Let's all raise a toast to receptionists. They're some of the best multitaskers around.

Not only do they welcome visitors with a friendly smile, but they have to take dozens of daily phone calls, sort mail, book appointments, and tame the office photocopier like a technological toreador.

We're all for making their jobs a little easier. So in this post, we'll show you how to make your office phones interface with your intercom. This means anyone can screen visitors and control access, even if they're up on the 14th floor.

It's a win-win. For your receptionist, it means ticking one big job off their list of 50. And for you, it means streamlining your security process and avoiding long waiting times for legitimate visitors. Sometimes your receptionist has to take a break, after all.

What you'll need

1. A VoIP phone system

In case you're unaware, VoIP stands for "voice over internet protocol". VoIP phones (or "IP phones") use the internet, instead of old-fashioned telephone lines, to transmit and receive audio.

Here at Yoozoom, we've specialised in VoIP telephony for many years. So, naturally, we've waxed about its many benefits at great length already. Check out this blog post if you need a primer.

Long story short, VoIP lets your office phones do some very cool things. Add in some software and hardware integrations, and they become even more powerful.

There are many integrations available, from mega-popular software like Salesforce to sector-specific tools like healthcare and hotel management apps. But to make intercom integration work, you'll need a VoIP phone solution that works with your security system.

If you're unsure, check your VoIP provider's website, which should list all available integrations. For this post, however, we'll be focusing on Wildix – a powerful VoIP solution that integrates beautifully with several top-flight intercom systems.

You can view the full list of Wildix integrations here.

2. A compatible intercom system

Of course, you'll also need an intercom system that plays nicely with your VoIP solution. Many modern intercoms are built on IP technology, just like VoIP. These are most likely to integrate with your VoIP phones.

3. Compatible handsets or other devices

Now for the other end of the equation. You've got your VoIP system and your intercom set up – now you need a way for colleagues to take intercom calls from the comfort of their desks.

There are several ways to achieve this, and your choice will depend on the features of your intercom system and the depth of the available integration.

Wildix, for instance, offers its own line of video handsets called the Vision series. These integrate seamlessly with several video door phones, allowing users to talk to visitors remotely via voice and video link. If appropriate, access can be granted at the touch of a button.

If you have a voice-only intercom system, you'll only need a voice-capable handset. Again, Wildix has plenty of options that work well alongside popular security systems.

Alternatively, you may be able to use your computer or mobile device as a softphone. This is doubly beneficial, as it means you don't have to fork out for extra technology and can potentially carry out security checks even when you're off site.

There are many variables at play here, though. So make sure you check that your VoIP and intercom systems are compatible and that they integrate in a way that meets your requirements.

Get it wrong, or try to bodge your own integration, and you could face problems like codec compatibilities, technology conflicts and unexpected costs.

What are the benefits?

As we've already seen, integrating your VoIP and intercom systems can save your receptionist a job and streamline your security process.

But that's the quick and easy answer. Let's explore the benefits in a little more detail…

Decentralise your welcome process

How many office jobs are the domain of a single person? Except for high-level project management tasks or the handling of sensitive information, it makes sense for responsibilities to be split between several colleagues. This way, productivity won't grind to a halt as soon as someone takes a sick day.

So why do we leave intercoms in the hands of just one staff member – our receptionist?

Until now, it's been largely because of technological barriers. But with VoIP and intercom integration, it's easy to share this responsibility amongst multiple members of staff. This way, visitors won't be left waiting and can expect a warm welcome within seconds of their arrival.

Improve on-site security

Differentiating legitimate visitors from dodgy characters isn't an exact science. But the more information you have, the better.

Video door phones make this process a whole lot easier by providing useful visual cues. For example, a visitor might say they work for a delivery company – but does their uniform tell the same story?

VoIP and intercom integration takes this benefit a step further. Say your receptionist is new to the job – do you really want your on-site security to be in the hands of one well-meaning but under-equipped staff member? Now you can delegate this duty to more experienced staff, who can screen visitors without significant interruptions to their usual workflow.

If security is an ongoing concern, you could even direct all intercom calls to those most equipped to deal with it – your security team.

Maintain online security

We're serious about cybersecurity here at Yoozoom. That's why all three of our VoIP phone systems are designed to offer robust security, right out of the box.

Let's take Wildix as an example, again. Wildix is an entirely cloud-based VoIP solution built on WebRTC – a clever bit of tech that's secure by design.

See, WebRTC connects users directly using a secure, encrypted connection. This means every byte of data is hidden from hackers – with no "middleware" that could prove to be a weak link in the chain.

Of course, you'll need to vet the security standards of your intercom system too. But choose one of our VoIP solutions, and you'll be well on your way to ensuring watertight security all around.

How does the integration process work?

This depends on the hardware you want to integrate.

Some can be set up very quickly indeed. Others need a little more technical know how and preparation.

That's where we can help. Partner with us, and we'll be with you every step of the way to ensure your integration goes smoothly.

We'll happily contact your VoIP provider on your behalf to get the ball rolling. And with 24/7 support available, you'll have expert assistance on hand to deal with any technical snags.

Want to know more? Get in touch for a no-obligation chat, or check out our VoIP services for more information.

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