Industry guide · Logistics & transport
Phone systems for logistics and transport companies
Logistics teams answer calls from customers, drivers, warehouses and partners, often at the same time and outside office hours. A cloud PBX such as LinkusPBX lets you route those calls by purpose and reach staff wherever they work. These are planning examples, not customer case studies.
Typical calling problems in logistics
- One busy dispatch number. Customers, drivers and suppliers all call the same line, so urgent calls wait behind routine ones.
- Staff away from desks. Supervisors walk the warehouse floor, and drivers are on the road, so desk phones go unanswered.
- Personal mobiles used for work. Customers end up with staff members' private numbers, and the company loses track of conversations when people leave.
- Early starts and late finishes. Calls arrive before the office opens and after it closes, and nobody is sure who should pick up.
Route calls by purpose
A short auto attendant (IVR) can separate callers before anyone answers. For example: press 1 for delivery status, 2 for driver and on-site support, 3 for new bookings and quotations, 4 for accounts. Each option rings a different ring group or call queue. Keep the menu to three or four choices, and give regular partners a direct number so they skip it entirely.
Call queues let several dispatchers share the load, with optional announcements and overflow to a second group when everyone is busy. Missed-call and queue reports show which hours need more cover.
Drivers and supervisors on the Linkus mobile app
The Linkus app for iOS and Android gives staff their office extension on a smartphone. Drivers can call dispatch with a short extension number, and outbound calls to customers can show the company number instead of a personal mobile, subject to your carrier's caller ID rules. When a driver leaves, you disable the extension; the business number and call history stay with the company.
Check mobile data coverage on your usual routes and in loading bays. Voice over mobile data needs a reasonably stable connection, so test during a real shift before rolling it out.
Warehouse and depot coverage
- Cordless DECT phones work well where Wi-Fi is patchy or staff need a rugged handset. Several base stations can cover a larger site.
- Loud areas may need handsets with louder ringers, a headset, or a visual alert. Plan these during a site walk.
- Paging and door phones: SIP intercoms and paging devices can often be connected, but the exact model must be checked for compatibility first.
- Network: desk phones need PoE switches or power adapters, and voice traffic should be prioritised on the router. See the network readiness checklist.
After-hours and weekend handling
Time-based routing can send calls to an on-duty supervisor's mobile app outside office hours, play a recorded message with operating hours, or offer voicemail that is emailed to a shared inbox. Decide in advance which calls genuinely need a person at night and which can wait until morning, then write that into the call flow.
Multiple sites and partners
If you run an office, a warehouse and perhaps a second depot, one cloud PBX can serve all of them with internal extension dialling. Each site still needs its own internet connection checked. Partners such as hauliers or customs agents can be given direct-dial numbers that ring the right team.
Recording, CRM and records
Call recording can help resolve disputes about delivery instructions or booking details. Tell callers when calls are recorded and set a retention period that fits your PDPA policy. If you use a CRM, check which integrations are available on your plan; HubSpot, Zoho, Salesforce, Bitrix24, Odoo and Microsoft Dynamics 365 are among the supported options. Teams and WhatsApp messaging are available depending on plan; see Teams & WhatsApp integration.
Sizing and cost
Count extensions (staff who need a number or app) separately from concurrent calls (how many conversations happen at the busiest moment). A 25-person firm with a busy dispatch desk might need more concurrent calls than headcount suggests. LinkusPBX office packages start at SGD 39 per month for CP10, on an annual commitment. SIP trunk, numbers and call charges are quoted per customer, and setup, porting and devices are quoted case by case. Read extensions vs concurrent calls and see prices and packages.
Frequently asked questions
Can drivers use the office phone system on their mobiles?
Yes. The Linkus mobile app gives each driver an extension on their smartphone, so they can call dispatch internally and call customers from the business number, subject to carrier caller ID rules and mobile data coverage.
What phones work best in a warehouse?
Cordless DECT handsets are a common choice because they cover larger areas and do not depend on Wi-Fi. We check the exact model and site coverage before you buy.
Can calls go to a supervisor after hours?
Yes. Time-based routing can send out-of-hours calls to an on-duty mobile app, a recorded message or voicemail, depending on what you decide.
Can we see it before we buy?
Yes. We can arrange a demo, and a paid service starts after you accept a written quotation.
Talk to us about your setup
HyperCloudSoft is an official Yeastar partner in Singapore. Tell us your team size, current system and numbers, and we will recommend a setup and send a written quotation.
We can arrange a product demo. Setup and number porting are quoted case by case.