Your phone system, run by you. Helped by AI.
VoIP Systems Portal puts your whole business phone system in one place: phones, call routing, business hours, texting, voicemail and recordings. Make changes yourself in seconds, without waiting on a support ticket. Then let AI answer the phone, find the right person and tell you what every call was about.
Smarter calls, less busywork
The newest features use speech recognition and natural computer voices to take work off your team's plate. Each one is a click away in the portal.
AI receptionist New
A receptionist with a name you choose. It talks with callers naturally, answers common questions and sends them to the right person.
Voice attendants New
No more "press 1, press 2". Callers just say what they need, and the attendant can take their name, number and email.
Voice directory New
Dial by name, by voice. Callers say a person or a department, like "Sarah" or "billing", and they're put straight through.
Business texting New
Send and receive SMS and MMS on your company numbers, as a team, from the portal or the mobile app.
Text-to-speech New
Type the words, pick a voice, done. Make menu prompts, voicemail greetings and recordings without a microphone.
Transcripts & summaries New
Voicemails and recorded calls in writing, plus a one-click summary of any recorded call: who called, why, and what to follow up.
A receptionist who never takes a day off
Give your receptionist a name and a personality, and it answers your calls in a natural conversation. Callers ask questions the way they would ask a person: "Are you open Saturday?", "Where do I park?", "Can I speak to someone about billing?"
- Answers you approve. It picks from the answers you have written and checked, so callers get your facts, never made-up ones.
- Routes the call. It puts callers through to the right person or department, or takes a message.
- Perfect for after hours and busy times, so no call goes unanswered.
- Your name, your voice. Choose what it's called and how it sounds.
Callers say it. The attendant gets it.
Replace keypad menus with a spoken one: "Thanks for calling. Do you need sales, support or accounting?" The caller just answers. The attendant understands everyday speech, not just exact keywords.
- Asks follow-up questions, such as home or business, phone or Wi-Fi, to reach the right team.
- Takes details: the caller's name, phone number and email, read back to confirm.
- Works anywhere in your call flow: on a number, an IVR option, or after hours.
- Keypad still works for callers who prefer it.
Dial by name, just by saying it
Callers say who they want, "Dylan Spivey" or "accounting", instead of spelling a name on the keypad. It knows everyone in your company directory, plus the departments you set up and the words callers use for them.
- People and departments, with extra words like "billing, invoice, accounts".
- Confirms before transferring: "Transferring you to Dylan." Callers can say no. You can also make it ask "Did you say…?" every time.
- Never a dead end. If it can't understand after two tries, the call goes where you choose.
- Set it up yourself in a couple of minutes, with no support ticket.
Text customers from your business number
Your team sends and receives texts on your company phone numbers, right in the portal, with the same conversations in the mobile texting app. Customers text the number they already know.
- SMS and MMS: send photos as easily as words.
- Shared conversations. Everyone in a group sees and answers the same threads, so nothing falls through the cracks.
- Private notes on a conversation for your team only, never sent to the customer.
- Team chat for your staff, and a red dot when something is unread.
Professional recordings. No microphone.
Type what callers should hear, choose a natural-sounding voice, and the portal creates the audio. Use it for menu prompts, voicemail greetings, holiday messages and "we're closed" announcements.
- Change the words, re-speak, done. Every menu or schedule that uses the recording plays the new version straight away.
- Got an old recording? The portal types out what it says, so you can edit the words and re-speak it.
- Several voices to match your brand.
Know what every call was about, without listening
Voicemails arrive in writing, in the email and in the portal. Recorded calls can be turned into a written conversation, and any recorded call can be summarized with one click.
- Voicemail transcripts in your email, so you can read a message in a meeting.
- Call transcripts with each line labelled Caller or Called.
- One-click summaries: who called and why, key names, numbers and dates, and any follow-up promised.
- On demand. Summarize only the calls you care about.
Everything a business phone system should do
Behind the AI is a complete phone system. All of it is managed from the same portal, by your own admins.
Extensions
Add people, set caller ID and voicemail, reset passwords. Changes are live in seconds.
Desk phones
Set up Yealink and Grandstream phones and their buttons: speed dials, busy lamps and park keys.
Softphone app
Every extension on a smartphone or computer, so staff can take calls anywhere.
Admins & users
Admins manage the system. Users see only their own calls, voicemail and settings.
Contacts
A shared company phone book that shows on desk phones, plus private contacts.
Music on hold
Upload your own music or messages for callers on hold.
Inbound numbers
Point each phone number at a person, group, menu or schedule.
Business hours
Open, closed and holiday routing that switches on its own.
Auto-attendants (IVR)
Classic "press 1" menus with typed or recorded prompts.
Ring groups
Ring several phones at once or in turn.
Call Flow switches
One button to send calls elsewhere, such as during a meeting or on a snow day.
Call centers
Queues with hold music, agents, wrap-up time and reports.
Follow Me
Ring your cell after your desk phone, or forward calls when you're out.
Call Block
Stop unwanted callers by number.
Voicemail
Messages by email with the audio attached, greetings from text and caller options.
Call history
Every call, filterable by date, direction, missed calls and recordings.
Call recording
Record calls by extension or number, then play, download, transcribe or summarize them.
Live Console
Your whole system right now: who's on a call, who's ringing, queues and parked calls. Great on a wall screen.
Call park
Park a call and pick it up from any phone.
Install as an app
Put the portal on your computer or phone with its own icon and window.
Many locations, one sign-in
Manage several businesses or sites from a single login.
Fraud monitoring
Watched around the clock for scanners and unusual calling, which are blocked automatically.
Simple from day one
There's nothing to install. The portal runs in your web browser, on any computer, tablet or phone.
Sign in once
Go to portal.voipsystems.ca and sign in with your email and password.
Pick your business
With several locations or companies, choose one from your list. There's no need for separate logins.
Make the change
Add a person, change your hours or record a greeting. It takes effect right away, without a support call.
Secure, monitored and backed by real people
Watched 24/7
Every server is monitored around the clock, and scanners and unusual calling are blocked automatically.
Locked-down systems
The phone systems behind the portal are closed to the internet. Only the portal itself is open.
Your team, your rules
Admins and users see only what they should. Sessions time out on shared computers.
Real support
Complex setups like AI receptionists are built with you by the support team.
Questions people ask
Do I need new phones?
Usually not. The portal sets up popular Yealink and Grandstream desk phones, and every extension can also run on a smartphone or computer with the softphone app.
Can I keep my phone numbers?
Yes. Your existing numbers can be moved over, and texting works on the numbers your customers already know.
Does the AI make up answers?
No. The AI receptionist chooses from answers you have written and approved. If it isn't sure, it puts the caller through to a person or takes a message.
What happens if the AI doesn't understand a caller?
Callers are never stuck. After two tries, the voice directory and attendants send the call where you choose, such as reception or the keypad menu, and the keypad always works.
Are calls transcribed automatically?
Voicemail transcripts are a setting you turn on per mailbox. Recorded calls are transcribed and summarized only when you ask, so you choose which calls.
Can I use it on my phone?
Yes. The portal works in any mobile browser and can be installed as an app with its own icon. Texting is also in the mobile texting app.
How do I get started?
Get in touch using the link below. If you already have an account, sign in at portal.voipsystems.ca.
See it on your own calls
Ask for a walk-through of VoIP Systems Portal, including the AI receptionist, voice directory and business texting.