Worried that switching phone systems means downtime, lost numbers and a painful setup? It does not have to. Here is exactly how to move to an AI phone system step by step, keep your existing number, and go live with zero downtime.

The complete guide to choosing, comparing and switching to an AI-powered cloud phone system, built for Australian businesses that refuse to miss another call. Compare Aircall alternatives and AI receptionists, understand the real costs, and see why 100% Australian hosting and support matter in 2026.

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Call recording is one of the most useful features a business phone system can offer — valuable for training, dispute resolution, quality assurance and compliance. But in Australia, recording phone calls is also governed by law, and getting it wrong can land a business in serious trouble. The good news is that compliant call recording is straightforward once you understand the rules.

This guide explains the legal landscape, the business benefits and how to set up call recording the right way on a modern cloud phone system.

Is it legal to record calls in Australia?

Yes — but with conditions. Call recording in Australia is governed by a mix of federal and state and territory legislation, including the Telecommunications (Interception and Access) Act at the federal level and individual surveillance and listening devices laws in each state and territory. The rules vary by jurisdiction, which makes a clear, consistent policy essential for any business operating across borders.

This article is general information, not legal advice. Always confirm your specific obligations with a qualified professional, especially if you operate in multiple states.

The golden rule: consent and notification

The safest and most widely accepted practice is simple: let people know the call is being recorded. This is why you so often hear "this call may be recorded for training and quality purposes" when you contact a business. That notification gives callers the chance to consent by continuing the call, or to ask for recording to stop.

As a practical baseline, reputable businesses:

• Notify all parties at the start of the call that it may be recorded.
• Explain the purpose of the recording.
• Give callers an option to proceed without being recorded where required.
• Store recordings securely and limit who can access them.

Why businesses record calls

When done properly, call recording delivers real value across the organisation:

• Training and coaching. Real calls are the best teaching material for onboarding and improving customer service.
• Quality assurance. Managers can review interactions to maintain standards and spot opportunities to improve.
• Dispute resolution. An accurate record settles "he said, she said" disagreements and protects both the business and the customer.
• Compliance and record-keeping. Regulated industries often need verifiable records of what was agreed.
• Capturing details. Staff can revisit a call to confirm an order, address or instruction rather than relying on memory.

Privacy obligations you must respect

Recordings often contain personal information, which brings them under the Privacy Act and the Australian Privacy Principles. That means businesses should:

• Be transparent about why calls are recorded and how recordings are used.
• Store recordings securely with encryption and access controls.
• Retain recordings only as long as needed and dispose of them securely afterwards.
• Honour access requests from individuals where applicable.

How to set up call recording on a cloud phone system

1. Decide what to record. You can record everything, only inbound or outbound calls, or specific teams such as sales or support. Recording selectively is often the most practical approach.
2. Add a recording notification. Configure an automated greeting that informs callers the call may be recorded.
3. Set retention rules. Choose how long recordings are kept and automate their secure deletion afterwards.
4. Control access. Limit who can listen to recordings, and keep an audit trail of access.
5. Write a clear policy. Document your approach so staff understand what is recorded, why and how it is handled.

A major advantage of a cloud phone system is that all of this is built in. Recordings are stored securely in the cloud, easy to search and retrieve, and protected by access controls — no on-site recording hardware required.

Get the benefits without the risk

Call recording is a powerful tool for training, compliance and protecting your business — as long as it is done transparently and stored securely. The formula is simple: notify callers, secure your recordings, keep them only as long as you need, and document your policy.

Uniden Voice makes compliant call recording easy, with secure cloud storage, automated recording notifications and granular access controls built into every Voice Over Cloud plan. Talk to our team about setting it up for your business.

For decades, a business phone meant a physical handset bolted to a desk. Today, that same phone can live inside an app on your laptop or mobile. This is the softphone — software that delivers everything a desk phone does, without the desk phone. For businesses with remote workers, hybrid teams or staff on the move, it has become one of the most valuable tools a cloud phone system offers.

Here is everything you need to know about softphones: what they are, how they work and why so many Australian businesses are adopting them.

What is a softphone?

A softphone is a software application that lets you make and receive calls over the internet using your business phone number. Instead of dialling on a physical handset, you dial on a screen — using your computer, smartphone or tablet, paired with a headset or your device's built-in microphone and speaker.

Crucially, a softphone uses your business identity, not your personal one. When a staff member calls a customer from their mobile using the softphone app, the customer sees the business number, not the employee's private mobile number. Calls are logged, recorded and routed through your business system exactly as if they came from a desk phone.

How does a softphone work?

A softphone connects to your cloud phone system over the internet. When you place a call, the app converts your voice into data, sends it across the network and connects you to the other party — whether they are on a mobile, a landline or another softphone. Because it is just software talking to your cloud platform, your full phone system travels with you wherever you have an internet connection.

The key benefits for businesses

• Work from anywhere. Staff can take and make business calls from home, a client site, an airport or overseas — all with the same number and features as the office.
• No hardware to buy. Softphones run on devices you already own, removing the cost of physical handsets.
• Protect personal privacy. Employees use the business number for work calls, keeping their personal mobile number private.
• One number, many devices. Calls can ring your desk phone, laptop and mobile at once, so you never miss an important call.
• Effortless scaling. Adding a new user is as simple as installing an app — ideal for growing teams and seasonal hiring.
• Unified communications. Many softphones combine calling with messaging, video, presence and voicemail in a single interface.

Softphone features to look for

A capable business softphone should offer:

• Call handling — transfer, hold, conference and call forwarding.
• Voicemail to email so messages reach you wherever you are.
• Presence indicators showing who is available, busy or on a call.
• Instant messaging and team chat alongside voice.
• Video calling and screen sharing for meetings.
• Call recording and history for quality and compliance.
• CRM integration so calls connect to your customer records.

Softphone vs desk phone: which do you need?

It is rarely an either-or decision. Many businesses run both: desk phones for staff who are office-based all day and prefer a physical handset, and softphones for remote workers, travelling staff and anyone who values flexibility. Because both connect to the same cloud system, they share one phone number, one set of features and one administration panel. You can mix and match to suit each role.

Tips for getting the best from your softphone

1. Use a good headset. A quality USB or Bluetooth headset with a noise-cancelling microphone makes a noticeable difference to call clarity.
2. Prefer a wired or strong Wi-Fi connection. Stable internet keeps calls clear; on mobile, a solid 4G or 5G signal works well.
3. Keep the app updated for the latest features and security fixes.
4. Set up your devices to ring together so calls find you wherever you are.

The office, in your pocket

A softphone turns any device into a fully featured business phone, freeing your team from the desk without losing a single capability. For modern Australian businesses embracing hybrid and remote work, it is one of the simplest ways to stay connected, professional and reachable — from anywhere.

Uniden Voice includes powerful softphone apps for desktop and mobile with every Voice Over Cloud plan, so your whole team can work from anywhere on day one. Contact us to see it in action.

Moving your phone system to the cloud brings huge gains in flexibility and cost. But like any internet-connected technology, a VoIP system needs to be secured properly. The reassuring news is that a well-configured cloud phone platform is at least as secure as a traditional line — and often far more so. The risks come almost entirely from weak configuration and human error, both of which are completely preventable.

Here is a clear-eyed look at the real threats to business VoIP, and the practical steps that keep your communications locked down.

The main VoIP security threats

Understanding the threats is the first step to defending against them. The most common include:

• Toll fraud. Attackers gain access to your system and place a flood of expensive international or premium-rate calls, often overnight or on weekends. This is the single most costly VoIP threat for businesses.
• Phishing and vishing. Criminals impersonate your provider or staff to trick employees into handing over credentials or making fraudulent payments.
• Eavesdropping. Unencrypted calls on an unsecured network can, in theory, be intercepted.
• Denial of service (DoS). Attackers flood your system with traffic to knock your phones offline.
• Caller ID spoofing. Fraudsters fake their caller ID to impersonate trusted organisations.

Why toll fraud deserves your attention

Toll fraud is the threat that hits businesses where it hurts — the wallet. A compromised account can rack up thousands of dollars in calls to premium international destinations in a matter of hours, almost always outside business hours when nobody is watching. The attack usually starts with a weak or default password on a phone or extension. The defence is straightforward, which makes prevention all the more important.

Ten steps to secure your VoIP system

1. Use strong, unique passwords. Every extension, account and device should have a strong password — never the factory default.
2. Enable multi-factor authentication (MFA) on administrative accounts so a stolen password alone is not enough.
3. Set international call restrictions. Block or limit calls to high-risk destinations your business never dials. This single setting stops most toll fraud cold.
4. Apply call spend limits and out-of-hours rules to cap potential damage.
5. Use call encryption (TLS for signalling and SRTP for audio) so conversations cannot be intercepted.
6. Keep firmware and software updated on every handset, router and app to close known vulnerabilities.
7. Secure your network with a properly configured firewall and, where suitable, a separate VLAN for voice traffic.
8. Monitor call activity and set alerts for unusual patterns, such as spikes in international or after-hours calls.
9. Restrict admin access to only the people who genuinely need it, and remove accounts when staff leave.
10. Train your team to recognise phishing and social engineering attempts.

What a good provider does for you

Security is a shared responsibility, and a quality cloud phone provider handles a large share of the heavy lifting. Look for a provider that delivers:

• Encryption by default for signalling and media.
• Fraud monitoring that detects and blocks suspicious activity automatically.
• Geographic and destination call controls that are easy to configure.
• Secure, redundant data centres with strong physical and network protections.
• Regular security updates applied to the platform without you lifting a finger.

Compliance and data privacy in Australia

Australian businesses also need to consider privacy obligations under the Privacy Act and the Australian Privacy Principles, particularly where calls are recorded or customer data is stored. A reputable provider hosts data securely and gives you the controls to meet your compliance requirements, rather than leaving you to work it out alone.

Secure by design, not by accident

VoIP is not inherently risky — an insecure configuration is. With strong passwords, sensible call restrictions, encryption and a provider that monitors for fraud, a cloud phone system becomes one of the most secure and resilient parts of your business technology.

Uniden Voice builds security into every Voice Over Cloud deployment, with encryption, fraud monitoring and call controls configured from the start. Speak to our team about locking down your business communications.

One of the most common worries businesses raise before switching to a cloud phone system is bandwidth. Will the internet connection handle the calls? Will voice quality suffer when the office is busy? The reassuring answer is that VoIP is surprisingly light on bandwidth — far lighter than streaming video or large downloads — and most modern Australian connections handle it with ease.

Still, getting the numbers right matters. In this guide we explain exactly how much bandwidth VoIP uses, how to calculate what your business needs, and how to make sure every call sounds crystal clear.

How much bandwidth does a single VoIP call use?

A typical VoIP call uses roughly 85 to 100 kilobits per second (Kbps) in each direction when you account for the audio codec and network overhead. That is a tiny amount of data. To put it in perspective, a single standard-definition video stream can use 30 to 40 times more bandwidth than one phone call.

Because calls use bandwidth in both directions at once, you need to plan for that capacity on both your upload and download speeds — and upload is usually the tighter constraint on Australian connections.

Calculating bandwidth for your business

The simple formula is:

Number of simultaneous calls × 100 Kbps = bandwidth required (each direction)

Here is how that scales for a typical office:

• 5 simultaneous calls ≈ 0.5 Mbps each way
• 10 simultaneous calls ≈ 1 Mbps each way
• 25 simultaneous calls ≈ 2.5 Mbps each way
• 50 simultaneous calls ≈ 5 Mbps each way

An important distinction: you size for simultaneous calls, not total staff. A 20-person office rarely has all 20 on the phone at once. A realistic estimate is that a third to a half of your team might be on a call during the busiest moments.

Why speed is only half the story

Raw download speed gets all the attention in NBN marketing, but for voice quality, three other factors matter just as much:

• Latency — the delay between speaking and being heard. Keep it under 150 milliseconds for natural conversation.
• Jitter — variation in how data packets arrive. High jitter causes choppy, robotic audio.
• Packet loss — data that never arrives, heard as words dropping out. Aim for well under 1%.

A connection can be fast and still deliver poor calls if latency, jitter or packet loss are high. This is why a stable connection beats a merely fast one for voice.

VoIP and the NBN: what Australian businesses should know

The NBN comfortably supports VoIP across all its common business plans. Even an entry-level plan provides far more capacity than a handful of simultaneous calls require. The bigger considerations are the type of connection and having a backup:

• Fibre-based connections (FTTP and FTTC) offer the most consistent performance for voice.
• Fixed wireless and satellite can work but may show higher latency and jitter, so quality of service settings matter more.
• A 4G or 5G failover keeps your phones running if the NBN drops — a major advantage of cloud phones, since calls can reroute automatically to mobiles or another site.

How to test your connection before you switch

1. Run a VoIP-specific speed test. Standard speed tests measure download speed; a VoIP test also measures jitter, latency and packet loss.
2. Test during your busy period. A connection that looks great at 7am may struggle at 11am when the whole office is online.
3. Check your upload speed. Many issues trace back to limited upload capacity rather than download.

Five ways to guarantee great call quality

• Prioritise voice traffic with Quality of Service (QoS) settings on your router so calls take priority over downloads.
• Use wired connections for desk phones where possible, rather than relying on Wi-Fi.
• Keep firmware updated on routers and handsets.
• Separate voice and data on a dedicated network or VLAN in larger offices.
• Add a failover connection so your phones survive an outage.

The bottom line

VoIP needs far less bandwidth than most businesses expect — around 100 Kbps per call. The real secret to flawless calls is not a huge connection, but a stable one with voice traffic given priority. For the vast majority of Australian businesses on the NBN, the infrastructure to run a professional cloud phone system is already in place.

Uniden Voice assesses your connection, configures QoS and sets up failover so your Voice Over Cloud system sounds great from day one. Get in touch for a free connection check.

Your business phone number is part of your brand. It is printed on your vehicles, sitting in customer phones, listed across hundreds of online directories and tied to years of marketing. So when companies consider moving to a modern cloud phone system, the first question is almost always the same: can I keep my existing number?

The good news is yes. Thanks to a process called number porting, Australian businesses can move their landline and mobile numbers to a VoIP system and keep them exactly as they are. In this guide we break down how porting works, how long it takes, what it costs and how to switch without dropping a single call.

What is phone number porting?

Number porting is the regulated process of transferring an existing phone number from one carrier to another. In Australia it is governed by the Australian Communications and Media Authority (ACMA) and the Local Number Portability (LNP) rules, which give every business the right to take their number with them when they change providers.

When you port a number to a VoIP provider like Uniden Voice, the number stops being tied to a physical copper line and instead routes calls over the internet. To your customers, nothing changes — they dial the same number and reach you. Behind the scenes, your calls now travel across a flexible cloud network instead of ageing infrastructure.

Which numbers can you port?

Most Australian business numbers can be ported, including:

• Geographic landline numbers (such as 02, 03, 07 and 08 area codes)
• Mobile numbers (04 numbers)
• 1300 and 1800 inbound numbers
• 13 numbers

There are a few exceptions. Numbers that are part of a bundled service, in dispute, or already in the middle of another port request can be delayed. That is why it pays to confirm portability before you commit to a switch.

How long does porting take in Australia?

Timelines depend on the type of port:

• Simple ports (a single number with no complications) can often complete within a few business days.
• Complex ports (multiple numbers, hunt groups or numbers spread across services) typically take a few weeks because they require coordination between carriers.

The key thing to remember is that your old service stays active right up until the moment the port completes. A well-managed port flips your number over to the new system at an agreed time, so there is no window where customers cannot reach you.

What does it cost to port a number?

Porting fees vary by provider and number type, and some carriers waive them entirely as part of an onboarding package. The bigger financial picture is the ongoing saving: once your numbers live on a cloud platform, you remove line rental charges, slash call costs and stop paying for hardware you no longer need. For most businesses, those monthly savings dwarf any one-off porting fee within the first billing cycle or two.

Step by step: how to port your number to VoIP

1. Confirm your details. Gather a recent phone bill, your account number and the exact business name and address held by your current carrier. Porting fails most often because these details do not match.
2. Choose your new plan. Decide how many numbers, users and features you need on the new cloud system before the port begins.
3. Submit the port request. Your new provider lodges the request and manages the carrier-to-carrier coordination on your behalf.
4. Set up your system in parallel. While the port is in progress, configure your handsets, call routing, voicemail and auto-attendant so everything is ready to go live.
5. Go live. At the scheduled cutover, calls to your number start flowing through your new VoIP system — usually without you noticing a thing.

Common porting mistakes to avoid

• Cancelling your old service early. Never cancel the existing line yourself. Cancelling releases the number and can make it impossible to port. Let the port complete first.
• Mismatched account details. Even a small difference in the business name or address can reject a port. Match your current bill exactly.
• Porting during peak season. Where possible, schedule the cutover for a quieter period so any minor hiccups have minimal impact.

Keep your number, lose the limitations

Porting to VoIP is the rare upgrade that costs you nothing in continuity. Your customers keep dialling the same number, while your business gains the flexibility to take calls anywhere, scale lines up and down on demand, and add features that copper lines could never deliver.

At Uniden Voice, we manage the entire porting process for Australian businesses, from confirming portability to coordinating the cutover, so the move to Voice Over Cloud is smooth and downtime-free. Talk to our team to find out how easily your existing numbers can make the move.