EveryDay Voip

The implementation of a cloud-based VoIP system like EveryDay Voip is generally quick and straightforward, often marketed as a "Quick & Easy Set Up." Since it is a hosted solution (Cloud PBX), the process bypasses the long setup times and infrastructure investment associated with traditional phone systems. While the initial setup of the account can be very fast, a complete turnover—which involves preparing your business and porting numbers—typically takes several weeks to ensure a smooth transition.

Process and Duration

• Initial Setup & Account Configuration (1–3 Days): After selecting a plan, the provider activates your cloud PBX system. You gain access to the online portal to start configuring users, extensions, and basic call flow rules immediately.
• Infrastructure Assessment and Readiness: While minimal hardware is needed, you must ensure your current internet connection and local network equipment (routers, switches) have enough bandwidth and Quality of Service (QoS) settings to support high-quality voice calls.
• Number Porting (2–4 Weeks): This is often the longest part of the process. It involves submitting a Letter of Authorization (LOA) to transfer your existing business phone numbers from your old carrier to EveryDay Voip. This process is mandatory to keep your current numbers and is dependent on the speed of the old carrier.
• System Customization and Configuration: This includes designing the full call flow, setting up the Auto Attendant (IVR) menus, recording custom greetings, setting up voicemail, and configuring advanced features like call queues and call analytics.
• Equipment Procurement and Deployment: If you opt for physical IP phones, these are procured and shipped. The phones are typically "plug-and-play" and auto-provisioned upon connection to your network.
• Employee Training and Testing: Conduct training sessions on using the new desk phones, softphone apps (desktop and mobile), and the system's new features. Perform test calls internally and externally to verify call quality and ensure all features are working as expected before the official launch.
• Go-Live (Cutover Day): The moment the new system officially replaces your old service. For cloud-based systems, this is a smooth, planned event handled by the provider. The total duration from signing up to full deployment often ranges from 3 to 12 weeks, with the porting process being the main variable.

Yes, the EveryDay Voip software is designed to be highly customizable, enabling businesses to tailor their communication platform to fit specific operational needs and customer interaction models. As a Unified Communications as a Service (UCaaS) solution, it offers a wide array of features and configurable settings that extend far beyond a basic phone line. The provider explicitly states they offer "tailor-made plans" and the ability to "embed and customise your everyday communication."

Customization Options

• Tailor-Made Plans and Extensions: The service is designed with flexible plans that can be customized for different business sizes, and it supports the creation of unlimited extensions for all users and departments.
• Custom Call Flow and Routing: You can design complex, intelligent call routes. This includes configuring Automatic Call Distribution (ACD), creating Auto Attendant/IVR menus, and setting up time-of-day rules to route calls differently during business hours, after hours, or on holidays.
• Personalized Branding: Customization extends to your professional identity, allowing you to upload unique on-hold music, record personalized greetings for different departments or queues, and customize the Caller ID to display the desired business name or number.
• Feature Control Per User: You have control over which features are enabled for specific users or teams, such as call recording, voicemail-to-email transcription, and conferencing capabilities, ensuring each employee has the tools necessary for their role.
• Device Flexibility: The platform can be customized by device, supporting physical IP desk phones, softphones on desktop computers, and mobile apps, giving employees the flexibility to communicate from anywhere.

EveryDay Voip emphasizes an "all-inclusive cost" approach, which is a significant advantage of hosted VoIP over traditional systems. This typically means that key ongoing services like maintenance and standard support are bundled into the monthly subscription fee. While the core features are included in the monthly price per user, you should still anticipate costs related to optional hardware and certain regulatory fees common to the VoIP industry.

Additional Costs Breakdown

• Setup Fees: For cloud-based systems like EveryDay Voip, initial setup and installation fees are often minimal or waived entirely to encourage adoption. The company's claim of an all-inclusive price suggests that a major upfront setup fee is not a standard charge.
• Monthly Subscription (Per-User Fee): The primary cost is the monthly fee, which is charged per user or per line. This single fee covers the core PBX service, the integrated features (like video meetings, messaging, and faxing on higher tiers), all necessary software updates, and the associated hosting and maintenance of the system.
• Hardware and Equipment (Optional Upfront Cost): This is a one-time or rental cost for physical equipment. If your business needs IP desk phones or conference phones, you will need to purchase them. The cost per phone typically ranges from $50 to $400, depending on the model and features.
• Support and Maintenance Charges (Typically Included): For hosted VoIP, maintenance, software updates, and basic customer support (such as 24/7 chat and email support) are usually included in the monthly subscription at no extra charge, aligning with the "all-inclusive cost" model. However, premium phone support may sometimes be reserved for higher-tier plans.
• Regulatory and Compliance Fees: Like all phone services, there may be small, recurring fees per user/line for regulatory compliance, such as E911 service fees or federal, state, and local taxes, which are mandated by law.
• International Calling Charges: While monthly plans often include unlimited calls to common destinations (e.g., US, Canada, and UK), calls to less common international locations may incur per-minute usage charges that are billed separately from the base subscription.

New users are provided with a tiered approach to training and support, designed to ensure a quick and seamless transition to the new communication system. This typically includes a comprehensive self-service knowledge base, detailed setup guides for different devices, and in-depth resources to cover everything from basic phone functions to advanced system management for IT personnel.

• Self-Service Knowledge Base: A dedicated Support Center or knowledge base offers a vast library of online resources, including detailed Frequently Asked Questions (FAQ), troubleshooting guides, and articles on key topics like security and provisioning.
• Getting Started and Setup Guides: Comprehensive documentation is available for initial setup, configuration of softphones (desktop and mobile apps), and installation guides for compatible IP phones and adaptors.
• Basic User Training Materials: Resources are provided to familiarize all employees with fundamental features, such as placing and transferring calls, setting up voicemail, configuring call forwarding, and utilizing the contact directory. This may take the form of video tutorials or online workshops.
• Advanced Feature Workshops: Training covers sophisticated capabilities of the cloud phone system, including setting up and managing features like Interactive Voice Response (IVR), ring groups, call queues, and conference calling.
• Dedicated IT/Admin Training: More in-depth instruction is available for system administrators, covering critical topics like platform architecture, managing third-party integrations, advanced troubleshooting, and setting up user accounts and permissions.

Security for a cloud-based communication system is layered, encompassing protection for data both in transit and at rest, as well as strict controls over system access. The security framework is designed to protect against threats like eavesdropping, unauthorized access, and denial-of-service (DoS) attacks, ensuring data confidentiality, integrity, and availability.

• Data Encryption: All voice and data transmission is secured using industry-standard, robust encryption protocols, such as Transport Layer Security (TLS) for signaling and Secure Real-Time Transport Protocol (SRTP) for media (audio) to achieve end-to-end confidentiality. Customer information stored on the provider's cloud infrastructure is also secured with strong encryption like AES 256-bit.
• Multi-Factor Authentication (MFA): Implementation of Two-Factor Authentication (2FA) for all user and administrator logins is enforced, adding a critical second layer of verification beyond a password to prevent unauthorized account access.
• Access and Identity Management: Security protocols include Role-Based Access Control (RBAC), which restricts user permissions based on job function, ensuring employees only access the features and data necessary for their role. Strong password policies and regular password expiration are also enforced.
• Network Protection: Session Border Controllers (SBCs), enterprise-grade firewalls, and Intrusion Detection/Prevention Systems (IDS/IPS) are utilized to monitor network traffic, block malicious attempts, and defend the system against Distributed Denial of Service (DDoS) attacks and various forms of call fraud.
• Continuous Monitoring and Audits: The infrastructure is under constant, real-time surveillance to detect and respond to any suspicious activity or anomalies. Regular security audits and vulnerability assessments are performed to proactively identify and patch any system weaknesses.

The software operates on a continuous improvement model, with updates to both the core cloud platform and supported device firmware released on a frequent, often monthly, basis. This management process is designed to be largely invisible to the end-user for the cloud service, focusing on immediate security patching, performance optimization, and the rollout of new features.

• Frequent Release Cycle: Updates for the cloud software and new features are typically released on a frequent schedule, which can be monthly or more often, to ensure rapid response to new security threats and market demands.
• Automatic Cloud Management: Updates to the core hosted PBX platform and server-side software are managed entirely by the service provider. This process is automatic and often requires no manual action or downtime from the user, ensuring immediate access to the latest security fixes and performance improvements.
• Security and Bug Fixes: A primary driver for updates is the patching of known security vulnerabilities and the resolution of software bugs. These critical updates are prioritized to maintain system integrity and stability, ensuring reliable service.
• Firmware Updates for Endpoints: For physical VoIP desk phones and other connected hardware, the service provider manages firmware updates. These are often pushed out and applied automatically, sometimes requiring the physical device to reboot, to ensure compatibility with the cloud platform and address any hardware-specific issues.
• New Feature Rollout: Software updates are the mechanism for introducing new capabilities and enhancements, such as support for new protocols, improved audio codecs, or integration with new third-party business applications.

As a cloud-based service, EveryDay Voip operates under the standard industry principle that the customer retains full ownership of their data. This includes all call recordings, call detail records (CDRs), voicemail messages, and contact lists generated through the use of the service. Furthermore, the provider is obligated to facilitate the portability of this data, as well as the crucial business asset—your phone numbers—upon request, particularly when a customer decides to switch providers.

• Customer Data Ownership: The customer maintains sole ownership and intellectual property rights over all the data they input into or generate through the system. This includes business communication content, call logs, analytics data, and user configuration settings.
• Access and Export of Records: Customers typically have access through their online administrative portal to download and export their key data assets, such as Call Detail Records (CDRs) and call recordings, in commonly used and machine-readable formats (e.g., CSV, WAV).
• Portability of Phone Numbers (Number Porting): The most critical aspect of portability is the ability to keep your existing phone numbers. Federal regulations in many regions mandate that the provider must allow a customer to "port out" their numbers to a new carrier upon request, provided the account is current and a valid Letter of Authorization (LOA) is submitted. EveryDay Voip cannot legally hold your numbers hostage.
• Data Retrieval Upon Termination: Upon termination of service, the provider's policy will outline a specific retrieval period, giving the customer a reasonable window to download and export all remaining data assets before the provider is obligated to securely and permanently erase them from their systems.
• Compliance with Data Regulations: Policies are designed to align with international data privacy and portability regulations (like GDPR or similar local laws), ensuring that customers have the right to receive their personal data in a structured, commonly used format and transmit it to another controller without undue hindrance.

EveryDay Voip, as a cloud-based VoIP provider, offers high flexibility and simplicity for scaling, which is a key advantage over traditional, on-premises phone systems. Scaling is typically managed through the online administrative portal, allowing organizations to adjust user counts and feature sets to match their current business needs, accommodating growth, seasonal fluctuations, and downsizing with ease.

• Ease of Scaling Up (Adding Users/Features):
  • User/Line Addition: Scaling up involves simply logging into the administrative portal and adding new user licenses or phone lines. This change is often provisioned instantly, allowing new employees to be set up and calling within minutes using softphones or pre-configured hardware.
  • Feature Upgrades: Upgrading to a higher-tier plan to access advanced features (like expanded call queues, CRM integration, or video conferencing) is done through the portal and takes effect immediately, with the corresponding change reflected in the next billing cycle.
• Ease of Scaling Down (Removing Users/Features):
  • User/Line Removal: To scale down, administrators can deactivate user licenses through the portal. This is a crucial feature for seasonal businesses or during periods of reduction in workforce, allowing the organization to stop paying for unused seats, often with the change taking effect at the beginning of the next billing cycle.
  • Contract Terms: The ability to scale down without penalty depends on the specific contract. Many cloud VoIP providers offer month-to-month flexibility, while annual contracts may stipulate a minimum number of users or impose an early termination fee if the commitment is broken, which should be verified in the service agreement.
• Cost Alignment (Pay-As-You-Go Model): The fundamental benefit of the cloud model is that costs directly align with usage. Scaling up adds to the monthly recurring charge (MRC) per user, and scaling down reduces the MRC, ensuring the business only pays for the capacity it is actively utilizing.
• Immediate System Capacity: The cloud architecture ensures that there is virtually unlimited capacity for adding users, as the scaling is managed by the provider's data centers, removing the need for customers to purchase or install additional physical hardware to support growth.

The contract terms for EveryDay Voip, typical of many VoIP providers, are structured around a Minimum Agreement Term. This term defines the initial commitment period. Renewal is often automatic unless a notice is provided, and cancellation before the term is complete usually results in a termination fee. It is crucial for customers to review their specific agreement for the exact duration of their Minimum Period and the precise calculation of any charges.

• Minimum Agreement Term: Most subscription plans are subject to a Minimum Period (e.g., 12, 24, or 36 months). The customer commits to the service for this duration upon activation.
• Automatic Contract Renewal: The agreement typically specifies that the contract will automatically renew for a successive period (often of the same length as the Minimum Period) unless one party provides the other with written notice of intent not to renew. This notice must be given a specific number of days before the end of the current term (e.g., 30 days).
• Cancellation Notice Period: Customers are generally free to cancel the agreement at any time, but they must provide a formal notice period (e.g., 30 days) in writing. The cancellation will take effect after this notice period has concluded.
• Termination Fee (Early Cancellation): If the customer cancels the service before the Minimum Period has expired, they will likely be liable to pay a Termination Fee. This fee is typically calculated to cover the remaining value of the contract for the unfulfilled months, as outlined in the specific terms of the agreement.
• Billing Obligation: Even when a customer gives notice of non-renewal or cancellation, they are usually obligated to pay all monthly subscription charges and accrued usage fees up until the official date the termination takes effect.

As a modern VoIP service provider, EveryDay Voip must adhere to several industry and government-mandated compliance standards, particularly those concerning emergency services access, data privacy, and the handling of sensitive customer information. While specific certifications (like SOC 2 or ISO) would be in the full documentation, the service is built to comply with essential telecommunication regulations relevant to its service areas.

• E911/Emergency Service Compliance (Mandatory): The software must comply with regulations like Kari's Law and RAY BAUM'S Act in the US, and similar mandates globally, ensuring that:
  • Users can dial the emergency services number (e.g., 911 or 999/112) directly without a prefix.
  • The system can accurately convey a dispatchable location (address) of the caller to emergency responders.
  • Internal notifications are triggered (e.g., to on-site security) when an emergency call is placed.
• Data Privacy Regulations (CPNI/GDPR/DPA): The provider must have internal policies and technical controls to comply with data privacy laws relevant to its operating regions:
  • Customer Proprietary Network Information (CPNI): Rules governing the protection of customer data related to their use of the service (e.g., call records, billing).
  • General Data Protection Regulation (GDPR) or UK Data Protection Act (DPA): If serving customers in Europe, the service must comply with strict rules regarding the collection, storage, and processing of personal data.
• Customer Protection (FCC/Ofcom): Compliance with general telecommunication regulations set by bodies like the FCC (US) or Ofcom (UK) is required, which includes standards for:
  • Transparent pricing and fair contract terms.
  • Managing and handling customer complaints efficiently.
• Payment Card Industry Data Security Standard (PCI DSS): While the provider itself may be compliant, the customer is responsible for compliance if they process credit card payments over the phone. The provider often offers features (like call recording pause/resume) to help customers meet this standard.
• Security Standards: Compliance is supported by implementing security standards like TLS and SRTP encryption for voice and data, ensuring a secure environment that aligns with modern cybersecurity best practices.