Proximity to citizens, transparency and speed – these are the demands placed on modern administrations. However, outdated systems, tight budgets and organisational silos make smooth communication difficult. What is needed is a data protection-compliant UCC solution for public institutions that integrates seamlessly into existing infrastructures, makes collaboration noticeably easier and enables hybrid working. XPhone Connect delivers exactly that – efficiently and securely.
Efficient communication in public authorities
Secure. Citizen-Focused. 100% on-premises.
Authorities and public administrations face a wide range of communication challenges. In an increasingly digitalised society, internal and external communication processes must be modernised – all while working with limited budgets.
At the same time, expectations regarding transparency, efficiency and citizen focus are rising. What is needed are UCC solutions for public administration that meet these demands and integrate seamlessly into existing structures.
More than 500 authorities and municipalities in Germany are already meeting the requirements of modern communication with XPhone Connect.
Why? Because with XPhone they can not only significantly increase availability and improve citizen services, but also implement hybrid working models with ease – without moving data to the cloud.
“Thanks to the softphone, we have a complete one-number concept. No matter where you work, you can always be reached at your office extension – and all outbound calls are made using that same number.”
Data protection-compliant communication for public authorities
"Accessibility, accessibility, accessibility. That is the be-all and end-all when dealing with citizens," emphasises Andrea Münz from the City of Unterschleißheim.
But how can public authorities meet this demand while at the same time conserving resources and public funds?
The answer: with a modern communication solution that, thanks to CTI integration for authorities, intelligent presence management, hotline integration and softphones , ensures maximum availability.
XPhone Connect supports both the work of decentralised teams and the GDPR-compliant storage of your data.
With the softphone , employees only need a headset and VPN to work from home. Private landlines or mobile phones can also be used thanks to the device-independent telephony function: externally, only the office number is displayed, and all costs are billed via the authority.
Availability for external callers is ensured by the hotline management tool. Employees can participate in the hotline from anywhere – without citizens noticing any difference. Thanks to the integrated analytics function, you know exactly how long callers have to wait and when load peaks are likely.
On-premises telephony for public institutions
How can you make your agency's communication more efficient through CTI integration? Let us find out in 15 minutes – directly and without obligation.
Why XPhone Connect
- Data protection | XPhone is an on-premises solution. All data (e.g. contacts, chats) is stored on your own server.
- Cost-efficient |
XPhone Connect is compatible with a wide range of telephone systems, allowing you to continue using your existing infrastructure.
- Remote work compatible |
With softphone, AnyDevice, meeting function, screen sharing and presence management, your employees can work from home conveniently and securely.
- Hotline management | Be there for citizens even when working from home: XPhone includes hotline management, which can also be used while working from home or on the go.
- Proven public sector solution |
XPhone is used by several hundred public authorities, cities, municipalities and ministries.
- Maximum availability |
With the team panel and works-council-compliant presence management, the switchboard has all staff availabilities in view and can connect callers directly to the right contact.
- Local expertise |
With XPhone, you benefit not only from 25 years of UC experience, but also from a German developer that tailors its solution to the needs of the European public sector.
- Intuitive to use | The UC solution is designed to be straightforward and intuitive for both IT administrators and end users.
500 authorities
and municipalities already use XPhone Connect.
15,000 employees
in public administration work with XPhone.
1 million licences
are used by customers worldwide.
Best practice: XPhone in use
Federal City of Bonn: With XPhone to the Modern Workspace
“Colleagues are practically beating down our door.” The person being overrun is Stephan Siebert, Head of IT Communication for the Federal City of Bonn. What colleagues are so eager to get their hands on is the XPhone Connect softphone.
Thanks to XPhone, Bonn was able to send nearly 2,000 employees to work from home: “With the softphone, we have a complete One Number concept. No matter where you work, you can always be reached at your office extension – and all outbound calls are made using that same number.”
To make the softphone available to as many employees as possible, the necessary infrastructure is currently being expanded. “As of today, we have 10,000 telephones,” says Siebert. “In the future, we will need only a fraction of them.”
City of Unterschleißheim: Disappeared things
Hardly any other industry has undergone as much change over the past decades as telecommunications. The City of Unterschleißheim has actively driven this change and introduced a unified communications solution with XPhone as early as 15 years ago.
Today, most telephones have disappeared from the desks of municipal employees. Andrea Münz, IT system administrator for the City of Unterschleißheim, equipped 274 colleagues with softphones virtually in one go. “What helped us was that XPhone not only runs stably but also requires no explanation. People don’t want to struggle through a manual anymore. Things have to be intuitive – and that’s exactly what the XPhone client is.”
District administration Bernkastel-Wittlich: Ideally equipped
In July 2021, all alarm bells went off at the district administration of Bernkastel-Wittlich. The region was bracing itself for the worst flooding in its history. Bernkastel-Wittlich escaped with only minor damage – but is determined to be even better prepared for the future.
“We use XPhone to save valuable time: no retyping of phone numbers, directories at hand, and relevant data readily available,” explains fire and disaster protection inspector Jörg Teusch. With the TeamDesk hotline management, a central emergency number can be activated at any time. And since on-site action is critical in emergency situations, the mobile app provides immediate access to all key numbers of relevant institutions.
Situation | In town halls, district administrations and ministries, a wide variety of departments work in parallel – often spread across multiple sites.
Problem | Coordination across departments is delayed. Follow-up questions are left unresolved because it is unclear who is currently available. Information is requested multiple times or ends up with the wrong person.
Solution | XPhone makes collaboration visible: with works-council-compliant presence management, employees can immediately see who is available. With chat, call notes and the team overview, communication across departments becomes fast and seamless – without media disruption or information loss.
More about presence management and the team overview
Situation | Citizen enquiries come in daily through various channels – by phone, in writing or directly at the service desk.
Problem | Especially during peak demand or staff shortages, the phone too often remains unanswered. Requests are lost, callbacks are forgotten or not documented – damaging the administration’s reputation.
Solution | XPhone ensures consistently accessible points of contact. The integrated hotline management tool makes sure every enquiry reaches the right contact person. Employees can also log into the hotline from home or on the go via the mobile app. For reliable citizen services, callbacks can additionally be documented in a transparent way.
More about hotline management and the mobile app
Situation | Digitalisation does not stop at public authorities: administrations must prepare for modern communication and working processes.
Problem | Many authorities rely on long-standing system landscapes – PBXs, specialised applications, server infrastructures. The pressure to use these for as long as possible is particularly high in view of tight public budgets.
Solution | XPhone provides a secure communication infrastructure for administrations that integrates seamlessly into existing IT environments. Whether specialised administrative software such as ERP or document management systems – or enterprise applications like SAP: XPhone can be flexibly connected via open interfaces. This way, you make use of what is already in place and add value precisely where it matters. Modernisation thus becomes both affordable and reliable.
Situation | Whether it’s registration records, social data, or personnel files – public authorities process highly sensitive information that requires the highest level of protection.
Problem | Many cloud-based communication tools are ruled out due to data protection requirements. The same applies to solutions with external data storage or insufficient access control.
Solution | XPhone Connect is an on-premises telephony solution for public authorities, developed and operated by a German vendor. All data remains within your infrastructure – encrypted, traceable, and GDPR-compliant. You retain full control – and the trust of your citizens.
Request an individual quote
Whether you opt for a license purchase or a software subscription, service packs or a tailored integration – we’ll be happy to prepare an individual quote for XPhone Connect.
Most popular
The XPhone UC Tools users love
Hotline management
How satisfied a caller is in the end depends crucially on your availability. The crux of the matter is that solutions for intelligent call distribution are generally not only expensive and complex. Above all, they are isolated solutions that cannot be integrated into corporate communications. With TeamDesk, you get the best of both worlds: intelligent call management that is significantly less complex and expensive than a call center solution, but offers far more than a simple ACD or group call.
Accessibility guarantee
Thanks to AnyDevice (making calls under the office number with any device), you can control any telephone - whether mobile or landline - with your XPhone client. Simply enter the number of the desired device into your client. That's it. With the help of AnyDevice, you can set up your hardware in seconds and without any additional investment in infrastructure. You can see who the caller is from the very first ring. And you can expand the call into a conference or toggle it as required.
Presence management
How can you see whether colleagues are at work? Especially when working from home, it is important to communicate attendances and absences. This is where XPhone Connect's presence management comes in. With the clear presence management, you can see at a glance which colleagues are available, who is in an appointment, on the phone or has activated call forwarding. The automatic calendar synchronization keeps the status up to date.
Frequently asked – quickly answered
Is XPhone suitable for small and medium-sized authorities?
Yes. XPhone Connect is flexibly scalable and is used both in small municipalities and in large ministries – even a German federal ministry relies on XPhone. Thanks to modular licensing, you get exactly what you need.
Does our existing telephone system need to be replaced?
No. XPhone Connect is vendor-agnostic and can be integrated into your existing telecommunications infrastructure – whether Alcatel, Unify, Cisco or other systems. This way, your investments remain protected.
Does XPhone also support working from home or at remote sites?
Yes. With the softphone, device-independent calling function, professional chat and the mobile app, employees can work securely and from any location – without data ever leaving your infrastructure.
Is XPhone Connect compliant with data protection requirements for use in the public sector?
Absolutely. XPhone is a purely on-premises solution. All data remains entirely within your infrastructure – encrypted, traceable, and GDPR-compliant.
Can we connect XPhone Connect with our specialised applications?
In most cases: yes. Using standard interfaces such as LDAP, ODBC, or REST, many specialized systems – for example MACH, VIS, or SAP – can be connected to enable caller identification and click-to-dial .