Easy communications

Robocode: Scaling EdTech Communications Across 90 Branches with IP Telephony

Content

Robocode is an international school of robotics and programming for children, operating since 2016. At the start of our collaboration, the company had over 90 branches across Ukraine and representation in 7 other countries.

 

About the client

Despite its modern approach to education, the communication system hadn’t kept pace. The company relied on GSM calls, lacked call recordings, struggled with routing, and had no proper control over staff performance.

Their request to IPTel was clear: “Make it work like a business, not a hobby group.”

The challenge: business growth outpaced communication systems

When a business grows faster than its internal infrastructure, customer service suffers first.

Robocode was facing several key issues:

• Mobile calls weren’t logged and were easily lost.

• There was no IVR menu, meaning clients couldn’t quickly reach the right department.

• No call recordings existed, making quality control ineffective.

• Call routing was disorganised — calls were distributed randomly between branches.

Their previous setup (GSM + FMC) enabled basic calling, but offered no real control — and without control, there’s no scalability.

How we solved it

Given the scale of the organisation, implementing IP telephony wasn’t enough — it had to be tailored to the company’s operational model and internal processes.

Here’s what we did:

1. Built IP telephony from scratch – a fully centralised communication system was deployed.

2. Introduced IVR menu – to direct clients to the right department or manager straight away.

3. FMC integration – over 100 FMC numbers connected so even mobile calls were logged and stored in the system.

4. Custom FMC enhancements – this was one of the most technically demanding parts and required bespoke configuration.

5. CRM integration – every step, from the first “Hello” to sending a contract, was captured in a single unified environment.

The full implementation took around six months. Throughout the process, we adapted the functionality based on Robocode’s requests, aligning the system with their internal workflows.

Our cooperation didn’t stop after delivery — Robocode continues to expand their user base, and the solution evolves in line with new business needs.

The results

Just weeks after implementation, Robocode saw tangible improvements:

• Cost savings: Thanks to centralised call routing, telecom expenses dropped significantly.

• Transparency and control: Mobile calls were no longer “invisible” — every interaction is now logged, with full visibility.

• Improved conversion: With no more missed or lost calls, the sales team began closing more deals.

• Better service quality: Call recordings enabled not just monitoring, but continuous customer experience improvement.

• Structured communications: Internal communication shifted from chaos to a coherent, manageable process.

The quality of service has risen to a new level — with the advent of call recordings, it is now possible not only to control but also to improve the customer experience. Most importantly, communications within the company have finally become systematic and manageable, rather than chaotic as before.

What the client appreciated most

Robocode valued that IPTel didn’t just “install phone lines” — we embedded business logic into every stage of the communication system. A key factor was the flexibility of the solution: nothing was off-the-shelf — every feature was tailored to their actual business process.

They also highlighted the proactive support: IPTel’s technical team didn’t just respond to requests — they often identified and solved issues before they became problems.

The Robocode case demonstrates a core principle: scalable communication is essential for scalable business. When communication processes run like clockwork, your company doesn’t just cut costs or improve service — it lays the foundation for growth.

Want your sales team to work smarter, not harder?
Try IPTel automation — free for 14 days.