Where the main number's call settings include the call forwarding main reception option, incoming calls are handled by a call answering service. Use the Greetings dialog box to specify which greetings and comments should be displayed to the person handling the incoming call.
Accessing the main number details
Access the main number details for either the operator or an occupier:
To access the telephony details for the operator:
Click Account in the main menu.
Select the Telephony tab.
Select the <site>.
To access the telephony details for an occupier:
Click Occupiers in the main menu.
Select the <occupier>.
Select the Telephony tab.
Select the <site>.
The MAIN NUMBER row shows the main number for the selected organization.
Before you begin
Your main number must be in the ACTIVE state. See Activate your main number.
Your main number call settings, which describe how incoming calls are handled, should include a main reception option. If it does not, you can still edit the greetings, but the change will have no effect.
Managing your greetings
Check that your main number is in the ACTIVE state.
When hovering your cursor over the main number, click Greetings.
The Greetings dialog box opens.
Specify greetings and comments for your call handling service.
This information is displayed to the staff member to help them to answer the call.Once your changes are complete, click Save.
If your call settings send incoming calls to main reception, the user at the call answering service will see these messages.
Greetings dialog box
Pages:
Account > Telephony > Greetings.
Occupier > <occupier name> Telephony > Greetings.
Field | Description |
Greeting message | Where Main reception is one of the call forwarding options, this welcome message is displayed to the reception staff handling the call and read to the caller. This message typically includes the occupier or operator name. Example: "Good morning, thank you for calling Occupier One, how may I help you?" |
Comment | Where Main Reception is one of the call forwarding options, this is some informational text that is displayed to the reception staff to help them to handle the call. Important: You can only add a comment, if there is a greeting. Example: This comment may include details of the contact to forward calls to, or information about the knowledge base to use when answering calls. |