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Grasshopper is a virtual phone number service that needs a smartphone or computer that is already linked to the internet. This phone service has the advantage of being easy to set up and use. You must first pick a plan and a phone number, then download the app, set a primary greeting, and add extensions before you can use the service.
To get started, follow these five steps, then read our suggestions on how to utilize a Grasshopper phone system for small company communications.
1. Select Your Phone Number & Choose Your Plan
Decide if you want to maintain your current phone number or get a new one before signing up for the Grasshopper phone service. If you’re changing a landline-based business phone system, use Grasshopper’s free porting service to maintain your existing number.
Choose “use your current number” throughout the register procedure. Enter the phone number you want to transfer, and Grasshopper will give you a temporary number to use while the paperwork is finished. Your carrier will determine how quickly this occurs, which might take several days.
You may choose between a toll-free, vanity, or local number if you wish to create a virtual business line. You may enter your numbers into the phone number tool to check whether the number you want is accessible. When you choose “receive a randomly generated number,” Grasshopper will provide you with a choice of possibilities.
Select a toll-free number for your company (Source: Grasshopper)
Grasshopper provides three plans, each with the identical set of features. You won’t pay more for voicemail transcription or rapid response options than you would with other voice-over-internet-protocol (VoIP) providers like RingCentral or 808. Grasshopper does not charge per user, however. Instead, you’ll get one to five phone lines and three to an infinite number of extensions with your package.
The virtual phone plans include the following features:
- $29 per month for a single phone line and three extensions.
- $49 per month for three phone lines and six extensions on the Partner Plan.
- $89 per month for five phone lines and unlimited extensions on the Small Business Plan.
After you’ve decided on a plan, fill out your account and payment details. You may choose between monthly and yearly billing in the “Order Summary” section. You can save more than 10% if you choose annual billing. Grasshopper leads you through the setup process when you sign up.
2. Get the Grasshopper App on your phone.
You’ll need to download the Grasshopper softphone software to utilize your virtual phone system. It is compatible with Mac and Windows PCs, as well as iOS and Android smartphones. Install the Grasshopper app on any device that will be used to receive or make calls.
Download the Grasshopper app on your phone or computer to use the phone system.
Softphone applications keep your personal calls and messages distinct from your work communications, even whether calls are routed over your current cellular connection or through Wi-Fi.
After you’ve installed it, you’ll be able to use the following features:
- Text messages may be created, sent, and received using your company’s phone number.
- View your call history on any app-enabled device.
- On your device, listen to voicemail or read transcriptions.
- Basic account settings may be seen and modified.
3. Choose the main greeting
An auto attendant, often known as a virtual receptionist, is included with all Grasshopper phone services. A typical welcome is pre-configured in the settings. “Thank you for calling,” they’ll hear if they call your company phone number before you customise your message. Please press 0 to talk with a representative.”
Set up customised messages for your callers using your main or extension greetings. You may record your welcome, upload an MP3 file, or get a professional greeting prepared by Grasshopper’s Voice Studio artists under the Settings page.
MP3 files should be no more than 2 minutes long and have a file name of no more than 24 characters. Write the screenplay for the Voice Studio greetings and pick from a variety of voice performers. It costs $75 per order, and you may get many scripts.
4. Add Phone Extensions
Extensions offer your business a professional image, whether you’re a solopreneur or have a large crew. Customers will be able to choose from a number of extensions to route their call to a certain department or staff when they call.
By selecting Add Extension from the Extension menu, you may add Grasshopper phone extensions. Calls may be sent to on-site or work-from-home personnel using your extensions. Transferred calls may be received by any staff member who has the Grasshopper app loaded.
A number for current clients, one for sales, and another for customer care are all common extensions. The amount of extensions offered is determined on your plan, with the top-tier plan giving infinite extensions.
5. Begin using the service
Although some numbers may take up to 24 hours to activate, you may usually make and receive calls right away. With the Grasshopper app loaded, you can make a call from any internet-connected device. When you start the app, you’ll see a keypad identical to what you’d see on today’s devices.
You may also do the following with your virtual phone number provider:
- Set up an immediate response so that missed calls are instantly responded to with a text containing your unique message, picture, or hyperlinks.
- Incoming calls should be sent to a live answering service like Ruby Live Virtual Receptionists, which is offered via Grasshopper.
- In your app or via linked software packages like HubSpot or Salesforce, you may see and store transcribed emails.
- Grasshopper’s cloud-based fax delivery service, which is included with all accounts, allows you to receive faxes via your smartphone.
- Upload professional recordings to personalize your voicemail, main greeting, or extension messages.
How to Get the Most Out of Grasshopper’s Characteristics
To begin, Grasshopper makes it simple to connect your team and customize call forwarding. Configure the following settings and functionalities using the web-based admin site.
New Users Should Be Invited
Employees may be added to your Grasshopper account to begin receiving and answering calls. To add a new user, go to the Users tab and press Add New User. It encourages you to input your employee’s contact information. After that, Grasshopper sends an invitation to your new user through email. Your email recipient will get instructions on how to join the account and establish a password.
To get calls to the proper individuals, change user permissions. Grasshopper does not provide new users access to extensions or phone numbers by default. Instead, administrators use the extension’s drop-down menu to individually assign permissions.
Add & Customize Extensions
Three or more extensions are included on every Grasshopper plan. Customers are given a list of extensions for departments or people when they call. On-site and off-site, forwarded calls might all go to the same phone number or numerous numbers. The default extension in Grasshopper is zero. On the website, however, users may edit or add extensions.
Employee extensions may be added using the numbers 700 to 799, or department extensions can be added using the digits zero to six. Add as many extensions as you like up to the limit of your plan.
Follow these steps to customize your extensions:
- Call forwarding rules and phone numbers may be set up.
- Set user access rights, such as a phone number or a time zone.
- Create call routing plans for after-hours or emergency calls.
- Choose how incoming calls to your personal devices are displayed.
- Each extension’s voicemail settings may be customized.
Create an Extension Directory
An employee name directory is an optional feature that assists consumers in finding a sales representative or customer support representative. If an extension is known, callers may dial it or listen to the menu to choose one.
The number 8 is the default extension. To edit Extension 8, go to your web portal and click Edit next to it. Then, next to their designated extension, fill in the text boxes with your workers’ first and last names. Remember to include extension 8 when recording your first greeting and setting up your primary auto-attendant menu.
Make Your Greetings Unique
When people call your office phone, they will automatically hear your primary greeting. You may, however, create unique messages for after-hours calls. Grasshopper also allows you to create custom greetings for each of your extensions.
Use the following settings to customize your callers’ experience:
- Main away greeting: Leave a message for individuals that call while you’re out of the office. Give callers the option of leaving a voicemail by hitting zero.
- Enable the call forwarding greeting; to make call transfers as easy as possible. “Please hold as we connect your call to Extension 1,” the auto-attendant will say, followed by on-hold music until your staff picks up.
- Record personalized welcomes; for each department’s extensions, or let staff to record their own greetings.
- Create voicemail greetings; for each extension to provide listeners with information particular to the department or employee.
- The Call Announce function; announces the phoned extension, such as the name of an employee or department.
- Customers calling; after hours will hear a message that varies from your usual business hours greeting, much as the main away greeting.
Grasshopper Business Phone Numbers
One to five business phone lines are available with Grasshopper subscriptions. Users who are on a business plan may add a phone number without changing their plan. Extra phone numbers cost $5 to $10 per month.
Go to the Numbers tab in your admin panel under Settings. Then decide if you want a toll-free, vanity, or local phone number. You’ll see your monthly cost when you’ve added the numbers together.
In only a few clicks, you may add a new phone number. (Grasshopper, Grasshopper, Grasshopper, Grasshopper,
Return to the extensions and greetings pages after adding a new number to personalize your primary greeting and set up call forwarding settings.
Connect Existing Business Phone System
By forwarding calls from your Grasshopper number to your landline, you may connect Grasshopper to your business phone line. When your landline is busy or unanswered after a certain number of rings, you may contact your local phone provider and request call forwarding from your landline to your Grasshopper number.
Customer relationship management (CRM) platforms are integrated with certain VoIP phone systems, such as RingCentral. Consider a Grasshopper alternative if you need extensive integrations.
Although Grasshopper does not provide integrations, your virtual phone system may be integrated with your current landline or other small business VoIP providers such as Google Voice.
Investigate the Grasshopper Reports
Three Grasshopper reports offer you an indication of how much is being used and how much is being done. The reports provide information on unanswered calls and call lengths based on time periods or extensions.
To learn more about your virtual number use, run the following reports:
- Detail report: This report provides a summary of all calls. Call types, destination phone numbers, caller IDs, extensions, and date ranges may all be used to filter your report.
- Filter data: Find your average call duration and get an itemized list of utilized incoming and outgoing minutes with the usage report. Filter data by phone numbers, date periods, or extension numbers.
- Report on activities: Choose a date period to see how many calls, faxes, hang-up calls, and voicemails each phone number or extension has received.
The reporting dashboard in Grasshopper (Source: Grasshopper)
The reports aren’t generated automatically. Instead, users may produce a report by clicking a button, and you’ll be notified when it’s ready. The reports may be found in My Reports and can be accessed for up to 90 days. Select the option under the Download tab to save your reports as a comma-separated values (CSV) file.
Conclusion
Grasshopper is well-known for its simplicity of use and easy setup. It doesn’t need any extra hardware and works on any device that can connect to the internet. Basic features like an auto attendant and softphone applications are included in all plans. It also has sophisticated capabilities such as voicemail transcription.
Optimize your virtual phone system to improve customer experiences. Call forwarding rules and personalized greetings are simple to set up. Take advantage of the free seven-day trial to see whether Grasshopper is perfect for your company.
