VOIP for Schools: A Complete Guide

Introduction

Education is an ever-evolving sector that demands constant improvements in the way parents and educators communicate. The good old phone is seen as an important means of communication but with advancements in technology, a majority of educators are adopting VoIP for school, because of the level of scalability it offers.

Schools use VoIP technology to keep up with new modern-day techs. Through VoIP, schools can convey instant messages and use VoIP technology now as the first form of communication. VoIP for phone systems transmits advanced features such as voicemail-to-email, call forwarding, video conferencing, live chat, automated messages and more. These advanced features allow schools to communicate with students and parents in a much more efficient manner.

Are you also an educator looking forward to making the most of VoIP to communicate with parents? Well, this blog is just for you! If you want to make a switch from your physical phone system to VoIP for schools, then keep reading! 

Top software companies for VoIP for Schools

1. Emitrr
2. RingCentral
3. CallHippo
4. Nextiva
5. Ooma

Comparison Table of Top VoIP Software for Schools: A Quick Comparison 

Key Highlights 

• Emitrr proves to be the leading software amongst all. Followed by RingCentral and Nextiva. These both have a similar set of features. 
• CallHippo turns out to be the least favourable in terms of features as most of them are missing compared to its competitors. 
• Ooma is a decent choice for schools looking for fewer features as their key requirements. 

How Does VoIP Phone System for Schools Work?

VoIP, or Voice over Internet Protocol, converts voice signals into digital data packets transmitted over the Internet. Schools use VoIP to facilitate communication by enabling their existing internet infrastructure, over traditional telephone lines. 

This technology allows schools to manage calls through software-based interfaces and hardware such as IP phones, which can be easily integrated into the school’s IT network.

VoIP systems can be hosted on-site or through a cloud provider, offering flexibility in management and maintenance.

Benefits of VoIP for Schools

Here are some benefits of VoIP for schools- 

Cost-Effective

VoIP uses the internet to communicate by calls, which by default eliminates the need for separate phone lines. Schools can save on long-distance and international calls, thus saving a huge amount of money. This makes VoIP for schools cost-effective.

Scalability

As technology changes every decade, schools too need to update their systems to stand up with modern-day tech. To address this their communication also needs to change. VoIP phone systems for education institutions are highly scalable, allowing schools to add or remove lines and features with ease. 

Flexibility

VoIP systems offer a wide range of personalized features that can be tailored to meet the specific needs of schools. From automated attendants to custom voicemail greetings, VoIP provides the flexibility to create a communication system that aligns with the school’s unique requirements. This also happens to be one of the most unique features of VoIP for schools.

Mobility

VoIP phone system for education institutions helps school staff and teachers as they can make and receive calls from anywhere with an internet connection. This is particularly useful for remote work, field trips, and off-campus activities, ensuring that communication remains feasible and uninterrupted.

Analytical Reporting

VoIP systems provide detailed analytical reports that can help schools monitor and improve their communication processes. These reports can include call volume, duration, peak times, and other valuable metrics, using phone services for educators to make data-driven decisions.

Parent Communication

VoIP for private institutions enhances communication between schools and parents by providing features like automated calls, text notifications, and voicemail-to-email. These tools ensure that parents are kept informed about important events, emergencies, and other school-related matters. 

Emergency Response

In emergencies, VoIP systems can quickly broadcast messages to all staff, students, and parents. VoIP features services ensure that emergency responders receive accurate location information, enhancing the safety and security of the school community. This helps parents and teachers of schools to take immediate action and save students from any casualties. 

Top Must-Have Features in VoIP Software for School  

VoIP has some standout features that help schools to rely on them fully. Some of them are- 

Intercom Integration

Integrating VoIP with the school’s intercom system allows for immaculate communication across the campus. This feature can be used for daily announcements, emergency alerts, and other important communications. 

Caller ID

Caller ID helps staff to quickly identify incoming calls, which helps in improving response times and ensuring that calls are handled appropriately and promptly. This feature enhances security by allowing staff to screen calls before answering and quickly act on them in case of emergency.

Call Recording and Analytics

Call recording and analytics provide a record of all calls, which can be useful for training purposes, conflict resolution, and compliance with school policies. Analytical tools help monitor call performance and identify areas for improvement. This feature is important for analyzing problems that need to be addressed immediately.

Audio and Video Conferencing

VoIP systems support both audio and video conferencing, enabling virtual meetings and collaborations between both parties. This is particularly beneficial for regular parent-teacher meetings, staff meetings, and remote learning sessions.

Call Routing and Transferring

Advanced call routing and transferring features ensure that calls are directed to the appropriate person or department. This enhances efficiency and ensures that inquiries are handled promptly.

Voicemail to Email

Voicemail-to-email functionality allows staff to receive voicemails directly in their email inbox, making it easier to manage and respond to messages. This feature ensures that important messages are not missed and the urgent can be acted upon at the same time. 

Live Chat

Live chat for VoIP for schools provides an upgraded communication channel for parents, students, and staff. This real-time communication tool can be used for quick inquiries, support, and information dissemination. This can be used to convey on-time situational issues that parents may have opinions on. 

Hold Music

Hold music can improve the caller experience by providing entertainment or important information while they wait. Schools can customize hold music to include school announcements or messages that are necessary for the receiver to know.

Emergency Services

VoIP systems with E911 services ensure that emergency calls are routed to the nearest emergency response centre with accurate location information. They are integrated in such a manner that one call to E911 and immediate action is taken. This is crucial for ensuring timely and effective emergency responses. 

Automated Announcements (via Call or Text)

Automated announcements are used to quickly transmit information to parents, students, and staff. This feature is useful for event reminders, school closures, and emergency alerts.

Virtual Receptionist

A virtual receptionist can handle call routing, provide information, and manage inquiries without the need for a full-time receptionist. With the help of this, schools can easily ensure timely communication. It also enhances efficiency and ensures that calls are handled professionally.

Thus, here are some features you should consider while looking for VoIP for school software.

Top 5 Software for VoIP for Schools: A Detailed Analysis 

1. Emitrr

Emitrr is an all-in-one communication platform with one of the leading VoIP solutions specifically designed for educational institutions, providing a comprehensive suite of features tailored to the unique needs of schools.

Features of Emitrr

• Intercom Integration
• Caller ID
• Call Recording and Analytics
• Audio and Video Conferencing
• Voicemail-to-Email
• Emergency Services
• Automated Announcements
• Virtual Receptionist
• Analytical Reporting

2. RingCentral

RingCentral is a leading cloud-based communications and collaborative platform providing VoIP solutions suitable for schools.

Features of Ring Central 

• Unified Communication
• Mobile App
• Call Management
• Analytics and Reporting
• Integration
• Security

3. CallHippo

CallHippo is a flexible and easy-to-use VoIP service that caters to businesses and educational institutions with its scalable communication solutions.

Features of CallHippo

• Virtual Phone Numbers 
• Call Tracking
• IVR (Interactive Voice Response)
• Call Transfer and Forwarding
• Call Recording
• Team Collaboration

4. Nextiva

Nextiva is a unified communication platform known for its reliable VoIP services, designed to enhance business and engage better with educational communication.

Features of Nextiva

• Advanced Call Management
• Video Conferencing
• Mobile and Desktop Apps
• CRM Integration
• Analytics
• 24/7 Support

5. Ooma

Ooma provides a versatile VoIP solution software that combines affordability with unique features, making it suitable for schools and small to medium-sized businesses.

Features of Ooma

• Virtual Receptionist
• Call Blocking
• Voicemail-to-Email
• Mobile App
• Emergency Services

Why Emitrr is Best for VoIP for Schools?

Emitrr is a leading provider of VoIP solutions for schools, offering a comprehensive suite of features curated to enhance communication and streamline operations in one go. 

Let’s delve into a few features that tell us why you should consider Emitrr- 

Comprehensive Features

Emitrr has a comprehensive set of features that allows schools to use software with proper feasibility. Features like intercom integration, caller ID, call recording, call queue, metrics analysis, emergency services, call routing and transferring, virtual receptionist and more happen to be key features for educational institutions using VoIP solutions for schools. 

Scalable solutions 

Emitrr provides scalability to your business as it is also cost-effective. It improves engagement through multiple features, thus proving to be one of the top phone systems in education institutions. Emitrr helps eliminate the need for telephonic lines, allowing schools to reduce costs. It supports a cloud-based infrastructure and offers personalized features tailored to specific requirements. This ensures optimum scalability for schools using VoIP.

User-Friendly Interface 

Emitrr’s interface is very easy to use. School Staff can easily use this interface as they can navigate through this easily. The VoIP system is easy to set up and use, there is no learning curve involved. The software has also been rated 4.8 stars for its ease of use on Capterra. 

VoIP for Schools FAQs

Conclusion

In a nutshell, VoIP technology offers numerous benefits for schools, including cost savings, scalability, flexibility, and advanced features that enhance communication and operational efficiency. By choosing a reliable provider like Emitrr, schools can ensure they have a secure and efficient communication system that meets their unique needs. We hope you now have garnered a comprehensive understanding of VoIP for schools. Are you eager to make a switch yourself, then book a quick demo here!