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Talkswitch 48-CA/CVA, 24-CA manual Configuring auto attendant

Models: 24-CA 48-CA/CVA

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Extension 114 should be used as the receptionist because it is the extension that works during a power failure.

Figure 83: Configuring auto attendant

5.Callers who don‘t have a touchtone phone can be routed to the receptionist at extension 114.

6.Set the time from the drop-down list After the auto Attendant has finished playing and no selection has been made within (0–30 sec.).

7.Select go to local ext. and select 114 from the drop-down lists.

You can record the other 8 auto attendants. The total combined recording time is 30 minutes. The 30 minutes are shared with voicemail. You can expand the built-in memory up to 9 hours using a TalkSwitch memory card.

When two or more units are networked (48-CA/CVA models only), they share the same 9 auto attendants. When an auto attendant message is recorded on any TalkSwitch unit, it is automatically copied to all the other units on the same LAN. This feature helps reduce network traffic and allows the system to continue functioning even if a unit loses power or is disconnected from the LAN.

T A L K S W I T C H C O N F I G U R A T I O N

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Talkswitch 48-CA/CVA, 24-CA manual Configuring auto attendant

Contents

Release Copyright Information TA B L E O F CO N T E N T S Talkswitch Configuration Using Talkswitch Receiving calls without the auto attendant Call Detail Record CDR Logging Troubleshooting and Support What you should know WHAT’S in this GUIDE?Networked units installation Single unit installationVoIP installation Connecting devicesFinding the Information YOU Need Where to go for further informationText elements Guide ConventionsTalkswitch Package Contents TA L K S W I T CH InstallationConfiguration Software System Requirements Unit Front PanelLight State Description Unit Back Panel TalkSwitch 24-CAInformation, see 1.8.4 Connecting to the PA public Connecting devices to the music jack onConnection on page 9, 1.9 Networking TalkSwitch units on Information, see 1.8.2 Connecting local extensionInstalling the software for the first time Installing the Configuration SoftwareUpgrading the TalkSwitch software and firmware Installing a memory card onCheck current version About TalkSwitch software versionDownload new software and firmware Click View System InformationInitial Configuration File Update FirmwareUpdating the firmware Ethernet connection Connect Talkswitch to a Network or a PCEthernet connection USB ConnectionUSB connection Serial connectionSerial connection Internet connectionInternet connection Click Connect File connectionRestore Firmware button Connecting DevicesThings to consider when placing your TalkSwitch WiringConnecting local extension telephones and other devices Connecting incoming telephone linesConnecting a regular dual-line telephone Connecting a regular single-line telephoneConnecting regular multi-line phones Connecting an IP phoneAttach an internal or an external modem Connecting fax machines Option 1 Dedicated Fax LineOption 2 Distinctive Ring Option 3 Automatic fax detection via the auto attendant Here’s how the TalkSwitch handles incoming callsConnecting devices to the music jack Networking Talkswitch Units on a LANConnecting to the PA public address jack Connecting TalkSwitch units to a LANPower up all the TalkSwitch units Ethernet switchSetting or changing the unit ID How unit IDs affect system extension numbersKeys Result Unit ID Keep track of the lines and extensionsOptimizing the system for networked use Configuration settingsOutgoing line hunt groups Auto attendantsMemory card Installing a Memory CardUpgrading Talkswitch Units Diagnostics for the lights flashing on the unit front panelWhat the Flashing Lights Mean Verifying the Connections Configuration screen System ConfigurationExit Closes the configuration software TalkSwitchSettings File MenuTools Menu InstalledHelp Menu UsageAbout Configuration navigationSystem InformationConfiguration navigation See 2.4.2 Auto Feature DescriptionSee 2.2.10 On-Hold See 2.5 Call Back/CallClick the next to System Information Administration AdministrationSystem Information Call Detail Record CDR Logging onTo enter a new password To change the passwordTo delete a password Click the next to System Information -IP Configuration IP ConfigurationAutomatic IP configuration Current public WAN IP address Public WAN IP AddressPublic WAN IP address-checker server name Telephone LinesFully Qualified Domain Name Click System Information Telephone LinesWay Calling/Conference Phone numbers sectionCalibrate Lines button Line hunt groupsSelect System Information -Line Hunt Groups Hunt group configurationWhat is Toll Restriction? What is Automatic Route Selection ARS?Automatic Route Selection and Toll Restriction Planning Automatic Route Selection and Toll RestrictionARS leading digits Information Auto Route SelectionExamples of leading digits Direct Line Access Set local extension hunt group accessPassword Protection Emergency Service Numbers sectionInformation Administration Telephone Line 3-Way Calling ServicesFax information Restrict access to premium servicesDedicated fax line Distinctive Ring fax detectionDedicated fax line Automatic fax detection with the auto attendantSelect System Information -Fax Information Fax information System Information Telephone LinesSelect System Information -Telephone Lines Distinctive ring fax detectionAutomatic fax detection Click Fax InformationSelect Call Handling -Auto Attendant Fax routing Local extensionsSelect System Information -Local Extensions Configuring a local extension for use with a IP phoneAdditional fields Caller ID Information section Last name/First namePhone Type For VoIP calls, use this numberDirect Line Access... button Supported by TalkSwitchHunt Group Access... button Remote extensionsSelect System Information -Remote Extensions Remote extensions Use Same Line ConnectTransferring calls from a remote extension Forwarding calls to a remote extensionSetting up extension ring groups Ring groups featuresExtension ring groups Select System Information -Extension Ring GroupsIdentify types of calls by different ring patterns Different uses for extension ring groupsOn-Hold/Ringback External audio sourceForwarding calls to a ring group Music port Select System Information On-Hold/RingbackInternal audio file On-Hold SettingsTransfer Settings Set the volume for Music on HoldMailbox options VoicemailVoicemail notification Dialed notificationRemote Phone Dialed Notification Notification Settings buttonConfigure Notification Options button Dial notification phone number usingIf attempt unsuccessful, try again Message waiting light Mail notificationClick on the Message Waiting Light tab Mail notification tab Click on the E-mail Notification tabExample of an e-mail notification To add an e-mail addressTo modify an e-mail address To remove an e-mail addressSelect Voicemail Global Settings Global SettingsMore e-mail settings Voicemail manager Global Message Waiting IndicatorMailbox data Reset Mailboxes buttonCall Handling ModesSelect Call Handling Modes Click Settings To set holiday modeAuto attendant Adding/configuring an auto attendantConfiguring auto attendant Record Instructions button Record, play or erase auto attendant messagesErase Instructions button Load Auto Attendant buttonView Auto Attendant Time Usage Select routing options for each auto attendantTools Memory Usage Auto Attendant If the caller selects 0 thenIf a fax call is detected then English, 2 for Spanish. In this example, youNo selection was made at the auto attendant Additional features at the auto attendantIf 6 is dialed If 7 is dialedConfigure incoming calls during mode 1, 2 and holiday mode Select Call Handling -Telephone LinesSelect Business Hours Go to voice mailbox Adjust Sequence... buttonPlay auto attendant or Go to voice mailbox VoIP NumbersCall Cascade Local extensionsSelect Call Handling Local Extensions Busy tab Busy No Answer Answered Do Not DisturbAnswered tab No Answer tabRemote extension call cascade Remote extensionsL K S W I T C H US E R G U I D E N O R T H a M E R I C a Extension ring group call cascade Extension ring groups call cascadeHang up Go to VoIP location Go to auto attendant Queue at ring groupIf my extension is busy Call cascade examplesIf I am away from my desk Screening calls from a remote extensionIf I don’t want to be disturbed only local extensions Call BACK/CALL BridgeTwo call back methods How it worksSelect Call Back/Call Bridge Auto Call Back Auto call backUse Announced Message Configuring auto call back Select Call Back/Call Bridge Prompted Call Back Prompted call backCall bridge Accessing and using prompted call back from a telephoneActivating call bridge Options PermissionsTo add permissions for users Select Options Permissions Select the user and click Modify Audio Controls Line ControlsExtension Controls Transferring from a home phone Transfer OptionsRemote transfer Transfer and clearCaller in queue reminder MiscellaneousCall Back ring return If being used with another PBX PBX extension lengthSetting up TalkSwitch behind an existing PBX Other options include TroubleshootingAuto Attendant Transfer Prompts SIP Server RegistrationTransmitted Flash length Auto Attendant AdjustmentsDouble Flash time Way Calling wait timeAuto Route Selection Troubleshooting AdvancedDtmf Detection Minimum required time to detect a Dtmf digitLine CPC/Disconnect Clear Ringback ControlFax Detection Starting RTP Port VoIP Ports IP Signalling PortI N G TA L K S W I T CH Receiving calls using the auto attendantReceiving calls without the auto attendant Office Making and Receiving Calls Using AN Analog PhoneReceiving calls at a local extension Place out-of-office calls from a local extensionRestrictions Transferring calls from an extension Placing calls on hold at a local extensionUnscreened transfer Place calls on holdUnscreened Transfer Screened transferParking a call Parking and retrieving calls at a local extensionRetrieving a parked call at another local extension Screened TransferUsing call park with the paging option Queuing and retrieving callersQueuing calls to a single extension Queuing callers to an extension ring group Using call waitingTwo local TalkSwitch extensions and one outside caller Conference callingTwo outside callers and one local extension Making calls from a local IP extension IP phone Office Making and Receiving Calls Using AN IP PhoneReceiving calls at a local IP extension Hold Hold and transferTransfer from a IP extension to any outside number Call park Parking and retrieving callers Parking a callerRetrieving a parked call Using the TalkSwitch call waiting feature Conference calling with TalkSwitchTwo TalkSwitch local extensions and one outside caller Making and Receiving Calls Using Voip Transferring calls on parallel-connected phones Modems and Telephone Line Access Automatic call forwarding Three ways to forward callsManual call forwarding Conditional call forwardingTransferring calls from a remote extension Screening options for forwarded callsForwarding calls with screening Making calls Calls over VoIP with IP phones and GatewaysUsing the Voicemail System Activating voicemail boxesReceiving calls Press Transfer or xfer Retrieving messages and accessing a voice mailboxPress 2 to change greeting options Press 1 to listen to messagesRecording an announcement on a regular or an IP phone Press 3 to change personal optionsPress 4 to record your name for the dial-by-name directory Music on Hold Pager and cell phone notificationMusic on hold and call forwarding to remote extensions Mode Switching Options Manual mode switchingAutomatic mode switching using the time scheduler Bridge session, press # # before hanging up Using call bridgeActivate call back Using call backAccepting the call back Enabling Call Detail Record CDR Logging CA L L D E T a I L RE CO RD C D R LO G G I N GWeb interface Store to File on TalkSwitch File Save to TalkSwitchRetrieving Data Log in window CDR web interface Serial interface Real-time to Serial PortClick on Transfer Capture Text ConnectingAnalyzing the Data IP phone press * * , then dial * 88 + Account Number Example Introduction to Voip VO I P I N F O R M a T I O NOptimizing Your IP Network for Voip Broadband connectionRouter/NAT/firewall Confirm sufficient network capacity for VoIP Connecting to a LAN and IP networkUDP Confirm router/firewall path for voice dataConnect TalkSwitch or SIP-compatible gateways Setting UP a Voip NetworkPrioritize your voice traffic Ddns SupportWhich location and unit should be the SIP server? Select which TalkSwitch to use as the SIP network serverAssign phone numbers to each VoIP location Configure TalkSwitch IP addresses Voip ConfigurationSet the TalkSwitch local IP address TalkSwitch System Configuration window, selectLocal IP configuration Set the TalkSwitch public IP addressConfigure TalkSwitch Profile TalkSwitch ProfileSelect System Information VoIP Configuration Registrar Server Name Proxy Server NamePassword User Name and Password section User/AccountVoIP lines available for use with the TalkSwitch network Outbound ProxyMaximum number of VoIP lines for outgoing calls Codec Options buttonView Registrar Entries button View Registration Status button Service Provider profileService Provider profile Service Provider NameVoIP Lines System Information VoIP Numbers Assign VoIP phone numbersCall Handling VoIP Numbers Configure call handling for VoIP numbersSystem Information -VoIP Numbers Assign service provider phone numbersHow does VoIP work? Does a VoIP call sound like a regular phone call?High-speed connections on both ends of the call Choose the right codec for your location What is SIP?Can a firewall prevent VoIP calls from passing through? Format Type UnitCan a VPN help to carry data securely over the Internet? What is a VPN?What is a IP Proxy and Registrar? What is NAT and how does it affect VoIP?How often will my public IP address change? What is a port number? Voip Network Administration Form Problems that may occur during configuration TroubleshootingAm not able to retrieve settings from TalkSwitch Am unable to configure TalkSwitch using a touchtone phoneAuto attendant does not play when calls come Problems that may occur while using the TalkSwitch featuresAuto attendant Auto attendant message is broken up or very faintMusic on hold Callers hear only silence when put on hold at an extensionCall routing with local extensions and home phones Auto attendant is transferring calls to the wrong extensionOther possible local extension problems Answering and fax machines’m unable to place intercom calls from a local extension Multiple TalkSwitch units connected to the same LAN Calls are not always reaching my voicemail Calls across the LAN are lower in volumeCallers complain the sound is distorted or choppy SupportL K S W I T C H US E R G U I D E N O R T H a M E RI CA About functions and commands Extension numbers UnitOther 3-digit numbers Flash/Hold There are 10 parking spots for the entire system Flash/Hold at510 500-509For last call Keys Function performed Functions you can access from outside phones300-309 3, 4P E N D I X B L K S W I T C H U S E R G U I D E N O R T H a M E R I C a When would you use double-flash? Call Hold and FlashWhat does single and double-flash do? Page TalkSwitch settings and configurations Calling featuresMode scheduling and power interruptions Page F E T Y a N D RE G U L a T O R Y I N F O R M a T I O N Safety precautionsFCC Part Important Notices FCC and IC WarningsActa TIA/EIA/IS-968A, FCC Part 68 and IC CS-03 Service P E N D I X E DOC Compliance Warranty ServiceIf purchased from TalkSwitch If purchased from a resellerCanadian Goods Being Returned to Canada Page System 24-CA 48-CA 48-CVA Specification SWeight 24-CA 48-CA Dimensions H x W x LAnalog extension interface Analog trunksCO P Y R I G H T a N D L I CE N S I N G N O T I CE S L K S W I T C H U S E R G U I D E N O R T H a M E R I C a P E N D I X G Page M E / O F F I CE W I R I N G G U I D E Basic residential phone wiring Looped wiringSingle-line wiring Dual-line wiringDemarcation Point Disadvantages Connecting to TalkSwitch rear panel Using a dual-line phone jackRe-wiring demarcation point Adding extension block From demarcation point Connecting to TalkSwitchL K S W I T C H U S E R G U I D E N O R T H a M E R I C a # Number/pound sign Star/asterisk signWay calling/conference call Call backCentrex/Plexar ConnectorCOM port Communications softwareDriver Distinctive ringDual-line telephone ExtensionIcon Keypad commandsIntercom InterfaceLink button Line 1, 2, 3, orLocal extension ModemRegistered jacks PromptRemote extension RJ-11Serial port SIP serverTerminal adapter UPnPPage D E L K S W I T C H U S E R G U I D E N O R T H a M E R I C a D E