The Best VoIP Phone Systems For Schools

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The educational system is developed with students’ best interests in mind, which means the budget is based around the curriculum and aimed to inspire students’ future options after graduation.

The administrative part of education is sometimes disregarded as the yearly budget is prepared because the focus is on students, as it should be. Administrators operating behind the scenes, on the other hand, understand how critical communication is when managing the budget process.

Day-to-day school activities, such as a phone system, are important to the seamless administration of the schools and other administrative functions. Schools, like any other organization, need reliable Internet and phone connection to communicate with the outside world, parents and students, and inside the school system.

It’s a crucial aspect in the performance of schools and the educational system as a whole, and it applies to both major public-school systems and private schools.

Features of the Top VoIP Phone Systems for Schools

As technology advances, it appears that prior generations of tools become obsolete at a faster rate than they used to. It’s the same in business, but it’s even more of a problem in education because budgets are set far in advance, and out-of-date technology has an influence in the classroom.

Slow and malfunctioning technology can obstruct learning and make education appear even more undesirable. A VoIP phone system is one important piece of technology that schools have begun to employ. They provide much more functions than a traditional landline phone system while also reducing the amount of equipment necessary.

We’ll show you some of the great features that will help you understand why VoIP is the finest phone solution for your school.


Schools require continual communication, and if a phone connection goes down, it can cause other problems, such as being unable to receive or make calls to parents or public safety authorities in the event of an emergency.

The likelihood of a phone service failure diminishes with cloud-based VoIP. You’ve decreased the risk even more if you’ve upgraded your Internet connection to a fiber connection. VoIP phones, unlike traditional landlines, connect to your Internet connection via the same network. The type of outages that copper networks experience during bad weather are avoided if your service is offered over fiber.

Traditional landlines are usually offered in a fixed number of lines, such as 23 lines via PRI. You won’t be able to receive or make any more calls if your phone service is already at capacity. Furthermore, there is no way to take on more calls or add new features without making huge changes to the entire system.

Because VoIP is mostly configured in software, you may execute system updates to guarantee that it is constantly performing at its best. In comparison, landline phone service is a stale technology, whereas VoIP has limitless adaptability and upgrade potential.

Smart Features

A VoIP system combines traditional phone characteristics with cutting-edge technology to improve communications. It’s also completely configurable. That is the true value of VoIP’s smart features: they can be chosen and tailored to meet the specific demands of your school.

These smart features could include, but are not limited to, the following:

An Improved Intercom System: An intercom system that works properly allows schools to share messages and notify students and teachers to crucial information or potentially dangerous situations. A VoIP system is more adaptable, allowing messages to be broadcast concurrently in different parts of the building using both telephones and overhead speakers as needed.

Newer systems can even play music when classes are not in session, as well as the bell sounds that signal the start and conclusion of periods. Faculty can now make announcements from any phone, or even a mobile phone app, as opposed to the traditional bulky and limited intercom systems.

Call recording and logging: Maintaining a communication record is always a smart idea in case important information regarding phone calls needs to be accessed. Calls can be recorded and kept locally or in the cloud, in addition to reporting which calls occurred when it is lawful to do so. Authorized individuals with security privileges can obtain recording archives from audio storage.

Distance Learning/Video Conferencing: Secure video conferencing is critical for public school districts with several schools or larger independent schools with different facilities in order for the educational institution to stay on topic.

Video conferencing brings administrators together to collaborate immediately from their desks, making it ideal for presentations and meetings that require many perspectives. Distance learning must also be included into every school’s technology repertoire, given the new realities that Covid19 has brought us all! Cost can be an important consideration, but it doesn’t have to be.


The sheer versatility of VoIP is one of the things that makes it so helpful. Extensions and phone numbers can be added or withdrawn at any time, and services can be altered at any time. The “plug-and-play” nature of VoIP means that you may upgrade, downgrade, or swap out phones as needed. Furthermore, because the installation process is as simple as plugging in a phone, managing these activities does not necessitate additional labor.

In an emergency, flexibility is also important. If your institution loses Internet access, hosted VoIP systems can be set up to redirect all calls to mobile devices or a different location. This assures that calls will be answered regardless of the situation.


VoIP phone systems are generally less expensive than traditional phone systems, which may seem paradoxical. Although the technology is more advanced, a cloud-based PBX system can save tens of thousands of dollars in equipment costs and long-term upkeep. According to our research, a hosted phone system is often HALF the price of an on-premise (closet-based) phone system! (You won’t be able to buy a box in the closet.)

Some of the Best VoIP Phone Systems for Schools

Switchvox Sangoma For Schools

To suit their educational goals, schools demand low-cost, simple-to-use VoIP systems. Switchvox Unified Communications, a VoIP phone system, is a cost-effective solution for an older phone system, with features like mobile apps, dedicated conference rooms, and other essential educational services.

Switchvox for schools has several advantages, including:

  • Safety: Switchvox uses paging systems to send out emergency alerts. These are delivered via desktop phone displays, direct to parents’ phones, or any student’s emergency contact numbers.
  • Affordability: Switchvox has low upfront expenses, with a “All Functions Included” pricing strategy that bundles all of the most important features into a school-friendly package.
  • Ease: Teachers and other school personnel devote a significant amount of time and effort to education. Switchvox has a user-friendly web-based interface, as well as user-friendly handsets and mobile apps.

VVX600 Polycom

For a variety of reasons, this VoIP phone has received great commendation from a number of publications. One of the most crucial factors is the pricing, which is now $148 on Amazon. The majority of phones are designed for corporations, but there is a lot of crossovers into the education sphere, as we’ve already covered.

It features a 4.3-inch gesture-controlled touch screen, HD voice quality, and the ability to manage your Microsoft Exchange calendar, which is ideal for secretaries who need to schedule meetings with administrators, teachers, and parents.

ClearOne Ceiling Mic Array

For a variety of reasons, ceiling microphones would be incredibly advantageous in schools. The first is that they will be out of reach of children, reducing the likelihood of them breaking, depending on the age of the students. The second advantage is that they can improve the interaction with digital whiteboards.

Final Thoughts

VoIP services are one approach to reduce your overall expenditure so you can concentrate on remotely instructing pupils. These systems are also beneficial to traditional schools.

VoIP and virtual phone systems have proven to be a significantly more cost-effective option for schools and other institutions than traditional hardline communications systems alternatives because they don’t require any expensive hardware (unlike traditional telephony), software installation, or on-site maintenance and monitoring.

VoIP technologies are available in both extensive packages and extremely restricted plans, with only the most basic communications equipment and services, and installation is significantly less time-consuming and intrusive. In comparison to an on-premises system, a cloud-based hosted VoIP system ensures that you can connect with employees, students, and parents both inside and outside of your building.

Telco Data has assisted many public and private schools over our 20 years in business. Reach out to Telco Data today to get your free quote and complimentary site survey schedule.

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