VoIP (Voice over Internet Protocol) uses a broadband internet connection to make voice calls and is not like conventional landline voice calls. When using a VoIP phone system, the caller’s voice signal is converted to a digital signal and travels via the internet towards the receiver’s end. Users can keep the same phone numbers even if they change to a new VoIP service provider. This switching activity is known as VoIP number porting.
Suppose a user is shifting the office to a new location. Their existing phone number stays with them even if they shift to a new location with a different VoIP service provider. VoIP users can port their phone numbers to new service providers without changing them, which helps them avoid losing existing customers.
Importance Of VoIP Number Portability
Through VoIP number portability, the VoIP service provider takes the traditional landline phone number from PSTN (public switched telephone network) and switches it to a VoIP service, which is of high importance to the business. A few reasons depicting the importance of porting are,
Use Worldwide
If the business is shifting to a new location, users can take their existing number to any location worldwide. Geographical locations do not matter when porting an existing phone number.
No Restrictions
Traditional phone systems always have physical restrictions, as their resources and systems are mainly linked to physical wiring and connecting systems at specific locations. On the other hand, VoIP number portability never has any geographical restrictions. Users can take their numbers to the new office, access them from home and office or even use them while travelling.
Business Uniformity
VoIP number porting maintains the prevalent numbers, allowing the customers to reach the company through the same phone number. By not changing the numbers, the existing business is offered consistency. This uniformity provides less risk of throwing business into confusion.
Local Numbers
Businesses that are spread across different local markets but not physically present in all these locations can easily use VoIP phone systems and VoIP number portability to obtain local numbers, making customers feel they are working in a local company.
Planning Numbers
With VoIP, the number of actual phone numbers for the business is not tied to a physical or wired phone line. VoIP helps to use hundreds or unique phone numbers from one system or multiple phones for a single number. VoIP allows users to plan their number porting strategically, as it affects communications.
Use Numbers
VoIP allows number portability, which helps businesses use their phone numbers as they please. Users can use these numbers as direct dial, main reception, and fax lines.
Goodbye To RCF
RCF (Remote Call Forwarding) requires quite a lot of workarounds due to many issues, which is quite expensive. Conversely, VoIP phone systems are budget friendly.
Therefore, users can say goodbye to RDF and opt for VoIP phone systems, as they still receive the necessary benefits. VoIP number portability gives businesses the chance to form their phone system strategically.
How Does VoIP Number Porting Work?
Things to remember about VoIP number porting process are,
Contact New VoIP Provider
The user should contact a new VoIP provider about the phone numbers they want to port over. Porting fees should be mentioned in the contract, as a few providers charge porting fees as extra charges. VoIP Office never charges fees for porting.
Maintaining Existing Phone Service
Users should only cancel their existing phone service once their VoIP phone number porting process is completed, as this will help avoid service interruptions. However, if the user requires a quick number transition in a few cases, a VoIP provider can provide temporary numbers to forward calls until the porting process is fulfilled.
Letter of Agency (LOA)
The new and old VoIP providers require LOA (Letter of Agency) authorization to verify and approve the request to port their phone numbers. Accurate information, such as PINs, account numbers, tax IDs, and other details, along with recent billing statements, must be provided.
Things To Remember When Porting Phone Number
A few things to remember while porting a number,
No Past Due Bills
There should be no past-due bills with the old phone service provider. The user’s standing with the phone service provider should be good, and there should be no past-due bills. Also, devices for porting the number, like VoIP adapters, should be readily available.
Current Phone Service
The user should have used the current phone service for at least two months before porting the number. This prevents different types of fraud and ensures that porting is not done just to avoid paying the pending bill.
Ensuring Compatibility
The user must ensure their phone number is compatible with the new VoIP service provider. The new service provider should be able to support the phone number, whether local or toll-free.
Cancel Service with Old VoIP Provider
Once the porting process is completed, the user must cancel the previous VoIP provider’s service. Otherwise, they will be charged for two separate VoIP service providers (i.e., for both old and new service providers).
Benefits Of Porting To VoIP
There are several benefits of porting the phone number to VoIP. A few benefits include,
Continuity Of Business
Users can keep their existing phone number during porting. They can avoid the inconvenience of informing all the contacts about the change in phone number, which is a lifesaver for businesses. This is helpful as there will not be any requirement to change the phone numbers on websites, any marketing materials, and others. The cost of reprinting marketing materials and updating sites is saved.
Lower Missed Calls
If the existing customers call the old number, there will be many missed calls. However, with the porting of phone numbers, the new VoIP service provider ensures a straightforward transition and that the callers enjoy unbroken service.
Good Online Presence
The phone number is mostly embedded in website contact information, email signatures, and online listings. The company’s online identity remains the same and does not require updating across various existing platforms.
Setting Up Faster
After porting the number, the new service provider can quickly activate the service using the existing phone number. This concept is faster than waiting for longer periods to get allotted a new phone number.
Enhanced Customer Service
Once they are familiar with the existing number, they will call the same customer service number repeatedly. Porting the phone numbers helps ensure a smooth transition to the new service provider without any glitches in customer service.
More Features
VoIP services offer various features like voicemail, call forwarding and other features to any device by allowing remote work and even managing calls on the move. Porting the number maintains a state of flexibility that does not require customers to update their customer details.
Saving The Costs
By porting, termination fees from the existing VoIP provider are saved. There is also no need to print new business cards with new phone numbers, which helps to save costs on stationery, visiting cards, and various marketing materials. VoIP number porting ensures consistency in branding, which helps to save money in the long run.
Requirements For Porting Phone Number
Requirements for porting VoIP numbers are,
List Containing VoIP Phone Numbers
A list containing all VoIP phone numbers, including extension numbers that are being used, like numbers for hunt groups or even numbers used for call queues, along with vanity numbers, if any, should be provided to the new VoIP service provider.
Letter Of Authorization
To start the porting process, the user must provide the new VoIP service provider with a Letter of Authorization. This will help the new VoIP service provider initiate the process of VoIP porting on the customer’s behalf. It also helps provide particulars regarding who is making decisions regarding information about the numbers in question.
Current Account Number Details
The user must give the VoIP provider details regarding the current account number, which usually consists of a 10-digit number, which is reflected on the monthly statement of the new VoIP phone service provider.
Copy Of Current Phone Bill
When the user provides the current phone bill to the VoIP provider, it helps the provider verify the account details. This is extra proof that the phone number is owned.
Factors To Consider for Selecting VoIP Provider
VoIP porting numbers should be smooth during porting. A few factors for selecting a VoIP provider include,
Budgeting Factor
There are VoIP service providers who offer flexible payment terms and a few others who offer only lengthy contract commitments. Quality should be the essential factor, not pricing when considering VoIP phone service.
Due to the best quality of service, the prices might be higher, mainly due to the advanced telephony features offered by VoIP service providers. These extra options are usually added for an additional fee or are included as a part of an expensive subscription.
Value Added Features
Value-added services like call queuing, vanity services, call recording, auto attendant, find me, follow me, integrated fax, CRM integration, music on hold, email messaging, and various other features are found to be user-friendly for businesses.
Customer Service
The user should ensure that the VoIP provider offers dependable 24/7 customer service via live chat and email—research customers’ ratings to gauge customer satisfaction.
Communication Solutions Offered
Few VoIP service providers integrate VoIP with cloud PBX (Private Branch eXchange) technologies to provide customers with an absolute communications solution, such as virtual extensions and auto attendants.
VoIP service providers combine various communication solutions into one platform, allowing users to benefit from the efficient services offered without worrying about different service providers for the various communication requirements.
Regarding Porting Services
The user should ensure that the VoIP service provider offers a phone number porting facility, along with the process and timeline taken. Users should inquire regarding details of potential downtime, success rates, and temporary call forwarding requirements for minimizing disruption must be asked.
Desktop & Mobile Applications
Suppose the organizations have team members who work remotely. In that case, they should ensure that the new VoIP service provider offers desktop and mobile applications so that continuous communication from all devices via SMS and even Voice Calls can occur.
Reputation Of Brand
When selecting a VoIP service provider for any organization’s needs, many factors must be considered. It is advisable to check the number of users who have signed up with the service provider. Depending upon the number of users, the reputation of the VoIP service provider could be considered. Also, check how many users have subscribed to the service provider’s newsletter. All these details help gauge the reputation of the VoIP service provider’s brand.
Computer Technology Integration
CTI (Computer Technology Integration) ensures the accuracy of the VoIP service. It is an essential factor to consider before opting for VoIP services. With this integration, the leading VoIP service provider places multiple servers worldwide. CTI helps support multi-factor verification and conducts regular audits.
Compliance & Security
Users should select VoIP service providers that prioritize data security with encrypted solid agreements. These providers should comply with the Health Insurance Portability and Accountability Act (HIPAA) or the General Data Protection Regulation (GDPR).
Location Of Provider
It is always advisable to select a service provider in a location near the company. The VoIP service provider can track and manage the calls effectively and collect customer details, which helps develop a better relationship with the customers.
Conclusion
The FCC (Federal Communications Commission) granted telecommunication service providers the facility to port phone numbers in 1988 and made number porting compulsory in 1993.
This means that the existing VoIP service provider cannot refuse to release the phone numbers for porting. The destination service provider must accept the request to port the phone number.
Users can port mobile numbers, VoIP phone numbers, and landline phone numbers whenever they are unhappy with their current carrier. This is an excellent option, as it helps avoid the inconvenience and expense of changing the phone number.