What is a Softphone? What are its Features and Benefits?

A softphone is an app or software-based phone for making and receiving multiple calls. It uses an internet connection for its functioning. The software program comes with a range of features. It supports high-definition voice calls, dialing extensions to reach different users, accessing voicemails, and more. Owing to its features, the program benefits businesses, professionals, call centers, and others. Softphones serve the advantage of quick usage and accessibility. Essentially, they are more affordable than deskphone systems. Going through these features and benefits of softphones in more detail can help companies or professionals identify whether they should switch to these.

What is a Softphone?

In plain terms, a softphone is an internet or software-based phone. One can also understand it as a software program. Its main function is to make phone calls using the internet. For this, it utilizes a computer device for general purposes in place of specific hardware. Thus, one can install the program on a mobile or desktop to initiate calls.

• Note that a softphone requires no physical telephone set.

• Yet, it works just as a traditional phone does.

• This program can appear like a handset image.

• The image usually comprises a display panel.

• Additionally, it has certain buttons for users to interact with it.

• A user can utilize this software program via a headset linked to a computer's sound card.

• Also, it can work via USB phones.

Use of SIP Routing for Softphones’ Functioning

Softphones use Session Initiation Protocol or SIP routing for their functioning. SIP routing connects these software programs to a VoIP or Voice over Internet Protocol network. Thus, they are able to receive and make calls.

What are the Features of a Softphone?

A softphone provides a number of features, doing more than making or receiving calls. It enables HD voice calling, contact list sharing, conference call management, etc. Including these and others, the software program offers 7 best features. However, remember that these functionalities can differ as per the softphone app accessed.

High-Definition Voice Calls

One of the features of softphones is that it lets users enjoy HD voice calls. High-definition call quality ensures enriching interactions since sounds are majorly clear. In addition, the voice tends to be more crisp.

Sharing contacts and Dialing Extensions

Using a softphone app, a user can subscribe to the contact list of a company. The user can share his/her contacts with partners or coworkers. For employees, this feature enables quickly finding the contact information of clients. Thus, the need for manually finding this information reduces. Besides, one can quickly dial any extension.

Facilitates Conference Calls

Certain softphone programs feature conference calls. A user can attend these through a work phone. Some programs have mobile as well as desktop apps. Thus, one can flip calls between cell phones and desktops/computers. It is possible to do so even amidst ongoing phone conversations.

Indicates the Status of Team Members

An important feature of a softphone is that it shows the status of team members. Thus, one can know whether a particular member is busy, offline, online, or even in a meeting.

• As per the status, users can contact others at the appropriate time.

• This attribute further helps in knowing when one is likely to receive a response from the other user.

Access to Voicemails

Depending on the softphone, one can get voicemail features. Some programs come with modern capabilities to improve functionality.

Considering the modern features of a softphone, it can allow directly pushing audio files in voicemails as push notifications or emails. Besides, it is possible for users to access transcriptions. Thus, it is easy to go through information even when users can't make calls.

Manage Contact Lists

Softphone features are inclusive of contact list management. They make it easy to store lists that comprise contact details. One can make this information accessible to the required users. Also, one can manage these lists in the desired ways. Thus, whether adding or looking for specific phone numbers or other details, making extensive manual efforts is not needed.

Enables Text Messaging

Software-based phones can involve the functioning of a Voice over Internet Protocol or VoIP line. Through this, one can send as well as receive texts. Alongside communicating through SMS messages via softphones, one can receive and send MMS too.

Who can Benefit from Softphones?

Businesses can benefit from softphones as they positively facilitate their functioning. Particularly for those operating on hybrid and remote models, these programs are beneficial. Such businesses may operate across locations, whether nationally or internationally. Yet, they can flexibly work through the use of software-based phones.

• Other than these, call centers can draw advantages from softphones.

• It is beneficial for companies reliant on sales.

• For telecommunicators, such a solution is necessary.

• It is apt for travel businesses to manage multiple queries from callers.

• Organizations with international presence can potentially benefit from the software.

• Moreover, it is apt for professionals or individuals specializing in sales or other such operations.

Top 5 Benefits of Softphones for Businesses

The key benefits of softphones are that they are easy to use and accessible across many devices. Moreover, they enable managing business operations regardless of location-related barriers. As their user-interface is interactive, it is simple to go through their features. Most importantly, such software programs are cost-saving and invite minimal maintenance.

In all, there are 5 main advantages of using a softphone, each being majorly valuable to a business.

Quick to Use

A notable benefit of a softphone is that a company can start using it quickly. It does not invite a long installation process. Moreover, it is less time-consuming to set up the software program. Hence, one can begin using it for call management in no time. 

Note: Since IT professionals aren't also needed to set up softphones, they can be quickly used.

Accessible to Multiple Devices

Organizations can get softphone systems and make them accessible to many devices. Keep in mind that they work as mobile, web, or desktop applications. Therefore, more than one device can utilize these. This benefit further extends the functionality of an organization as it can enable making/receiving calls and texts as well as do more across different systems.

Business Operations' Management on the Go

Over 74 percent of employees with softphone access spend up to or more than half a week working away from their offices. The advantage of software-based phones is that they make communication mobile. Hence, it becomes possible to manage several business operations on the go.

Interactive and User-friendly UI

The user interface or UI of a softphone is interactive. In addition, it is user-friendly too. In comparison to a deskphone, the UI of software-based phones makes them easier to use. Its display shows a list of voicemails. It enables call transfers to other users or colleagues through a specific button.

Also, considering its UI, the screen size of a softphone is large. Thus, it is simpler to view notifications. This particularly helps in not missing any calls.

Cost-Saving and Low Maintenance

Businesses can invest in softphones as they offer cost-saving benefits. In this regard, they are the best alternatives to deskphone systems since they are expensive. Besides, software-based phones require low maintenance in comparison to their substitutes. They involve no extra hardware. Thus, their installation time and costs are reduced.

All in All,

A softphone is a useful software program for businesses and professionals. It is a budget-friendly solution for making or answering calls in high volumes. Moreover, its wide variety of features is advantageous for companies, especially for managing their sales processes or other relevant operations.