Complete guide to obtaining and configuring an online virtual phone number in 5 steps

Tired of investing in heavy, costly infrastructures that put the brakes on your call center’s performance? Are you looking for a simple way to get a virtual phone number up and running quickly in the cloud, while guaranteeing HD call quality and RGPD-compliant security? These technical and financial obstacles are complicating your transition to modern telephony.

Good news: this comprehensive guide is exactly what you need to transform your telephony. In 5 clearly defined steps, you’ll discover how to obtain and configure a virtual phone number, all in just a few clicks. Say goodbye to cumbersome infrastructures and technical complexities: make way for a secure, integrated cloud solution, ideal for optimizing your calls and sales management.

Points to remember :

• A virtual number operates via the Internet, without any physical hardware.
• It lets you receive calls from any connected device.
• It’s hosted in the cloud, so it’s easy to manage remotely.
• CRM integration and supervision tools optimize call management.
• The virtual number offers more flexibility than a traditional telephone line.

What is a virtual phone number?

Unlike conventional lines or installations requiring dedicated hardware, a virtual phone number works via the Internet, in VoIP(voice over IP). In concrete terms, you can make or receive calls from a computer, cell phone or even a tablet, provided you have a good connection. No SIM card or box is required.

What makes the virtual number so interesting?

It’s hosted in the cloud, so it’s managed remotely, with great flexibility. You can centralize communication for an entire team, track call performance, and even connect it all to your favorite CRM.

Kavkom is based on this logic: to provide a professional virtual telephone number, capable of replacing traditional switchboards, with rapid configuration, no hardware, and seamless integration. Ideal for companies looking for agility.

What are the advantages and disadvantages of a virtual phone number?

Choosing a virtual number is a bit like opting for telecommuting before it became the norm: more flexible, faster, smarter. But it’s not magic either. Here’s the real bottom line.

The advantages

• Cost savings: By opting for a cloud solution like Kavkom, you save up to 25% on your operational costs. No need to buy or maintain a physical switchboard.
• Increased productivity: teams become more efficient once they have centralized access to data and collaborative tools. You can manage calls like a boss, even from a distance.
• Total flexibility: you can have a local, international or multiple phone numbers to suit your needs, without cables or hardware.
• Boosted customer experience: AI integrated into systems like Kavkom reduces call handling time and increases customer satisfaction by 25%.
• Easy integration: A virtual number can be integrated into your CRM, your ticketing tool or even your browser. Fewer clicks, more impact.

Disadvantages

• Dependence on a good Internet connection
• Less suited to ultra-regulated environments
• For certain administrative procedures, you may still need a traditional telephone number.

In a nutshell? If you’re looking for agile, scalable communication that doesn’t require a wall socket, a virtual phone number is far better suited to the needs of a dynamic team than a traditional, fixed phone number.

5 steps to obtaining and configuring your telephone number online

How do you get a number that really works for your business? Here are the five key steps to getting a virtual phone number that’s reliable, tailored to your needs, and easy to deploy with a solution like Kavkom, with no hardware to install.

Step 1: Register on the cloud platform

It all starts with a quick registration on a reliable cloud platform. With Kavkom, it’s a formality: just a few clicks to create your account. Then, activation of your number is instantaneous, with no need to wait for a physical workstation to be installed.

Why is this model so popular?

Because it eliminates the costs associated with purchasing and maintaining hardware, and you pay only for what you use. What’s more, cloud solutions like Kavkom’s adapt to your needs in real time. You gain agility, without sacrificing performance.

Step 2: Choice of number and options (local, international)

Here again, Kavkom makes things easy. You can choose a local number to reassure your contacts, or an international number if you’re operating abroad. The interface guides you in choosing the best options: incoming calls, SMS, call forwarding, etc.

Using a local number increases the response rate, creating a reassuring geographical proximity. And virtual call centers offer the flexibility to adjust your resources without heavy infrastructure. In short, there are many options to cover your needs, whether local or international.

Step 3: Technical configuration (VoIP, CRM integration, supervision)

Let’s move on to the mechanics. Here, you connect your virtual number to your communication tools. Kavkom integrates easily with your CRM (HubSpot, Salesforce…) and works via VoIP.

In practice, this means you can use your number for outgoing and incoming calls from any device(computer, mobile, tablet), with real-time supervision. VoIP also automates many tasks, improving your teams’ productivity and reducing costs.

Step 4: Implementation of security and RGPD compliance

You can’t afford to overlook security. With the right operator, you can be sure that your data, your customers’ data and every user’s data are protected.

Serious platforms like Kavkom apply ISO 27001 standards, encrypt data and ensure RGPD compliance. So you can use a virtual number without fear of leaks or sanctions. As an added bonus, you centralize communication, enhancing transparency and control.

Step 5: Solution testing and optimization

The last key step is to test and optimize your system. This is where you check call quality, supervision and real-time data access.

You can also fine-tune each user‘s experience, set notifications, configure opening hours or referrals. And above all, benefit from a flexible system, with no SIM card, no commitment, no hardware. Just efficiency.

Comparison: virtual number vs. traditional telephone solution

The good old landline phone is struggling to keep up. Between installation costs, fixed lines and tedious updates, the limits are quickly reached. The virtual number is an agile alternative, designed for a connected world.

Here are the key differences:

• Cost: a traditional telephone solution involves hardware, licenses and maintenance. The virtual number, on the other hand, is based on the cloud: no hardware to buy, you pay for what you use.
• Flexibility: adding a line, activating a new employee or managing remote teams is just a few clicks away, using a virtual number.
• Quality and integration: cloud telephony, like that offered by Kavkom, offers HD calls, native CRM integration and immediate commissioning.
• Scalability: there’s no need to build a new telephone line; all you need is Internet access to deploy an extra number.

Unlike traditional telephone numbers limited to a fixed line, a virtual number grows with your business, without technical bottlenecks.

Security, compliance and integration into your cloud telephony solution

Safety is not a bonus. It’s a prerequisite. In a world where all business communication is carried out via cloud-based tools, guaranteeing data confidentiality becomes strategic.

A solution like Kavkom ticks all the boxes:

• Secure RGPD-compliant interface
• Robust hosting and cloud infrastructure
• Seamless integration with your business tools (CRM, ERP)

But beware, the cloud is not without its challenges. 55% of companies find cloud environments more difficult to secure than on-premise systems. And 80% see an increase in cyber risks. Hence the importance of relying on a reliable solution with advanced observability.

Standards such as ISO/CEI 27017, encryption and reinforced authentication all contribute to guaranteeing secure use, both for the user and for the telephony manager.

Migration strategies and optimization of your cloud telephony

Moving to the cloud isn’t just about changing tools. It’s about changing your mindset. And to make this migration a success, it’s best to follow a clear roadmap.

Here are the key steps:

• Map the existing situation: how many lines, how many calls, how many internal needs?
• Choose a reliable partner: a solution likeKavkom offers fast, no-obligation implementation, with human support every step of the way.
• Train teams to use the new interface and its features (history, statistics, click-to-call…) effectively.
• Track key indicators: response rate, audio quality,SMS management , processing time, etc.

FAQ – Frequently asked questions

Conclusion

Getting a virtual number is great. Having the right number, in the right place, with the right tools, is even better.

The virtual number isn’t just a modern alternative to the traditional telephone line. It’s a strategic lever for streamlining your communications, gaining agility, and professionalizing your call management, without investing in a gas factory.

And the best part? You can manage everything from a browser: team, history, redirections… Clearly, you no longer need a switchboard on your desktop to have a number that follows you everywhere.

With a solution like Kavkom, the transition is seamless, the support is there, and you’re in control every step of the way.

What if you turned your telephony into a growth lever? Discover how Kavkom can transform your day-to-day business.