Phone System Setup

Configure Your VoIP Phone System

Complete the form below so we can build your phone system exactly how you need it. Each section includes guidance to help you choose the right options.

Operating Hours
When should your phones be active?
How this works: When your office is open, calls ring through to your team as normal. Outside of your set hours, we can automatically play a professional greeting letting callers know you're closed and inviting them to leave a message or call back. This ensures no call goes unanswered.
Mon
Tue
Wed
Thu
Fri
Sat
Sun
Open from Close at

e.g. early close on Fridays, different Saturday hours, bank holiday closures

When Open — Call Handling
How should calls be routed during business hours?
An IVR (Interactive Voice Response) menu plays a recorded greeting when someone calls, offering options like "Press 1 for Sales, Press 2 for Support." It helps route callers to the right team automatically. Best suited if you have multiple departments or teams.

e.g. "Thank you for calling Acme Ltd. Press 1 for Sales, Press 2 for Support, or hold to speak to our team." Leave blank and we'll draft one for you.

There are three ways we can produce your greeting audio. Text-to-speech is quick and free — we generate it from your script. Self-recorded means you record it yourself and send us the file. Professional recording gives the most polished result using a voice-over artist (we recommend Fiverr for a low-cost option — typically £10–£30).
Please ensure your script is filled in above so we can generate the audio accurately.
Please email your audio file to support@amicusnetworks.co.uk with your company name in the subject, or we'll follow up to collect it during setup.
Once you've arranged your professional recording, please email the audio file to support@amicusnetworks.co.uk. We'll let you know if we need anything specific from the voice artist.

e.g. Sales, Support, Accounts, Reception

This is per user or per queue. 20–30 seconds is typical.

What should the voicemail greeting say? Leave blank and we'll draft one.

Voicemails will be emailed as audio attachments to this address.

When Closed — Out of Hours
What happens to calls outside business hours?
When your office is closed, we can play a professional out-of-hours greeting. You can also give callers the option to leave a voicemail, which gets emailed straight to you. This way no enquiry is ever missed.

What should callers hear when you're closed? Leave blank and we'll draft something professional for you.

DDI Numbers
Direct dial numbers for individual users
A DDI (Direct Dial-In) number gives each user or department their own unique phone number so callers can reach them directly — without going through a menu or receptionist. We include one landline DDI free of charge per extension. Additional landline DDIs are £2/month each. Mobile DDI numbers (07xxx) are £4.95/month each.

You can choose more than one type — e.g. local area numbers for some users and an 03 number for the main line.

Local area numbers (01xxx / 02xxx) display a recognisable regional code to callers — great if you want to appear local to your customers. You can choose any area code in the UK regardless of where your office is based.

Select all that apply. Don't worry if you're unsure — we can advise.

03 numbers are non-geographic — they don't suggest any particular location. They're charged at the same rate as 01/02 numbers for callers, making them a professional, nationwide-friendly option. Popular with charities, national businesses, and organisations that don't want to appear region-specific.
Mobile DDI numbers (07xxx) give users a dedicated mobile number that rings their VoIP extension. Callers see a mobile number, which can feel more personal or accessible. These are charged at £4.95/month per number and are separate from your mobile SIM tariff.

Callers will see this as your "caller ID" when you ring out.

Mobile Apps & Softphone
Use your business number anywhere
Our mobile app and desktop softphone let your team make and receive calls using their business number on a smartphone or PC — no desk phone required. Calls use your internet connection and the caller always sees your business number. Great for remote workers or staff on the move. Invite details per user are collected in the Users & Extensions section below.

Per-user mobile numbers and email addresses for app invites can be added in the Users & Extensions section below.

Call Recording
Automatic recording for compliance and training
Call recording captures inbound and/or outbound calls automatically. It's useful for quality monitoring, training, and compliance. If enabled, we'll update your system greeting to notify callers that calls may be recorded, as required by UK regulations.

Only required if you selected "Specific extensions only" above. Leave blank to record all.

We include 90 days free storage as standard. Recordings older than 90 days are automatically deleted unless you choose extended or compliant storage.

Regulated business: Our team will contact you to discuss your specific compliance requirements and confirm the appropriate storage period, retrieval process, and any additional setup needed.
Important: We'll update your system greeting to include a call recording notice as required by UK regulations. Please confirm you're happy for us to do this.
Call monitoring lets supervisors or managers listen in, whisper (speak to the agent only), or barge (join the call) on live calls. Useful for training new staff or supporting agents during difficult calls — without the customer being aware unless you barge in.

List the names and roles of staff who should be able to monitor calls.

Portal Admin Access
Who can access call logs and recordings in the portal?
Your phone system includes an online portal where authorised users can view call logs, listen to recordings, manage settings, and run reports. You can choose who gets admin-level access — typically managers, directors, or your IT contact.

Add each person who needs access to the portal. We'll set up their login credentials and send them an invitation.

Number Porting
Keep your existing phone number
Number porting allows you to bring your existing phone number(s) across to the new system — so your customers, suppliers and contacts don't need to update their records. The process typically takes 5–10 working days and runs alongside your new system setup, so there's minimal disruption. We'll need a recent phone bill from your current provider to initiate the port.

Include all numbers you wish to bring across

Reminder: Please have a recent bill from your current provider ready — we'll request this when we start the porting process. Without it we cannot raise the port.
Users & Extensions
Who needs a phone on the system?

For each user, add their name, role, preferred extension (optional), and — if they're using the mobile or desktop app — their mobile number or email address so we can send the invite. Tick the app column if they need app access.

Additional Notes
Anything else we should know?

Any special requirements, existing equipment, integrations (CRM, Teams, etc.), or questions for the team.

A member of our team will review your configuration and be in touch within one business day.

Configuration Submitted!

Thank you — we've received your phone system setup details.
A member of our team will be in touch within one business day to confirm your configuration and next steps.