numbers to answer business phone calls?

Do you find it difficult to track who is handling which calls and when? Or is your team using a single business phone number that can only make and receive one call at a time while others wait for their turn?

This can not only lead to frustration but also result in missed or mishandled calls. Not only that, you may start losing customers because they aren’t satisfied with your customer service.

But don’t worry! In this article, we will show you the benefits of having a shared phone number and a simple solution on how to effectively share it with your team.

By the end of this article, you will have the tools you need to ensure that all phone calls are handled efficiently and professionally without the hassle of multiple phone numbers.

What is a Shared Phone Number?

A shared phone number is a single phone number used by multiple team members within an organization. It resembles a shared email inbox but for phone communication allowing multiple people or offices to call from a single number.

A shared phone number is mostly used in customer service, sales, or any other type of call where more than one person needs to answer incoming calls. You can also use the same phone number to handle both incoming calls and outgoing calls for business communication, also use the same number, business phone number, dedicated phone numbers, toll free numbers for handling cell phone calls.

For example:

A small business may have a shared phone number (555) 555-5555. Clients or customers can call this number, and their call will be directed to an available team member who can assist them. The call will ring on more than one phone simultaneously.

A phone company can use a shared number to assist clients. This way, the organization can easily manage customer concerns, such as directory assistance or service support.

A phone company can use a shared number to assist clients. This way, the organization can easily manage customer concerns, such as directory assistance or service support.

The shared team phone number can be set up to ring multiple phones at once, such as the team member’s cell phone, office phone, or even computer. This allows multiple members to answer the call, increasing the chances of quickly connecting the caller to the right person.

🔍 Also Read: How to get the perfect phone number for your business

How does a shared phone number work?

A shared phone line works by routing incoming calls to multiple devices or team members. The process typically works as follows:

1. When a customer calls the shared phone number, all the devices linked to the number ring at the same time.
2. The call is routed to an available team member’s phone or computer. 
3. The ringing stops for other members once the person picks up the call.
4. The caller will be in a waiting line if all the devices are busy.
5. If no team member is available to answer the call, the call will be disconnected or forwarded to voicemail.

What are the types of shared phone numbers?

1. Virtual phone numbers

Virtual phone numbers use VoIP technology to route inbound and outbound calls through the cloud. Users require an internet connection to access the virtual number from a device (smartphone, computer, or tablet). 

Multiple user can use the same virtual number from different devices via mobile apps, web apps, or desktop software to handle phone calls ie. incoming calls, and outbound calls. Use the KrispCall virtual phone system to handle incoming calls, outgoing calls, route calls, missed calls, and transfer calls from the same phone number.

2. Traditional Multi-line phone systems

Traditional multi-line phone systems, also known as PBX (Private Branch Exchange) systems, are typically installed on-premises. They use one phone number but assign different extension numbers to each phone within the organization.

Employees use these extension numbers to make calls within the organization and route incoming calls to the correct extension or department.  Multi-line phone systems enable outbound calls using a single phone number rather than each employee having a separate number.

How to get a shared phone number?

Getting a shared phone number is a straightforward process that can be done in the following basic steps:

1. Register and log in to a KrispCall account.
2. Choose a country as your location from the list.
3. Choose a country as your location from the list.
4. Choose a phone number type (local, mobile, or toll free).
5. Pick your desired phone number from the list.
6. Complete the payment process successfully

Let’s dive deep into the details. 👇

1. Register and log in to a KrispCall account.

To get started with KrispCall, you must sign up for an account on their website. You will be asked to provide your personal information, including your name and email address. After that, use your credentials (email and password) to sign into your account.

2. Select a subscription plan, either monthly or annual.

Once you have signed up for an account, you must choose a plan that fits your business needs. Each plan comes with a range of different features and capabilities, so you can choose the one that best fits your budget and requirements.

3. Choose a country as your location from the list.

After accessing your dashboard, you need to select any country whose phone number you want to get. It can be your own country or another country where you want to spread your business. Also, choose a city if you want a more specific location number.

4. Choose a phone number type (local, mobile, or toll-free).

Next, you need to choose the virtual phone number type that best suits your business. It could be either local, mobile, toll-free, or vanity phone numbers. Each number serves its own purpose, so be sure to decide the one you need. 

5. Pick your desired phone number from the list.

Once you have chosen your location and number type, the system will generate a list of phone numbers. You can pick any one that you prefer. If you already have a specific number combination on your head, use the advanced filter to search for that number.

6. Complete the payment process successfully.

After picking a number, you need to purchase it by providing valid payment details. Don’t worry; your card details will be safe. Also, you may need to provide some special documentation like ID and registration for verification.

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How to Set up a Shared Phone Number for Business?

Generally, setting a shared phone number involves the following steps:

1. Create a workspace and add members

After registering for a KrispCall account, the first thing you need to do is create a workspace. Enter a Workspace Name and click Next.  

Once you have created a workspace and purchased a phone number, you can start inviting members to your workspace. On the left-hand side of your dashboard, click + beside Members. 

2. Share phone numbers with members

On your dashboard, go to Settings and click on My numbers. You will find a list with your phone number(s). Click on the phone number you want to share. Now, scroll down and look for Share access. Click on Add user to add members to give them access to the number.

3. Set the incoming call strategy

After sharing the number, you need to set up call forwarding and a call menu(IVR). Add a custom greeting message and configure IVR options on the call menu. This option involves keys(0-9) that allow calls to be forwarded to the specified member.

4. Set up auto-reply and voicemail

In case of missed calls, you need to set up automatic text messages for replies. This will send a text message to the callers when their call is missed.

Also, you need to add a voicemail when no one is available to pick up the call. This allows callers to leave a voice message that you can listen to. Also,  create voicemail greetings for your voicemail box.

5. Create a new team(s) inside the workspace and add team members

Not everyone in the workspace does the same task. Different sets of members may need separate phone numbers to manage their tasks. So, it’s a great idea to create teams to keep your workspace organized.

On your dashboard, Click on + beside Teams. You will find a list to view your teams. Click on Create New Team, enter Team Name, and click Create Team.

Click on the team you created. Then, click on Add Team Member, and a dialog box will appear. Here you can add members to your team. Enter the name of the member(s) you want to add and click Done. 

Also Read: How to Add an Extension to a Phone Number?

What are the uses of shared phone numbers?

A shared phone number enables multiple team members within an organization to make a call or send texts using a single number. It promotes teamwork in customer communications and helps in distributing responsibilities among team members and keeping your team aligned.

There are many uses of shared phone numbers, from handling customer service inquiries to connecting families. Here are some of them.

Businesses with multiple locations or employees

• Customer service: Shared telephone numbers can provide an organization with a dedicated customer service line. This allows customers to call and text a single number for assistance rather than having to navigate through a complex phone tree or directory.

• Sales and marketing: Sales and marketing campaigns can use shared numbers to track the effectiveness of different marketing efforts.

• Click-to-call widget: Companies can add shared numbers on their business websites that visitors can click to call customer support directly.

• Remote workers: They can provide a single point of contact for remote workers, allowing them to be reached by clients and colleagues even when working from home.

• Multi-location: These numbers can be used by businesses with multiple locations to provide a single point of contact for customers, regardless of which location they are calling.

• Virtual office: Businesses without a physical office location can set up a virtual office using a shared number and give the impression of having a physical location. You can completely avoid the hassle of dealing with real estate agents for an office location.

• International calls: Shared phone numbers can be used for international communication, allowing callers to reach an organization without incurring international long-distance charges.

👀 Have a look: How to stop losing customers and clients

Personal use, such as for family or roommates

• Family communication: Shared phone lines can provide a single point of contact for family members, allowing them to stay in touch and coordinate schedules, even when they are not together.

• Shared expenses: Shared numbers can split phone expenses among family members or roommates, reducing the cost for each individual.

• Shared voicemail: Shared phone numbers can be used to create a shared voicemail, allowing multiple people to check voice messages, even when they are not at home.

• Residential phone: Shared phone numbers can be used as residential phones, allowing multiple families to make and receive calls.

What are the pros and cons of a shared phone number?

Over the years, sharing a business phone number has been a strong trend in companies, especially call centers. 

Pros of sharing a phone number with a team

• Increased accessibility: A shared phone number makes it easier for customers to reach the team and ensures that calls are never missed.

• Improved customer service: A shared number allows for better coordination among team members and ensures that customers receive prompt and consistent support.

• Increased efficiency: By sharing a phone number, team members can take turns answering calls and handling customer inquiries, reducing the workload for any individual.

• Cost-effective: Shared cell phone phone numbers can be cost-effective, especially for smaller businesses or organizations, as it eliminates the need for multiple phone lines and numbers.

• Increased accountability: A shared phone number can increase accountability among team members, as calls can be monitored and recorded for quality control and training purposes.

• Additional flexibility: It doesn’t matter where your team members are located. You can easily share a virtual number with your office team as long as their devices are connected to the internet.

Cons of sharing a phone number with a team

• Increased responsibility: Team members are collectively responsible for answering calls and providing support, which can be stressful and time-consuming.

• Potential for miscommunication: If not properly managed, a shared phone number can lead to confusion and miscommunication among team members.

• Technical issues: Dropped calls or poor call quality can arise when multiple individuals use the same phone number.

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Tips to Know Before Having a Shared Phone Number

Before setting up a shared phone number for your business, it is important to consider the following tips:

• Determine your needs: Consider factors such as the number of employees who will be using the number, the types of calls that will be made and received, and the level of call volume you expect.

• Choose a phone number that is easy to remember: Choose a phone number your customers can easily associate with your business. This can help improve customer engagement and increase the effectiveness of your marketing efforts.

• Ensure compatibility with your existing systems: Ensure your virtual phone system is compatible with your customer relationship management (CRM) software and any other tools you use to manage your business.

• Consider the cost: Shared phone numbers typically come with a monthly fee. It is important to consider the cost of these services and compare the prices of different providers to ensure that you are getting good value for your money.

• Evaluate the features offered: Look for a shared line service that offers the features you need, such as call forwarding, call transfer,  voicemail, call recording, virtual receptionist, voicemail transcription, mobile app, video conferencing, call waiting, etc.

• Consider scalability: As your team grows, your calling needs may change. Consider a shared phone number service that can scale to meet the changing needs of your business.

• Read customer reviews: Before choosing a provider, read customer reviews and ratings to get a sense of their experience with the provider and the quality of their services.

• Test the service before committing: Many service providers offer a free trial period or a money-back guarantee. Take advantage of these offers to test the service and ensure that it meets your needs and expectations.

Conclusion

Sharing a business phone number with your office team is a crucial aspect of efficient communication and customer service. Businesses can use a virtual phone system like KrispCall to seamlessly ensure that their team members can handle calls and messages. 

It doesn’t matter if you are a small, medium, or large business; you can set up a shared virtual phone number without the hassle of getting additional hardware for your team. The best thing is to scale as much as possible and share the number with the team regardless of location.

Be mindful of filling out all the detail while purchasing a shared phone number and providing the right configuration while setting up your number. Once you are done, you and your team can handle all the calls like incoming calls & outbound calls using a single phone number.

FAQ

What happens if a shared phone number is lost or stolen?

If a shared phone number is lost or stolen, you may lose access to important accounts and services that are linked to that dedicated phone numbers. In addition, any confidential information that is stored on the phone, such as contact lists or bot conversations, may be compromised. 

Can a shared phone number be transferred to a new owner or user?

A shared phone number can be transferred to a new owner or user if he/she who currently owns it agrees to transfer it. The process for transferring a shared number may vary depending on the phone service provider but typically involves contacting the service provider and requesting a transfer of service. 

The new owner or user will need to provide their contact information and may require to pay a transfer fee. Once the transfer is complete, the new owner or user will be responsible for all charges associated with the phone number.

How much does it cost to set up and maintain a shared phone number?

The cost of setting up a shared phone number will depend on the type of service you use. Some companies will charge a monthly fee, while others will charge a one-time set-up fee. The cost of maintaining a shared phone number will also vary depending on the service you use. Some companies will charge a monthly fee for unlimited use, while others will charge per minute.

Is it possible to share a phone number?

Yes, it is possible to share a phone number using a shared phone number. It is a single telephone number shared by multiple individuals or departments within an organization. This allows multiple people to handle inbound and outbound calls on the same line. 

Can two people share the same phone number?

Yes, shared phone numbers allow multiple people to share a single phone number within the office. But for individuals, two people can not share the same phone number at the same time due to confusion to determine who is going to the recipient.

Can a shared phone number be used for both personal and business purposes?

Yes, a shared phone number can be used for personal and business purposes. However, it may be beneficial to have separate numbers to distinguish between personal and professional communication clearly.

How many people can use a shared phone number?

There is no specific limit to the number of people who can use a shared phone number. It can be shared by multiple individuals as long as they all have access to the same device or phone line. 

Can a shared phone number be accessed from multiple devices?

Users can access a shared phone number from multiple devices, such as smartphones, landlines, or computers.

Can I manage my shared phone number online?

Yes, you can manage your shared phone number online through your virtual phone system. This system allows you to manage call forwarding, voicemail, and other features from web-based platforms or business phone number apps. 

Is there a limit to the number of calls or messages that can be made with a shared phone number?

It depends on your service provider and subscription plan. Some service providers may have limits on the number of call minutes or messages that can be made with a shared phone number. At the same time, others may offer unlimited usage. It’s best to check with the service provider for specific details on usage limits and costs.

Are there additional costs for using a shared phone number?

Yes, there may be additional costs for using a shared phone number, such as monthly service fees or usage charges, depending on the service provider and plan. It’s best to check with the service provider for specific details on costs and any additional charges.

Can I forward calls and messages to different people based on schedule or availability?

Yes, you can forward call and messages to different people based on schedule or availability using a virtual phone system. This system often provides the call routing and distribution option that allows you to direct calls and messages to specific individuals based on factors such as time of day. Caller ID or keywords in a text message. You can use shared business phone numbers, dedicated phone numbers, toll free numbers to forward calls and messages to your team for business communication.

Can I customize the greetings for a shared phone number?

Yes, you can customize the greetings for a shared phone number using virtual phone systems. These systems often provide options for recording and setting custom greetings for different scenarios, such as business hours, after-hours, or closed for the day. This allows you to modify the customer experience and provide professional and relevant information to the caller. 

Are there any security or privacy concerns with using a shared phone number?

Security and privacy concerns include unauthorized access to sensitive information or the potential for spam/scam calls. It’s important to use a reputable service provider and take steps to secure your account, such as setting a strong password and enabling two-factor authentication. Additionally, it may be beneficial to regularly review call and message logs to monitor for any suspicious activity. 

Are there any integrations available with other tools/platforms for a shared phone number?

Absolutely. Virtual phone systems often offer integrations with other tools and platforms. You can easily integrate CRM systems, project management tools, Helpdesks, and other third-party applications with your phone system. It’s best to check with the service provider for specific details on available integration and compatibility with other tools and platforms.

Can you use an existing phone number?

Yes, you can use an existing phone number by porting your number to KrispCall instead of getting a new one. With number porting, you can keep using your current phone number and share it with your team. To learn more, contact sales team.