Multi-line phone system

Today, the best multi-line phone systems are virtual, VoIP-based ones like RingCentral RingEX. Benefit from easy setup, lower costs, and advanced features to boost collaboration across your business.

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A multi-line phone system is a non-negotiable for your business, unless you can imagine never having to handle more than one phone call at a time. Even the smallest businesses need to be able to speak to multiple customers at once, or perhaps to contact a supplier while a colleague chats to a client. The choice, then, isn’t between a multi-line phone system or none, but rather between the different types of available multi-line phone systems for small businesses. You could opt for a traditional 2-, 4-, or even 12- line alternative, but why not think bigger for your small business and choose a VoIP-based phone system like RingEX? 
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What is a multi-line phone system?

Multi-line phone system is a phrase with a meaning that has evolved over time. Traditionally, it referred to a system—often primarily hardware-based—that allowed users to handle more than one call at a time. A simple deskphone with two or more lines, therefore, counted as a multi-line phone system.
Such systems are still around and relied upon by plenty of small businesses. Today, however, being able to handle a couple of calls at once is arguably less than the bare minimum required for effective small business communication. For a multi-line phone system for small business to be worth its salt today, it has to do a lot more.
RingCentral RingEX is an example of a more modern business multi-line phone system. Software-based and cloud-hosted, RingEX can do everything a traditional multi-line phone system could do and a whole lot more. That means handling a business’s inbound and outbound calls, plus business SMS, video conferencing, faxing, and other channels—all in one place.

How do multi-line business phone systems work?

How a multi-line business phone system works depends on the precise type. Particularly if  it’s a traditional on-premises alternative or a more modern cloud-based system. Cloud-based business multi-line phone systems don’t require the use of physical phone cables. There’s no need to buy additional hardware as calls can be made and received using software, apps, or browsers on devices that you probably already have, such as cell phones and laptops.
A cloud-based multi-line phone system also provides businesses with an advanced PBX system that directs incoming calls to a virtual phone number based on the rules specified for each number.
Traditional PBX systems and on-premises multi-line phone systems for small business in general, however, require relevant hardware, as well as wiring, telephone jacks, and more. The most basic of those on-premises setups only offer two phone lines, but others provide more and can have more advanced features that enable users to forward and transfer calls, among other features.
The RingEX IVR menu phone tree

Let’s take a closer look at how traditional, on-premises multi-line telephone systems compare to the cloud-based alternative:

Traditional multi-line small business phone systems

On-site hardware can get out of budget

Implementation is expensive and complicated

There's no way out of contracts that have early termination fees

Extra funds needed for service and hardware upgrades

High-level technical support increases the overall cost

Maintenance requires qualified IT staff

Service change requests take too long to implement

Cloud-based multi-line small business phone systems

No need for expensive, bulky hardware housed in a dedicated area

Installation and setup are quick and easy

There are simpler, flexible monthly contracts

Upgrades and updates are automatically rolled out

Customer support is usually free of charge

Manage the system using your smart device

Lines can be added or repurposed depending on your needs

Types of multi-line phone systems for small business

Choosing the right type of multi-line phone system for business depends on each company’s specific needs. Let’s explore the types of business multi-line phone systems that are available to give you a headstart.

Traditional multi-line phone systems: 2-line, 4-line, or 6- to 12-line

Traditional multi-line phone systems can be categorized by the number of lines that each phone has. Most commonly, there are two-line phones, four-line phones, and phones that have between six and 12 lines.

Two-line phone systems

are aimed at businesses with lower call volumes that require less advanced calling features. Think of businesses with a small number of employees (maybe even someone running their own business solo).

Four-line phone systems

enable the call handler to put people on hold, forward calls, and conduct multi-party conferencing. Have you ever rang your doctor’s office to ask for an appointment, only to be placed on hold for what seemed like forever? The receptionist on the other end of the phone was probably using a four-line phone system. 

Six to 12-line phone systems

are geared toward organizations that experience a high call volume and require complex call-routing. This type of multi-line phone system would be required for people working as  supervisors, who need to monitor lots of calls simultaneously, for example.
The problem with choosing a specific number of lines for your multi-line phone system is that you’ll be restricted to that number. So, when your business expands in the future, you’ll have no option but to stick with the same number of lines or change your entire multi-line phone system to increase call capacity.But, fear not. That’s where more flexible and modern multi-line phone systems, aka VoIP systems, come in.

VoIP-based multi-line phone systems

VoIP-based multi-line phone systems make it easy to scale the number of phone lines you have either up or down, depending on your business needs. As this type of phone system connects calls via the internet, you’re not restricted by your hardware or physical phone lines. Additionally, a virtual telephone system can seamlessly integrate with other online tools, enhancing overall communication efficiency.
As a result, businesses of all sizes can benefit from using VoIP phone systems, from startups with just a few employees to enterprises with thousands of staff members. A VoIP phone system will be able to handle it all. But how can your business set up one of these flexible multi-line phone systems?

How to set up and use a multi-line phone system

Forget having to spend time and money purchasing desk phones and other hardware, and getting technicians into your premises to set everything up. Also gone are the days of having to regularly bring those technicians back to service, maintain, and repair all that hardware.
Now, you can set up a VoIP-based multi-line phone system at a fraction of the cost of a traditional landline phone system and far more quickly, too.All that’s required is that you do your research to make sure you choose the best multi-line phone system for your needs and then sign up with an internet phone service provider. Once you download the relevant software, you can then get to customizing your setup. Assign phone extensions to each team member, customize the greetings that your customers hear when they ring your business, and then start making and receiving calls.You can even get started using apps on your cell phone if you’re out of the office.
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Why customers choose RingCentral

Created especially for businesses
Start with basic features and add more as you go along. Alongside VoIP calling and conferencing, you can access other functionality like texting, faxing, and online meetings without having to change systems.
Top-notch mobility and flexibility
It doesn't matter what mobile device you're using⁠—you can text, call, and fax from your business number. All incoming calls are forwarded following the call-routing flows in your office.
User-friendly and easy to deploy
Go live within a day!  You can respond to the changing business climate at any point by customizing your phone system through your online account.
Hardware not needed
Sign up for an account, configure it to your own network, and you're good to go. No need for physical cables, boxes, or other hardware. If you have to add extensions, there's no need for new cabling.
Industry-leading customer support
From setup to maintenance and consultation to technical support, RingCentral is here for you⁠—that's an award-winning service available round the clock.
Comprehensive service plans
With RingCentral, you get the most cutting-edge communications solution for a single amount. Bills are given monthly and itemized clearly for your peace of mind.
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Create effortless customer experiences
Seamlessly manage agents, coach performance, and boost customer satisfaction on an industry-leading omnichannel platform, designed for businesses of all sizes.
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RingCentral business communications plans for your small business

PAY ANNUALLY AND SAVE UP TO 33%
Save up to 33% by paying annually
Volume discounts for 50+ users available. Contact our sales experts to learn more.
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Core

Perfect for small organizations needing the essentials: a reliable phone system, HD video, and messaging to begin communicating effectively.

$20

/user/month * paid annually
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Advanced

Advanced features for organizations looking to elevate experiences with superior customer service tools, automation, and multi-site management.

$25

/user/month * paid annually
Everything in Core PLUS
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Ultra

Full suite with added storage and analytics, perfect for organizations demanding extensive functionality and insights.

$35

/user/month * paid annually
Everything in Advanced PLUS
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The huge benefits of a virtual multi-line phone system

Multi-line phone systems from RingCentral make it possible to have a superior but affordable business communications suite. You get better phone features, greater flexibility, and more manageable and secure business telephony at a lower cost than that of traditional phone options.Our virtual multi-line phone system also makes it easy to scale your business communications up and down, depending on the size of your business

Multi-line phone systems are best when cloud-based

Cloud computing instantly delivers software to your home or business and lets you pay only a fraction of the cost of traditional telephony. That makes cloud-based setups the most logical option when it comes to choosing a multi-line phone system for your business.
RingCentral is a cloud-based service provider that offers multi-line phone systems that are accessible via your computers or smart devices. This means that you can use and bring your business telephony with you wherever you are—transact business on-the-go and meet with clients anywhere!
It’s a huge convenience, given all the added features of a more powerful virtual system, too. Moreover, you don’t have to worry about your privacy; RingCentral displays your business number if you’re calling using your smartphone app.
The RingEX mobile and desktop app in front of an orange IP phone

Lower rates for calling and faxing

Install RingCentral softphones on your computer for more affordable long distance calling and faxing. RingCentral lets you send and receive calls and faxes via the internet, so you don’t have to worry about the usual high costs of long distance rates.
RingCentral also offers free minutes and fax pages, depending on your subscription plan.

Convenient and faster access to your business telephony

Do you need multiple phone lines? Toll-free vanity numbers? A professional voicemail greeting? RingCentral lets you add and tweak all these features through a user-friendly online account that you can conveniently access through a smartphone or tablet.
Phone lines or extensions are “virtual” or wireless and can be instantly added to your account. RingCentral also has data centers in multiple locations to ensure that your business communication needs are addressed accordingly.
Since you can keep your faxes and voicemails online for a certain amount of time, you have the option to immediately delete or forward them—ensuring that you have access to the most important messages.

Choose RingCentral multi-line phone systems

Over 400,000 businesses trust RingCentral with their communication and collaboration needs. Whether you’re looking for a small business multi-line phone system to better handle your calls, a holistic solution to efficiently manage all your business communications, or something in between, RingCentral can help. 

Complete business telephony features

Multiple phone lines, toll-free vanity numbers, online faxing, professional voicemail greetings, auto-attendant, audio conferencing, and music-on-hold can be quite expensive if you subscribe to a traditional service provider. With RingCentral, though, you get all these functions and more on a single, affordable platform.

Easy to manage and grow

Set up shop in locations outside your local area. With a multi-line phone system from RingCentral, you can easily add multiple lines, phone numbers, voicemail inboxes, and other features. Give your business a homegrown feel by choosing local business numbers.

Instant set-up

RingCentral requires no lengthy installation processes. It has software delivered instantly to your devices. If you want to keep using your old business number, you can have it ported to RingCentral without worrying about disruptions to your transactions.
The call recap function of RingEX

Affordable and user-friendly

The RingCentral multi-line phone system can be kept in your pocket and is easy on the pocket, too! You can use RingCentral on your smartphone or tablet to stay connected even while traveling. The online interface is also easy to navigate—perfect even for those with no IT training.
Compared to other virtual offerings with the same features, RingCentral subscription packages are attractively priced. You get all the phone features you need at a low monthly price with no setup fees and no long-term contracts needed.

Collaborate better

Collaboration in the workplace is vital. RingCentral features are designed for the seamless operation of teams and departments. Check your colleagues’ presence through your mobile device, route calls and faxes to the right departments and employees, send business SMS to colleagues and clients, and work together using the most popular applications like Box, Dropbox, and Google Drive.

Optimize business communication with the best multiline phone system for small business or large

The right multi-line phone system offers a multitude of benefits that are hard to ignore. From scalability and affordability to a setup process that’s a breeze, a modern multi-line phone system like RingEX offers a robust communication solution that will grow as your business grows.

More resources about phone systems

Cloud PBX

Virtual phone system and cloud phone system

SoHo phone system

Important details and disclaimers

RingCentral MVP is now RingEX. All references to “RingCentral MVP,” whether in terms of service, advertising, or product descriptions, mean “RingEX.”

  • Free trial is only available to new subscribers. Trial is limited to a maximum of five users and two desktop phones. Any free trial hardware must be returned within 21 days of trial cancellation in order to avoid hardware charges. SMS is not available for trial use.

    Acceptable Use policies apply on all plans.

    Enhanced Business SMS is subject to our SMS/MMS content policies including volume and frequency limitations and the Acceptable Use Policy. Automated, high volume, or marketing SMS is available at an additional cost, as RingCentral High Volume SMS.

    Phone rental available only with multi-year contract.

    Professional implementations for two users and above.

    Other taxes and fees such as the Federal Universal Service Recovery Fee, E911 Service Fee, Compliance and Administrative Cost Recovery Fee, 911 Fee, and State and Local Taxes, may apply. See Taxes & Fees for more information.

    Additional toll-free minutes available for purchase.

    International calls will be charged at the current rates published in our international rates table. Calls to international toll-free numbers will be charged per minute, based on the country’s rate.

    Mobile User extensions should not be used for making and receiving phone calls. While adding a Mobile User extension is free, if a Mobile User extension is used to make or receive phone calls in a given month, you will be charged that month for that Mobile User extension at the same rate per month as you are charged for Digital Lines.

    Unlimited phone calls are limited to US and CA markets only.

  • Excludes video recording. Storage retention period applies.

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