UC Software for Transport & Logistics

Problem | In freight forwarding and logistics, delays often occur due to traffic jams, adverse weather conditions or breakdowns. Communication between dispatchers and drivers is frequently inefficient in such situations, making coordination and timely adjustment of delivery schedules more difficult.

Solution | XPhone Connect enables seamless real-time mobile communication between dispatchers and drivers. Calls can be made via the mobile app, with all conversations and messages automatically stored in a call log. The mobile integration of XPhone Connect ensures that everyone can be reached under their office extension and can also make outbound calls using that same number. This guarantees consistent reachability while centralising communication. The result: reduced response times in the event of unforeseen incidents and improved flexibility and efficiency across the entire supply chain.

More about the mobile app and call history

Problem | In the freight forwarding and logistics sector, it is crucial to respond promptly to customer enquiries about delivery times, shipment status and costs. Delays or unclear communication can lead to dissatisfaction and potential business losses.

Solution | XPhone can connect to virtually all of a company’s data sources and, on this basis, reliably identify callers – whether the records are stored in CRM, ERP or Outlook. In addition, the most important caller details can be displayed directly in the client, such as customer number, order status or payment terms. If an employee wants to transfer the call to a colleague, the team overview instantly shows whether that person is available, in a meeting or offline. The end of unnecessary call transfers.

More about contact integration and the team overview

Problem | International deliveries require precise coordination between various stakeholders such as carriers, customs agents and local logistics partners. Different time zones, languages and communication channels can complicate coordination and lead to delays.

Solution | XPhone Connect enables seamless communication across time zones and language barriers. The software offers features such as voicemail, multilingual voice support and Microsoft Teams integration to facilitate collaboration. The voicemail function automatically adapts to the employee’s time zone and location, ensuring that calls are always handled professionally. Smooth communication, regardless of location, is ensured by the softphone and the mobile app softphone. Calls can be made via Wi-Fi using the office number, avoiding high international calling costs.

More about Microsoft Teams integration and voicemail

Problem | Route planning in transport logistics is often complex and must be adjusted regularly to avoid delays and increase efficiency. Without unified communication channels, the transfer of real-time data to drivers can be hindered, leading to suboptimal routes and higher operating costs.

Solution | With XPhone Connect, dispatchers can share up-to-date traffic information and route changes with drivers in real time – whether they are in the office or on the road. The software supports multiple communication channels, including telephony and business chat, so drivers are instantly informed of changes and can adjust their routes accordingly. This not only enables more efficient route planning, but also reduces fuel consumption and shortens delivery times.

More about softphone and business chat

Problem | The opening of new locations, branches or warehouses is often associated with major purchases in the IT infrastructure. Connecting telephones or DECT telephones to the PBX at the main location is usually very complicated. Particularly in the case of mergers or takeovers of other companies, an infrastructure already exists that you want to keep as far as possible. If a new location only has a small number of employees, it may not be worth the effort of a major changeover.

Solution | As manufacturer-independentUC software, you can easily integrate XPhone into your existing IT or telecommunications infrastructure. Even if you use different telephone systems from different manufacturers at your locations. If a new location is relatively small, your employees can also log into the infrastructure of the main location via Wi-Fi and VPN. They can make calls via softphone as usual using their office extension. If, for example, no Wi-Fi connection is to be set up at the new location, employees can still make calls using their business number: With Softphone Mobile, the complete contact data is available in the XPhone app in compliance with GDPR.

More about connecting to existing telephone systems

Problem | Coordinating staff in public transport requires flexible shift planning and rapid response to unforeseen events such as sick leave or staff shortages. Without an effective communication solution, staffing gaps may occur, disrupting operations.

Solution | XPhone Connect links teams in real time and helps address these challenges through a central communication platform. Features such as business chat or the softphone in the smartphone app simplify coordination and enable quick responses to changes. Private phones can also be integrated into communication in compliance with data protection regulations (bring your own device). Staff responsible for workforce planning can adjust shifts more easily and efficiently while maintaining contact with drivers, conductors or ground staff.

More about business chat and the mobile softphone

Problem | Technical malfunctions, rail replacement services, unforeseen timetable changes: in public transport, information often has to be provided quickly to a large number of people. Especially when acute disruptions or outages occur, this leads to a high volume of incoming calls. Internally, too, rapid coordination is needed via short communication channels to resolve issues efficiently.

Solution | To handle the increased communication workload and keep passengers as satisfied as possible, hotlines are an essential tool. What matters is that they can be set up with minimal effort and staffed precisely with the required personnel. The hotline management system from XPhone can be activated at short notice with very little administrative overhead. Employees can log into the hotline from the office, from home or even on the road. In particular, for unforeseen events, TeamDesk offers maximum flexibility. In addition, automated announcements can be provided to passengers via the Auto Attendant system. For fast internal coordination, XPhone also offers useful features such as business chat or presence management, which shows colleagues’ availability at a glance.

More about hotline management and the Auto Attendant

Problem | Many companies in public transport work with external partners and service providers – for example for maintenance work, external shuttle services or traffic management. Coordination and communication with them is cumbersome if communication software and business applications are not integrated, requiring data to be searched manually or phone numbers to be typed in.

Solution | With XPhone Connect, employees can search for contact details directly in the XPhone client. Data is retrieved from all connected sources: Outlook, CRM or even public telephone directories. The selected contact can be dialled directly. All data sources are also available via the XPhone app – fully compliant with data protection regulations. This enables employees to act spontaneously and without losing time, even when working remotely or on the move. The office number is always displayed when making calls – even if a private landline or smartphone is being used.

More about CTI and device-independent calling

Problem | In public transport companies, ensuring constant staff availability is a central challenge. Drivers, conductors and technicians are often on the move or working at different locations. Reaching all employees is difficult, as they frequently use multiple communication channels with varying availability. Especially in emergencies or last-minute timetable changes, delays may occur because staff are not immediately reachable. This results in inefficient coordination and longer response times, negatively impacting operations and passenger service.

Solution | With the XPhone app, employees remain reachable under their office extension, regardless of location. The app also allows staff to log into hotlines, enabling quick handling of emergencies or short-notice changes. Whether on a train, bus or at a station, availability is always guaranteed. Centralised reachability optimises both internal and external communication and reduces downtime caused by delayed contact – significantly increasing efficiency and improving service.

More about the XPhone mobile app

Problem | In public transport, infrastructure projects must be planned regularly and coordinated with authorities and external companies. For example, when new roads are built as part of urban development and rail tracks need to be laid. Often, different communication channels and systems are used in parallel for coordination between partners, leading to delays and misunderstandings.

Solution | With XPhone Connect, coordination takes place seamlessly and without overlaps. The integrated meeting function makes it possible to organise web meetings without additional tools such as Outlook or Notes. With just one click, you can start a new meeting directly from the XPhone client. An automatically generated link can be shared quickly and easily with participants, ensuring smooth collaboration.

For Microsoft Teams, XPhone offers bidirectional presence synchronisation. This means that presence status in Teams and XPhone is kept in sync, so no calls come through during an ongoing Teams meeting. In addition, XPhone’s federation feature enables chat and presence synchronisation across company boundaries. This saves time and improves coordination in complex infrastructure projects.

More about the meeting function and MS Teams synchronisation