Backup Answering Options
If you want to program backup answering features to assist the receptionist in handling calls, consider the following features:
■Automatic System Answer. Useful during peak calling periods to answer outside calls while the receptionist is busy on other calls. When activated, this feature answers incoming calls after a specified number of rings and plays a customized greeting. Then, depending on how Automatic System Answer Mode (#121) is programmed, the system either:
–places the call on hold at extension 10 (the light next to the line button winks green at extension 10 and winks red at all other extensions that have the line); the outside caller hears music on hold, if it is available.
–continues to ring all extensions that have access to the line (the green light next to the line button at those extensions flash); the outside caller hears music on hold, if it is available.
–disconnects the call.
The first two options provide audible and/or visual indication of incoming calls waiting to be answered.
The third option is not applicable as a backup answering feature; however, it is useful for making brief announcements such as temporary closings or hours of business.
■Direct Extension Dial. Useful for routing outside callers directly to a specific extension or Hunt Group. When activated, this feature answers incoming calls after a specified number of rings and plays a customized message prompting the caller to dial the digits of the designated extension or hunt group.
■Call Forwarding/Call
Alternatively, you can install a voice messaging system to provide an automated backup answering position. Useful when the receptionist is busy on calls, away from the desk, or at night, the voice messaging system answers incoming calls after a specified number of rings, plays a customized greeting, requests callers to enter an extension number, and transfers the caller to the appropriate extension. If no one answers at the destination extension, the caller can leave a personal message in that extension’s mailbox.
Button Programming
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■Extension Numbers. Auto Dial buttons are programmed for extensions 11 through 24. The receptionist can use these buttons to dial or transfer calls to the extensions with one touch. In addition, the lights of these Auto Dial buttons show the status of the extension, so the receptionist can tell whether the phone at the extension is idle (no lights on), busy (red on), calling the receptionist (green flash), sending coverage calls to or manually signaling the receptionist (green flutter), or ringing back after the receptionist transferred a call (green flutter).
Programming
