Good day,
I am assisting on a very small phone system which consist out of 1 receptionist on extension 200 who is taking about 100 calls a day on the DID number, and then 2 other extensions 201 and 202 to who the receptionist can forward the call if possible.
Now this works quite well only the thing is that because of the Covid circumstances, holidays, personal holidays etc, the receptionist very often needs to change the "our offices can be called between ... our offices are closed until ...." message.
How the previous Partner set it up:
- Partner created a digital receptionist at extension 800 with a message that the office can send them as a WAV file (I think the receptionist uses a mobile phone app to record some WAV file and then emails that to their Partner)
- Partner then uploads the WAV file and invoices for that, they are invoicing every time they upload the WAV. They charge more to change 4x the digital receptionist message then they charge for 1 year hosting.
- Of course that Partner is not available 24/7 so in case of emergency lockdown they are always too late to upload the WAV, and then the customers receive a message that is not correct.
- Partner told them that this was the only way of changing the message, it was not possible for them to do this themselves.
- 200 extension sets its status to "Away" by of dialing a BLF 10 which sets status Away, Away status will forward to 800 extension
- If 200 extension is back, then dial 9 which sets the status of the phone back to available
So this office did no longer want to work with that Partner because they found those invoicing methods ridiculous.
Now I told the boss of the company that for sure you can adjust the message yourself if you logon to the 3CX portal and have it dial an extension to record the message. However, this is still not my preferred way of handling that because I do not want a receptionist logging into the admin portal. I was thinking about having that message configured as a voicemail of that extension instead of a digital receptionist, but the thing is I do not want voicemail: the caller should not leave a message.
The receptionist also has a computer available so I can use the Windows Client or the Web Client; but I am not sure if that webclient should then be logged in with the Digital receptionist extension or with the 200 extension (which would be more logical) and if they could then use that to adjust the message.
Any tips?
I did find this:
https://www.3cx.com/community/threads/record-and-modify-ivr-message-from-user-extension.75125/
But that was not really helpful, and it requires a pro license for Call Flow Designer, there must be an easier way, I think?
I also found in the group rights a user right option "can control IVR", however, I do not know what that means or how this user can then control an IVR message.
Thank you.
I am assisting on a very small phone system which consist out of 1 receptionist on extension 200 who is taking about 100 calls a day on the DID number, and then 2 other extensions 201 and 202 to who the receptionist can forward the call if possible.
Now this works quite well only the thing is that because of the Covid circumstances, holidays, personal holidays etc, the receptionist very often needs to change the "our offices can be called between ... our offices are closed until ...." message.
How the previous Partner set it up:
- Partner created a digital receptionist at extension 800 with a message that the office can send them as a WAV file (I think the receptionist uses a mobile phone app to record some WAV file and then emails that to their Partner)
- Partner then uploads the WAV file and invoices for that, they are invoicing every time they upload the WAV. They charge more to change 4x the digital receptionist message then they charge for 1 year hosting.
- Of course that Partner is not available 24/7 so in case of emergency lockdown they are always too late to upload the WAV, and then the customers receive a message that is not correct.
- Partner told them that this was the only way of changing the message, it was not possible for them to do this themselves.
- 200 extension sets its status to "Away" by of dialing a BLF 10 which sets status Away, Away status will forward to 800 extension
- If 200 extension is back, then dial 9 which sets the status of the phone back to available
So this office did no longer want to work with that Partner because they found those invoicing methods ridiculous.
Now I told the boss of the company that for sure you can adjust the message yourself if you logon to the 3CX portal and have it dial an extension to record the message. However, this is still not my preferred way of handling that because I do not want a receptionist logging into the admin portal. I was thinking about having that message configured as a voicemail of that extension instead of a digital receptionist, but the thing is I do not want voicemail: the caller should not leave a message.
The receptionist also has a computer available so I can use the Windows Client or the Web Client; but I am not sure if that webclient should then be logged in with the Digital receptionist extension or with the 200 extension (which would be more logical) and if they could then use that to adjust the message.
Any tips?
I did find this:
https://www.3cx.com/community/threads/record-and-modify-ivr-message-from-user-extension.75125/
But that was not really helpful, and it requires a pro license for Call Flow Designer, there must be an easier way, I think?
I also found in the group rights a user right option "can control IVR", however, I do not know what that means or how this user can then control an IVR message.
Thank you.
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