FAQ
This is a list of “Frequently Asked Questions” about CIRCLE
Onboarding
What is a cloud PBX?
This service allows for calls over the internet by installing servers that take on the role of a PBX (Private Branch Exchange) in the cloud, without the need to install a traditional PBX (on-premise telephone exchange).
How does it differ from traditional PBX?
While a traditional PBX (Private Branch Exchange) requires physical installation of equipment, a Cloud PBX, as long as there is an internet connection, eliminates the need for purchasing and installing PBX equipment.
Is there any concern about security?
We use a high-security platform that complies with the General Data Protection Regulation (GDPR) in the EU, ensuring you can use it with confidence.
Can it be used on a computer as well?
Yes, you can. Please prepare a headset or earphone microphone for calls. Speakers and microphones built into the computer can also be used.
Is the PC Softphone available for both Windows and Mac?
Yes, PC Softphone works on both Windows and Mac.
Can the mobile app be used on any smartphone?
Yes, It is compatible with both iPhone and Android smartphones.
Can I use my current phone number without changing it?
You can use it; however, there may be cases where it is not available depending on the phone number. For more details, please contact us.
Can I use it overseas?
You can use it overseas as long as there is an internet connection, but depending on the communication environment, it may not be available. Therefore, we do not guarantee overseas usage.
Is it possible to answer calls from the company even when I am out?
Even when working remotely, on field trips, or during business travels, as long as you have a computer or smartphone with our dedicated app installed, you can make and receive calls using the company phone number. However, an internet connection, such as Wi-Fi, is required.
If I have multiple locations, do I have to install it at each location?
You can allocate individual phone numbers for each location, but it is also possible to implement it only for the main location you primarily want to use. For example, you can implement CIRCLE only for the Tokyo headquarters, while the Osaka branch continues to use the existing PBX system.
Is there a minimum number of contracts required?
You can contract with us starting from one person.
Can I sign up for private use?
Only contracts as a legal entity or sole trader are accepted.
Can a sole trader sign up?
Yes, it is possible.
Can more than one person receive a call at the same time?
Simultaneous incoming calls can be made by grouping (grouping) individually assigned extension numbers.
Can I use multiple phone numbers?
Telephone numbers can be issued for each department, such as representative, sales, personnel, etc., and multiple telephone numbers can be logged in to answer incoming calls from that number.
Can I get a new phone number with area code?
03 and 06 numbers can be newly issued. Other numbers can also be issued, but some areas cannot be served. For more information, please contact the partner service.
Can I use numbers other than 050?
It is possible to issue numbers other than 050 numbers, including 03 and 06 numbers. However, there are some areas where this service cannot be provided. Please contact us for more information.
Can I continue to use my existing telephone number?
You can use your existing telephone number as number portability. However, some numbers are not available for number portability. Please contact us for more details.
Can you issue new toll-free numbers?
Yes we can.
Can I continue to use my existing toll-free number?
Yes you can. However, some numbers are not available. For more information, please contact us.
How much does it cost?
This is just an example, but in the case of a one-number call with no optional services such as voicemail or grouping.
— (tax inclusive)
Initial set-up fee: ¥5,500
Basic fee: ￥3,190/month
JPY 550 per extension per line/month
If you use a PC softphone: +￥1,100/month
If using mobile apps: +￥880/month
(If a desk phone is used, the cost of the phone or a rental fee is added.)
Are there call charges?
Calls between extensions are not charged, but calls to external lines are charged.
What is the process of on-boarding.
The general flow is as follows.
Application → Issue and confirmation of quotation → Submission of necessary documents → Hearing on setting up various functions → Setting up by our engineers → Start
Can I try it out before installation?
Free PC softphone and mobile app demo accounts are available for you to try out to check call quality and operation. Desk phone demo units are also available on request. For more information, please contact us.
Can I rent a telephone (desk phone)?
Yes, you can.
How many days does it take to start using the system?
Usually takes about 10 working days from the day after application. However, if number portability is requested, it may take approximately one month.
Is there a minimum contract term?
There is a minimum contract period of one year. If the contract is cancelled during the contract period, a cancellation fee will be charged for the remaining months until one year has elapsed. For more information, see the Terms and Conditions.
What documents do I need to sign up?
[In the case of a legal entity]
Certificate of registered matters, certificate of seal registration, etc., driver’s licence, personal identity document with photograph of the representative, such as a my number card, etc.
[In the case of a sole trader]
Driver’s licence, driving record certificate, health insurance card, national health insurance card, national pension book, my number card, residence card, special permanent resident certificate, other documents issued by public offices, etc., with the name and address of the customer (e.g. business opening notification, tenant contract, documents clearly indicating the location of the activity)
Do you need any equipment to install?
Please prepare a PC such as Windows or Mac if you wish to use a PC softphone, or an iPhone or Android phone for mobile app.
Is any construction work required?
No installation work, such as a telephone line, is required. For desk phones, connect to a LAN cable; for PC softphones and mobile applications, install a dedicated application.
Do you need a telephone line?
No.
What internet environment is suitable?
IPv4 is recommended; IPv6 may not work correctly.
Where can I download the application?
Both the PC softphone and mobile app can be downloaded from the link in the setup invitation email sent by the administrator.
The mobile application can be downloaded from the App Store (iPhone) and Play Store (Android).
Can I request information?
We will send you an overview of our services and pricing by e-mail. Alternatively, please check our website for service details.
Will you provide training on how to manage the system once it has been installed?
Training on operating procedures is available for an additional fee.
Functions & Services
Can I make internal extension calls?
CIRCLE-to-CIRCLE calls can be made to extensions free of charge.
Can I record during a call?
Yes, you can. Recording is started by pressing the record button during the call. There is an additional cost for recording all calls, please contact us for details.
Do you have an answering machine service?
There are two types of voicemail: Group Voicemail; a voicemail box for each group (550 yen including tax) and Voicemail; one voicemail box for each extension (110 yen including tax).
Group Voicemail:
When a message is left, a notification email is sent to all users registered in the group.
Voicemail:
Voicemail can be used as an answering machine only when the phone number and extension are linked as a direct line. If the extension is not connected to a direct line, only internal phones call can leave a message.
※No message can be left when a call comes in from an outside line.
Do you provide voice guidance (IVR) services?
Yes, we do. Separate initial setup and monthly fees will be charged.
Is CRM integration supported?
Yes, it is. However, it is necessary for customers to arrange for a dedicated programmer to work with CIRCLE. Please contact Partner Services for a quotation and details of CRMs supported.
Do you have call reporting and analytics capabilities?
CIRCLE Call Reporting (CCR) is provided to manage incoming calls and productivity by the operators.
Can I use it in conjunction with Microsoft TEAMS?
Yes, it can be integrated with Microsoft TEAMS.
Is there a chat function?
STREAM is available for chat, file sharing, web conferencing, and more.
Can I do web conferencing?
Stream has web conferencing capabilities.
Can I select a caller ID?
You can switch between caller ID and Phone number by selecting the phone number of the group you belong to on your PC softphone or mobile app.
Is it possible to block unwanted calls?
Yes, you can.
Can I make international calls?
Yes, you can.
Can I call Navidial numbers (0570)?
Navidial numbers can not be called.
Are there any numbers that cannot be dialed?
Calls to 3-digit number dialing such as emergency calls and time signals; toll-free numbers including 0120 and 0570 (Navidial) and phone numbers starting with 00 are not able to be called.
Can I create a phonebook?
Yes, you can.
Is it possible to send and receive FAXes
We have a cloud-based fax service, QuickFAX.
For more details, please click here.
Support
Are instructions guides available?
The manual is available on our website. For details, please click here.
Is there a video of how to use the system?
Video on how to use the service is available on Youtube here.
What kind of support system do you offer?
Our Partner Services team are usually available from 9:30 a.m. to 5:30 p.m. (excluding Saturdays, Sundays, and holidays) to respond to customer inquiries. Support plans are also available for after business hours, on weekends, and on holidays, for an additional fee.
Where can I get help if I don't know how to operate the system?
We are happy to provide support from our Partner Services team. Please feel free to contact us.
CIRCLE Partner Service: 03-4550-6800 9:30-17:30 (except Saturdays, Sundays and holidays)
Other
What payment methods are available?
There are two types of payment options: Transfer to our account or direct debit.
Does the application support Japanese?
The software supports 2 languages:
Japanese and English.
Do I need to follow any procedures for relocation?
Please send us a certified copy of the registration book with the address of the new office. (PDF is acceptable)
Also, please confirm the following information at the new office in advance.
・There is an Internet connection. (it is recommended that the network uses an IPv4 address as IPv6 may not work correctly).
・Check the following with regards to the Deskphone and FAX Adapter:
1. If you are using a fixed IP (instead of DHCP), additional settings are required for the desk phone and fax adapter. Please be sure to contact your partner service.
2. PoE (Power over Ethernet) availability
If the network does not support PoE (Power over Ethernet), an additional AC adapter is required for the desk phones.
If I buy a new smartphone, can I transfer my settings?
If you uninstall the mobile application on your old smartphone and install the mobile application again on your new smartphone, you can use your existing settings.
Can I use a cell phone other than a smartphone?
This service is not available on cell phones other than smartphones.
How do I cancel?
Please contact Partner Services first. Then, please submit the cancellation request form.
How long does it take to cancel?
The cancellation date muse be 1 month after the day you submit the cancellation request form.
Is there a minimum contract term?
There is a one-year minimum contract period. If you cancel during the contract period, you will be charged a cancellation fee for the remaining months until the one-year period elapses. Please refer to the Terms of Service for details.
Try CIRCLE free for 10 days
You can experience a 10-day trial of CIRCLE.
Feel free to contact us for more information.
Solutions from CIRCLE
Want to hear more about CIRCLE?
Contact us by phone
03-4520-8639
(Office hours: weekdays 9:30-17:30)
Please use this form to contact us if you have any questions or queries about our services by email. We will reply within three working days.
We will provide detailed explanations of the service and conduct meetings either online or in-person. Please feel free to reach out to us for further inquiries.
You can experience CIRCLE’s services free of charge for 10 days. Feel free to proceed with a contract after ensuring its suitability for your needs.
We will create a detailed quotation based on your specific requirements. If you are unsure about the necessary options, we will also provide recommendations.