The six VoIP handset features that matter for schools

In the evolving landscape of education in the UK, technology is crucial in ensuring students' and staff's safety, efficiency, and overall well-being. For communication, Voice over Internet Protocol (VoIP) handsets are at the forefront of this technological shift, offering a wide range of features tailored specifically for the educational sector. From risk reduction to safeguarding measures, VoIP handsets are designed to meet the unique challenges that primary and secondary schools and multi-academy trusts face. Below, we explore the features of VoIP handsets that matter for education, focusing on their role in enhancing safety, compliance, and efficiency.

Effective school communication is about more than making calls—it's about ensuring no important communication is missed. VoIP handsets offer automated and detailed call reporting, which tracks all incoming and outgoing calls, including those that go unanswered. This feature ensures that all unreturned missed calls are flagged for follow-up, preventing potential communication lapses. Administrative staff can generate and review detailed reports, ensuring that every call is accounted for and critical information is not overlooked.

Responding swiftly and effectively in an emergency is critical in any educational setting. VoIP handsets are integral to emergency planning and lockdown procedures, providing instant communication across the school site. Features such as mass notification systems, emergency broadcast capabilities, and direct links to emergency services enable schools to act quickly in a crisis. Additionally, automated lockdown procedures can be triggered through the VoIP system, ensuring that the entire school is secured within moments of a threat being identified.

VoIP handsets can be integrated with existing safety protocols to create a comprehensive safety network within the school site. In addition to traditional fire alarms and security systems, VoIP handsets can trigger specific alerts for various situations, such as intruder alerts or medical emergencies. System administrators can customise these alerts and send them to specific groups or the entire school to inform the right people immediately. This integration enhances the school's overall safety infrastructure, making it more responsive to potential threats.

Every school prioritises the welfare of students and staff. VoIP handsets contribute to this by offering features that support mental health and well-being initiatives. For instance, dedicated lines can be set up for counselling services, ensuring students and staff can access support when needed. Additionally, the ability to communicate quickly and discreetly during sensitive situations helps protect the well-being of everyone on campus.

School sites operate around the clock, and so do their communication needs. VoIP handsets come equipped with a night mode feature, optimising the system for after-hours functionality. With the press of a button, schools can switch their system to night mode, ensuring that only essential calls are directed to the appropriate staff. At the same time, non-urgent communications are redirected to voicemail or logged for the next business day. This feature helps manage communication efficiently during office hours while maintaining a line of contact for emergencies.

Maintaining accurate and accessible records of communication is vital in educational settings. VoIP handsets can be integrated with a school's Management Information System (MIS) to automatically record calls and link them to the relevant parent or child's folder. This integration allows recorded calls to be downloaded immediately with just a click, providing easy access to communication records whenever needed. This feature is particularly valuable since it maintains a clear record of interactions between staff, students, and parents, ensuring transparency and accountability.

Conclusion

VoIP handsets are more than just a modern communication tool—they are a comprehensive solution that addresses the unique challenges faced by educational institutions in the UK. From reducing risks and ensuring policy compliance to enhancing safety and supporting the welfare of students and staff, VoIP systems over a robust platform that meets the needs of a modern school. By investing in VoIP technology, educational institutions can improve efficiency, strengthen their safety measures, and create a more secure and supportive environment for learning and growth.

Futher reading

If you need more information about the whole process of specifying and buying a VoIP system for your multi-academy trust, this article provides all you need to know.

Register for webinar about the PSTN switch off and all things VoIP on 7th November