WebFones Features

Artificial Intelligence

WebFones delivers integrated call transcription, summarization, note taking, and call history tracking in one seamless solution. Our AI also powers realistic text-to-speech voices and is actively expanding into automated menu generation and other smart call-handling features.

Phone Provisioning

Phones ship pre-configured from the distributor to automatically connect to your WebFones system. Setting up a device is as simple as assigning it to an extension online and plugging it into the internet.

Caller ID Routing

Caller ID Routing allows incoming calls to be directed based on area code or specific phone number. This can be used to route VIP customers to key staff, direct paid-support customers to priority lines, or screen calls from regions outside your service area.

DID Phone Numbers

Direct Inward Dialing (DID) allows individual phone numbers to route directly to extensions or departments, enabling precise and efficient inbound call handling beyond standard receptionist or menu routing.

Call Flows and Menus

WebFones provides web-configurable, multi-level call menus that administrators can update anytime. Built-in logic guides you through scheduling after-hours routing, posting holiday messages, and managing special circumstances such as weather delays or staff meetings.

Web Administration

All system administration is web-based, secure, and simple. Use any browser to adjust call routing, update extensions, configure features, and manage your phone system from anywhere.

Call History

WebFones makes tracking call information effortless. Integrated contact management tools help automate workflows, analyze call activity, and produce downloadable reports in standard formats.

Call Queues

Call queues let you build your own call center by distributing calls to representatives using configurable ring strategies, such as simultaneous, round robin, least recent, fewest calls, and more. You can also play custom messages or music while callers wait.

Call Recording

Record any call by pressing the “Record” button on your IP phone or dialing #7 on your mobile phone. At the end of the call, recordings are automatically emailed as WAV file attachments. Always-on recording is also available for any extension or phone number.

Incoming Caller ID

WebFones queries a national Caller ID database to display caller names when available. You can also populate your own private Caller ID database for numbers not listed—such as mobile phones.

Caller ID Number and Name Control

Outbound caller ID is fully customizable at the company, department, or user level. You can also update the outbound Caller ID name in the national database directly from the WebFones website.

Speed Dial

Users can create and manage up to 100 personal speed-dial entries using extension codes.

Multi-Organization

Create sub-organizations within your system to customize Caller ID, Music On Hold, and other defaults. Numbers, call flows, and extensions can be assigned to organizations for easier management.

Conference Bridge

Set up your own conference bridges to hold internal or external group calls without relying on third-party conferencing services. Multiple bridges can run simultaneously for different teams.

Contact CRM

The Contact CRM consolidates all communications—voicemail, notes, call logs, and recordings—under each contact. Screen pops can display these details instantly when calls arrive, giving your staff immediate context.

End User Login

Password-protected logins let users manage their extension settings, listen to voicemail, access the company directory, and use the contact management system. Administrators can assign permissions by group for simplified control.

Escalation

Escalation rules allow callers to press * to bypass voicemail and reach a receptionist or another designated staff member for immediate help.

Fax Server

Inbound fax numbers can be mapped to the integrated fax server, delivering faxes as PDF email attachments. Support for traditional fax machines is also available.

Hot Desking

Hot desking lets users log into any phone and temporarily turn it into their extension. Logging out restores the phone’s original configuration.

Intercom

Two-way intercom enables staff to speak through another phone’s speaker without requiring the call to be answered—whether the person is across the hall or across the country.

Live Receptionist

WebFones equips receptionists with powerful call-handling tools, complemented by an auto-attendant for busy periods or after hours. This hybrid approach ensures professionalism and consistent call routing.

Mobile VoIP

WebFones supports mobile VoIP (MVoIP) on iPhone and Android. When connected via LAN, Wi-Fi, or cellular data, your mobile device becomes a full softphone. When connectivity isn’t available, calls automatically fall back to the cellular network.

Multi-Location

WebFones removes geographic limitations by unifying all locations under one phone system. Staff can use full system features from anywhere, presenting a single professional presence to customers.

One Number Calling

A single number can be configured to ring multiple locations, cell phones, or outside numbers—ensuring callers can reach you wherever you are.

Paging

Paging broadcasts can be delivered through phone speakers or through VoIP paging hardware (such as the Snom PA1) connected to building loudspeaker systems. Simply dial the paging extension and speak.

Busy Light

Busy lights show real-time call status for users—even those located in remote offices or other physical locations.

Simultaneous Ring

Multiple extensions can ring simultaneously when a single extension is dialed, enabling assistants or colleagues to pick up calls when you're unavailable. Users can configure this without affecting existing call flows or queues.

Schedules

Schedules make it easy to adjust call routing based on time of day or date. They can manage after-hours routing, lunch breaks, holidays, emergency modes, and even control when mobile phones ring or when users appear in group queues.

Transcribed Voicemail

Voicemails are automatically transcribed and delivered—with both text and audio—so you can quickly read, search, forward, and organize messages. Traditional dial-in voicemail access is still supported.

SMS Text Messaging

WebFones supports full business text messaging, including group conversations. Texts can be shared with multiple staff members, and a full API is available for automated responses and integrations.

Softphone

A softphone lets you make calls from your computer or smart device using a headset or microphone. Many softphones are compatible with WebFones; we recommend Bria 4, but any option supporting the G.729 codec will work well.

Whisper Mode

Whisper Mode allows supervisors to listen to calls and privately coach employees without the caller hearing, making it ideal for training and quality assurance.