VoiceManager Receptionist Console User Guide - Cox ...

VoiceManager
Receptionist Console
User Guide
Version 1.3

© 2013 by Cox Communications.
All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without prior written permission of Cox Communications

Purpose
This guide provides reference information and step procedures for Receptionist Console
(release 14.sp6) users to navigate the application and perform tasks.

Table of Contents
i
Table of Contents
Receptionist Console Overview ............................................................................. 1
Understanding the User Interface ....................................................................... 1
Downloading and Installing Receptionist Console ............................................... 3
Logging In ................................................................................................................ 5
Logging in the First Time .................................................................................... 5
Understanding the Menu Bar .................................................................................. 6
File Menu ........................................................................................................... 6
View Menu ......................................................................................................... 6
Tools Menu ........................................................................................................ 7
Help Menu .......................................................................................................... 8
Understanding Receptionist Console Options ...................................................... 9
Options / General ............................................................................................... 9
Options / Queues ............................................................................................. 10
Options / Day / Night Mode .............................................................................. 11
Options / Directories ......................................................................................... 12
Options / Directories – Outlook Integration ................................................... 13
Options / About ................................................................................................ 14
Receptionist Console Interface and Setup .......................................................... 15
Understanding the Switchboard Panel ............................................................. 16
Understanding the Contact Directory Panel ...................................................... 18
Understanding the Directory Management Interface .................................... 18
Using Directories .............................................................................................. 18
Viewing Contact Status Information ............................................................. 20
Viewing the Contact Directory Panel – List View .......................................... 21
Using the Alphabetical Index Panel .................................................................. 22
Using the Options Panel ................................................................................... 22
Using the Control Panel ................................................................................... 23
Managing Calls ...................................................................................................... 25
Dialing .............................................................................................................. 25
Dialing a Contact.......................................................................................... 25
Dialing an Ad Hoc Number ........................................................................... 26
Using Speed Dial ......................................................................................... 26
Answering a Call .............................................................................................. 27
Placing a Call on Hold .................................................................................. 28
Removing a Call from Hold .......................................................................... 28
Ending a Call .................................................................................................... 29
Transferring a Call ............................................................................................ 29
Conducting a Blind Transfer ......................................................................... 29
Conducting a Consulted Transfer ................................................................. 30
Transferring to Voice Mail ............................................................................ 30
Transferring to Queue .................................................................................. 31
Using Busy Camp On .................................................................................. 32
Using Group Call Park ...................................................................................... 34
Using Directed Call Pickup ............................................................................... 35
Using Call Barge-in .......................................................................................... 35

Table of Contents
Managing Conference Calls ............................................................................. 35
Initiating a Conference Call .......................................................................... 35
Placing a Conference Call on Hold .............................................................. 36
Removing a Conference Call from Hold ....................................................... 36
Exiting a Conference Call ............................................................................. 36
Ending a Conference Call ............................................................................ 36
Managing Queues.................................................................................................. 37
Configuring Queue Settings ............................................................................. 37
Selecting Your Join Status ............................................................................... 38
Displaying Calls in Queue ................................................................................ 38
Changing Position of Calls in Queue ................................................................ 39
Managing Directories ............................................................................................ 41
Sorting Columns ............................................................................................... 41
Searching for a Contact .................................................................................... 41
Creating a Custom Directory from Search Results ........................................... 41
Creating and Editing Contact Notes ................................................................. 42
Managing Speed Dial Entries ........................................................................... 42
Assigning a Speed Dial 8 or 100 Entry ......................................................... 43
Editing a Speed Dial 8 or 100 Entry ............................................................. 43
Deleting a Speed Dial 100 Entry .................................................................. 43
Managing Company Information .......................................................................... 44
Using Company Notes ..................................................................................... 44
Using Company Profile ..................................................................................... 45
Appendix A ............................................................................................................ 47
Using Keyboard Shortcuts ................................................................................ 47
General Control Keys ................................................................................... 47
Menu Bar Control Keys ................................................................................ 47
Switchboard Control Keys ............................................................................ 48
Contact Directory Control Keys .................................................................... 48
Option Control Keys ..................................................................................... 49
Control Keys ................................................................................................ 49
ii

Receptionist Console Overview
Overview
The IP Centrex Receptionist Console is a carrier class Internet Protocol (IP) Telephony
Attendant Console, specifically developed for hosted environments. It is used by “front-ofhouse”
Receptionist Consoles or telephone attendants who screen inbound calls for businesses
by supporting a full set of call control options: large-scale line monitoring, queuing, multiple
directory options, views, Outlook Integration, and other features required in large or distributed
organizations.
Understanding the User Interface
Before you begin, it is helpful for you to familiarize yourself with the Receptionist Console main
interface. This graphic displays areas that you can reference to obtain information about the
application. The following topics will be discussed in this guide.
Switchboard panel
Company Notes and Profile area
Contact Directory panel
Alphabetical Index filter
Options panel
Control panel
Figure 1. Receptionist Console main interface
VoiceManager Receptionist Console User Guide 1

Downloading and Installing Receptionist Console
Downloading and Installing Receptionist Console
As an IP Centrex line package customer, you can access the Receptionist Console functionality
once you download and install the application from the VoiceManager MyAccount web portal.
You do not have to configure Receptionist Console to log in to the Cox web
client server.
Use the following steps to download and install the Receptionist Console.
1. From the VoiceManager MyAccount, click the Voice Tools menu.
2. Click the Downloads link.
3. Click the Enhanced Receptionist Console link.
4. Click the Download Now link.
5. Select the Accept radio button on the End User License Agreement and click the
Continue button.
6. Click the Run button and proceed through the remaining screens. Leave the default
values at their settings.
7. Click the Finish button.
Figure 2. Download and Install screens
.
VoiceManager Receptionist Console User Guide 3

Logging In
Logging In
The login procedure is the same for all Receptionist Console versions. Use the same Username
and Password that you do to login to MyAccount. Likewise, if you need to reset your password,
perform the same steps as you do in MyAccount.
Logging in the First Time
When logging in to the Receptionist Console for the first time, you need to access
VoiceManager MyAccount first. Thereafter, you may access Receptionist Console using the
steps shown below.
Figure 3. Start menu
Figure 4. Login interface
Follow the steps to start Receptionist Console:
1. From the Start menu on your machine, click the All Programs option and click Cox
Business.
2. Click the VoiceManager Receptionist menu item.
3. Click the VoiceManager Receptionist option.
4. Enter your VoiceManager MyAccount Username and Password and click Sign in.
(Optional: Check any of the checkboxes to speed up the login process in the
future.)
VoiceManager Receptionist Console User Guide 5

Understanding the Receptionist Console Menu
Understanding the Menu Bar
The Menu bar is located at the top of the Receptionist Console main page and contains the
following headings: Files, View, Tools and Help. This section describes the menu options under
each heading along with the tasks you can perform within each item.
File Menu
The File menu allows you to sign out or exit Receptionist Console. The difference between the
two is that when you Sign Out, the Login dialog displays so that you can log back in as another
user, if desired. The Exit function signs you out of the application.
Figure 5. File menu
View Menu
The View menu contains four options that allow you to add more configuration settings to the
Receptionist Console window.
Figure 6. View menu
Figure 7. Directories menu
6 VoiceManager Receptionist Console User Guide

View Option Description
Navigating the Receptionist Console Menu
Company Information Allows you to determine whether or not you want to display or hide
the Company Information panel in the Receptionist Console
window.
Queue Allows you to determine whether or not you want to display or hide
details of calls that are in a holding pattern.
Queue Columns Allows you to define types of information you want to display about
calls in a holding pattern. This option appears only when Queue is
checked.
Directories Allows you to define what types of Contact Directories you want to
display on the Receptionist Console window.
Tools Menu
Note: Directories listed on this menu depend on your version of
Receptionist Console and your setup.
The Tools menu contains two sub-topics, Call History and Options. Call History provides view
details for the following types of calls: Dialed, Received, Missed, and Other. The Options subtopic
opens the same set of configuration settings as does the VoiceManager Toolbar.
Figure 8. Tools Sub-Topic – Call History
The table below describes the types of calls and the details they provide.
Call Type Description
Dialed Displays the Name, Number, and Time of placed calls.
Received Displays the Name, Number, and Time of incoming calls that were
answered.
Missed Displays the Name, Number, and Time of incoming calls that were
unanswered.
Other Displays the average time a call is in a holding pattern and the
number of times calls are transferred.
VoiceManager Receptionist Console User Guide 7

Understanding the Receptionist Console Menu
Figure 9. Tools Sub-Topic - Options
Option Description
General
Account
Dialing Rules
Allows you to configure the automatic login behavior and caller
identification.
Contains Sign-In Information that includes your Username and
Password. Enter your login data to access the Toolbar. Use the
Sign-In Options panel to save those values to prevent having to
enter them each time you access the Toolbar.
Allows you to add an 8 or 9 as a prefix to your dialed-to numbers
when necessary.
Outlook Integration
Contacts Integrates your personal list of Outlook contacts.
Proxy Server
About
Help Menu
Squid Web Proxy Server has been tested and supported for
silent updates. Type, Server, Port and U/P.
Displays the version of the application you are using, copyright
notices associated with the application and any product
disclaimers.
The Help menu contains the following items: a PDF version of the Receptionist Console User
Guide, the version of the application you are using, copyright notices associated with the
application, and any product disclaimers.
Figure 10. Help Menu
8 VoiceManager Receptionist Console User Guide

Understanding Receptionist Console Options
Options / General
Understanding Receptionist Console Options
When you successfully log into the Receptionist Console, the VoiceManager Receptionist–
Options window appears. It contains menu items that you may use to configure your system
and view call management information.
Use the General menu to define whether you want the system to automatically start when you
connect to your network, and/or to automatically notify the switch for incoming calls.
Figure 11. VoiceManager Receptionist – Options / General
Use the following steps to configure basic system functions.
1. From the Tools menu in the top toolbar, click the Options link.
2. Check the Auto login when connected to network checkbox if you want
Receptionist Console to automatically connect and log in to the server when it
detects a network connection. (Optional)
3. Check the Auto switch focus on incoming call checkbox if you want Receptionist
Console to automatically take window focus over other applications when a new
incoming call is received. (Optional)
4. Click the OK button.
VoiceManager Receptionist Console User Guide 9

Understanding the Receptionist Console Options
Options / Queues
Use the Queue panel to allow Receptionist Console to log into the cloud so you can view or
manage any incoming calls that are in a holding pattern.
This add-on feature allows you to select and manipulate calls from the queue that display in the
Main Interface. You may also re-order the how the calls are presented in line.
Figure 12. VoiceManager Receptionist - Options / Queues
Use the following steps to access and configure Receptionist Console Queues functionality.
1. From the VoiceManager Receptionist – Options window, click the Queues menu
item.
2. Check the Manage checkbox to the right of the queue you wish to manipulate calls
that are on hold. (Note: The State radio button identifies your queue join status. A
green radio button means you are joined and a red radio button means you are not
joined).
3. View the Queue Monitoring Accounts panel to see the queues that are being tracked
and the status of the login attempt. (Note: Grey means you are not logged in. Yellow
means that you are attempting to log in. Red means your login failed and Green
means you are currently logged in.) The Password column contains the personal
identifier you use to access the Queue.
4. Check the Save Password column if you want the system to remember that login
identifier for that queue.
5. From the Archive Frequency drop-down menu, select the occurrence for which you
want the Receptionist Console client call and ACD event records to be saved. The
options are: Do Not Archive, Daily, Weekly, and Monthly.
10 VoiceManager Receptionist Console User Guide

Options / Day / Night Mode
Understanding Receptionist Console Options
Activate or deactivate the Day/Night Mode function when you want to re-route incoming calls to
number that is different from your regular business number. You may turn this feature on or off
by checking / unchecking the Night mode checkbox. You can also use your phone to turn the
feature on or off by pressing *72 and *73, respectively.
Use this function when you are away from your business phone. You may use a specific phone
number or forward all incoming calls to directly to voice mail.
The activation status of the Selective Call Forward feature takes precedence
over the activation status of Night Mode.
Figure 13. VoiceManager Receptionist – Options / Day/Night Mode
Use the following steps to activate the Day/Night Mode.
1. From the VoiceManager Receptionist – Options window, click the Day / Night Mode
menu item.
2. Check the Night mode check box if you want to turn on a specific call routing period
during non-business hours.
3. Select the Forward calls to: radio button to route all incoming calls to a specific
number you enter in the field.
4. Select the Forward calls to voicemail radio button to send incoming calls to a voice
mailbox.
5. Click the OK button.
VoiceManager Receptionist Console User Guide 11

Understanding the Receptionist Console Options
Options / Directories
Use the Start-Up Directory drop-down menu to select an available index that you want to
appear in the Contact Directory panel when Receptionist Console launches.
Figure 14. VoiceManager Receptionist Options / Directories
Use the following steps to assign the directory you want Receptionist Console to reference at
start-up.
1. From the VoiceManager Receptionist – Options window, click the Directories menu
item.
2. From the Directory Options panel, select the type of index from the Start-Up Directory
drop-down menu that you want Receptionist Console to display and reference when it
is launched.
3. Click the OK button.
12 VoiceManager Receptionist Console User Guide

Options / Directories – Outlook Integration
Understanding Receptionist Console Options
Use the Outlook Integration configuration panel to enable or disable the use of Microsoft
Outlook with Receptionist Console. This setup provides you access to contacts in your Outlook
quickly through the application.
Figure 15. VoiceManager Receptionist Options / Directories / Outlook Integration
Use the following steps to incorporate your Microsoft Outlook contacts with Receptionist
Console.
1. From the VoiceManager Receptionist – Options window, click the Directories menu
and Outlook Integration option.
OR
2. Check the Enable Outlook Integration checkbox if you want to mix your Microsoft
Outlook contacts with Receptionist Console.
3. Select the Retrieve contacts from default contact folder only radio button if you
want to integrate only those contacts listed in your generic contacts folder.
4. Select the Retrieve all contacts radio button if you to integrate all of the contacts
listed in every contacts folder.
5. Check the Use Outlook contacts as preferred CLID lookup checkbox if you want
your Outlook contacts to be looked up and assigned preferred Calling Line
Identification.
6. Click the OK button.
VoiceManager Receptionist Console User Guide 13

Understanding the Receptionist Console Options
Options / About
The VoiceManager About menu option provides information regarding the software’s version,
build and revision numbering. It is for referential purposes only.
Figure 16. VoiceManager Receptionist – Options / About
Use the following steps to access the About window.
1. From the VoiceManager Receptionist – Options window, click the About menu.
14 VoiceManager Receptionist Console User Guide

Receptionist Console Interface and Setup
Interface and Setup
This section provides a detailed description of the Receptionist Console interface as shown in
Figure 17. Elements that are available for a specific version of the Receptionist Console are
identified as such.
Figure 17. Receptionist Console Interface
VoiceManager Receptionist Console User Guide 15

Interface and Setup
Understanding the Switchboard Panel
The Switchboard panel is located at the top of the Receptionist Console work area and shows
details of all active calls. Descriptions of each heading are listed in the table below.
Figure 18. Switchboard Panel
Menu
Heading
Description
Link Allows you to select the calls to be linked for a Consulted Transfer and
Three-Way Conference. You can select the calls to link by clicking in
the Link column cell for the required call record row. A chain link icon
indicates the option is activated. When you click in the cell, it toggles the
link option again.
Line Displays the order that phone calls come in. They start from one (1) and
continue.
Call To
(Called Party)
Identifies the name of the party being called by the operator. A name is
typically displayed when the operator dials an internal number that is in
the Contact directory. A number appears for calls made to persons not
in the Contact directory, as well as most external calls.
Extn (Extension) Displays the actual number dialed by the operator for
internal calls.
Call From
(Calling Party)
Identifies the person calling the operator. For internal calls, this is the
contact name assigned to the extension number in the Contact directory
or the extension number, if no name has been assigned. For external
calls, the caller’s number is displayed unless the number is blocked
(private) or the name is unavailable.
16 VoiceManager Receptionist Console User Guide

Menu
Heading
Description
Interface and Setup
Status Displays the state of calls on the operator switchboard (phone) and is
color-coded.
Call State Display Status
Active Active
Held On Hold (00:00) (blinks after 45
seconds)
Camp On Camped (00:00) (blinks after 45
seconds)
Remote Held Active
Ringing In (Remote) Incoming
Ringing In (Local) Incoming
Ringing Out Outgoing
Time Displays the duration of the call, including the Ring Time, Hold Time,
and Talk Time.
VoiceManager Receptionist Console User Guide 17

Interface and Setup
Understanding the Contact Directory Panel
The Contact Directory panel provides a list of all individuals and departments for which you
have information on how to reach them. This feature also enables you to:
Access contact extension numbers and
voice mail
Access to contact phone numbers
View contact status Send e-mails to contacts
Search contacts using a keyword, add,
delete, edit speed dial contacts
Order contacts in an ascending or
descending order
Access Call Management Filter ordered contacts using
alphabetical indexing
Maintain and update notes for a contact
Figure 19. Contact Directory panel
Understanding the Directory Management Interface
The Contact Directory panel contains several dialog boxes and icons that assist you in
managing your directories:
The blank text field in the lower left corner allows you to enter a string of values that you can
use to locate contacts, typically an individual or department’s name or phone number. The
search returns all contacts containing the string as part of the selected directory field. For
example, entering “Ann” and selecting “First Name” as search criteria returns all contacts with
the first name “Ann”; but it also returns all contacts with first names such as “Anne”, “Marianne”,
“Marie Ann”, and “Ann Marie”.
The keyword search is not case sensitive. The Keyword Search Filter dropdown
list allows you to choose a directory field for a keyword search. The value
selected from this filter drop-down list is the column in which Receptionist
Console searches for the keyword entered in the Search field, as well as the
directory.
Using Directories
The directory tabs in the Contact Directory panel allow you to choose the directory you want to
18 VoiceManager Receptionist Console User Guide

appear in the panel.
Interface and Setup
Select the options as shown in Figure 20 to define the tabs you want to display on the console.
Figure 20. Directory Tab configuration
Figure 21. Directory Heading tabs
The list of directories you can choose from depends on the version of Receptionist Console you
have and your setup configurations. The table below lists the directories available for each
version of Receptionist Console.
The Directory Name column lists the directories available for each version of Receptionist
Console. You may access
Directory Name Contents Receptionist Console
Personal Directory All contacts in your Personal
Phone List on the
VoiceManager web portal
Speed Dials All numbers configured for
you or by you for your Speed
Dial service
Outlook Directory All your Outlook contacts. The
directory needs to be enabled
via the Tools – Options tab.
Contact Directory Other subscribers in your
VoiceManager contact
directory. This is created and
customized by the
administrator or through the
search tool.
Monitored Contacts A list of users, configured
through the web portal,
whose phone status you are
currently monitoring
Monitoring limited to 200
static and up to 300 dynamic
users enterprise-wide
VoiceManager Receptionist Console User Guide 19

Interface and Setup
Changes to the list of users to monitor, Personal Contacts List, and Speed Dial lists are made
through the web portal and are only visible in Receptionist Console the next time you sign in.
Viewing Contact Status Information
The Call Status icon, in the List and Details view, shows the contact’s phone in an on-hook/offhook
state. The color of the icon is customizable through the Tools – Options –dialog box. The
following colors represent the default definitions.
Call Status Icon Description
Green Handset Down Contact phone is on-hook (available to receive a call).
Red Handset Up Contact phone is off-hook (on a call, busy).
Orange Handset Down Contact phone is ringing (previously this was a blue
triangle).
Do Not Disturb Contact phone has status set to “DND”.
Grey Handset Down There is no registered phone on the number being
referenced. This can be due to the fact that there is no
phone or that the phone is offline.
When Receptionist Console starts, multiple grey
phones may appear; however, if you click the icon of
the phone, the true status displays.
Call Forwarding Always Contact has the Call Forwarding Always service
turned on. When you place your mouse over this icon,
the forwarded number displays.
20 VoiceManager Receptionist Console User Guide

Viewing the Contact Directory Panel – List View
Interface and Setup
Receptionist Console has two types of directory views, List and Details that provide different
levels of contact information.
The List view displays all contacts in the selected directory.
Figure 22. Contact Directory panel – List view
The Contact Directory and Monitored Contacts display the contact’s call status.
The Details view provides more information for each contact. The exact details change from
one directory to another and are listed in the following sections.
Figure 23. Contact Directory panel – Detail view
The types of information that display in the Contact Directory - Detail view are similar to data
shown for Monitored Contacts, Personal Directory, and Outlook Directory. The Detail view for
Custom Directory provides the same information as the original directory from which it was
generated, typically the Contact Directory. The name of the custom directory is assigned by the
system and may reflect its contents. It can be created by your system administrator or by you
through the Search tool.
The Speed Dial – Details view contains the dial code you use to contact the person, the phone
number associated with the dial code, and a description of the contact at that number.
Figure 24. Contact Directory panel – Speed Dials Detail view
The Speed Dial – List view displays the Key Code and description of the code.
VoiceManager Receptionist Console User Guide 21

Interface and Setup
Using the Alphabetical Index Panel
You can use the Alphabetical Index area to refine a search by clicking the starting letter of the
contact’s name. For example, to display all contacts with a first name beginning with the letter
“M”, click M on the Alphabetical Index.
Figure 25. Alphabetical Index panel
Using the Options Panel
Use the Options panel to select call managing options.
From the list of icons shown in Figure 26, you can click the associated image to:
Dial a party’s Extn [extension]
Dial a party’s Mobile number
Forward a call to your Voicemail
Listen to your Messages
View the calls in your Queue
Place an ad-hoc telephone call by clicking the Other icon
Figure 26. Options panel
The look of the icons on the Options panel changes as they become available
or unavailable. If an option is available, the corresponding icon displays as
such; otherwise, it is grayed out.
22 VoiceManager Receptionist Console User Guide

Using the Control Panel
Use the Control panel to execute call actions such as:
From the list of icons shown in Figure 27, you can click the associated image to:
Dial a party
Place an active call on Hold
Place a call in a Camp On state
Interface and Setup
Forward an active call to another party without announcing the caller; otherwise known
as a Blind Transfer
Engage multiple calling parties in a Conference
End an active call
Figure 27. Control panel
The look of the icons on the Options panel changes as they become available
or unavailable. If an option is available, the corresponding icon displays as
such; otherwise, it is grayed out.
VoiceManager Receptionist Console User Guide 23

Managing Calls
Managing Calls
The following subsections describe the call management functions available in Receptionist
Console. Functions available in certain versions of Receptionist Console only are highlighted.
Dialing
You may use multiple methods to dial a number in Receptionist Console. This section instructs
you on how to use each one.
Dialing a Contact
From the Contact Directory tab, you may dial an existing contact using two methods. They are
listed in the steps shown below.
Figure 28. Contact Directory tab
Use the following steps to place a call from the Contact Directory tab.
1. Click the Contact Directory tab in Receptionist Console.
2. From the Options panel, click the icon to define which number you want to call:
Extension, Mobile, or Other. See Figure 26. (Note: When the Extn and Phone
numbers are available, the contact’s extension is dialed first. If there is no extension
field provided, Receptionist Console uses the Phone field.)
3. From the Control panel, click the Dial icon. See Figure 27.
4. Alternatively, you may elect to double-click a contact to dial the contact’s default call
option, which is typically the extension. If that field is unavailable, the system calls the
mobile number or voice mail in order of availability. (Note: The called party phone
rings, and the call appears on the Switchboard panel as “Outgoing”.)
VoiceManager Receptionist Console User Guide 25

Managing Calls
Dialing an Ad Hoc Number
When you want to place a call to someone outside of your Contact Directory, use the Other
icon.
Figure 29. Other icon
Use the following steps to place a call to someone outside of your Contact Directory.
1. From the Options panel shown in Figure 26, click Other to open the dial pad.
2. Enter the number you want to call either by typing the number on the keyboard or by
selecting each number in turn from the dial pad using your mouse.
3. From the Control panel, click the Dial icon.
Using Speed Dial
You may elect to place a call by dialing one or two digits that have been assigned to a contact.
Figure 30. Speed Dials tab
Use the following step procedures to call a party through the Speed Dials tab.
1. From the Contact Directory panel, click the Speed Dials tab.
2. From the directory, refer to the Key column or select the phone number you want to
dial from the Phone column.
3. From the Control panel, click the Dial icon.
26 VoiceManager Receptionist Console User Guide

Answering a Call
Managing Calls
Receptionist Console enables you to answer calls quickly and easily from your desktop. It is
important to note that you must have a phone from the supported phone list; otherwise, the
system may experience an issue. Contact your local Cox Business office for additional
information.
Figure 31. Answer Call
Use the following steps to answer a call in Receptionist Console.
1. From the Switchboard panel, click the call that you want to answer.
2. Navigate to the Control panel and click the Answer icon. You can answer the longest
waiting incoming call by clicking the space bar. If you press the space bar more than
once, the previous active call is placed on hold and you can answer the oldest
incoming call. This does not work if you click on a text field.
VoiceManager Receptionist Console User Guide 27

Managing Calls
Placing a Call on Hold
You can place active calls on hold using Receptionist Console.
Figure 32. Place Call on Hold
Use the following steps to place a call on hold.
1. From the Switchboard panel, click the active call that you want to place on hold.
2. From the Control panel, click the Hold icon.
Removing a Call from Hold
When you want to remove a call from the holding pattern, the Status column on the
Switchboard panel will change from “On Hold” to “Active”. Alternatively, double-click on the held
call on the Switchboard panel.
Figure 33. Remove Call from Hold
Use the following steps to reactivate a call on hold.
1. From the Switchboard panel, click the call you want to take off hold.
2. Navigate to the Control panel and click the Unhold icon.
28 VoiceManager Receptionist Console User Guide

Ending a Call
Managing Calls
Receptionist Console enables you to disconnect from incoming or active calls quickly and easily
from your desktop.
Figure 34. End Call
Use the following steps to answer a call in Receptionist Console.
1. From the Switchboard panel, click the call from which you want to disconnect.
2. Navigate to the Control panel and click the End icon.
Transferring a Call
Receptionist Console offers multiple ways to transfer calls. This section describes each one and
provides corresponding instructions.
Conducting a Blind Transfer
The definition of a blind transfer is a call that is passed from one party to the next without an
announcement to the receiving party of who is on the line. Calls can be blind transferred while
active, on hold, or incoming. Incoming calls that are blind transferred are redirected from the
intended line and can be done using a drag-and-drop method or through the Control panel.
Use the following steps to conduct a blind transfer using drag and drop.
1. From the Switchboard panel, left click the call you want to transfer. The cursor
changes to a hand grip icon to indicate the call is moveable.
2. Move the cursor over the corresponding corner of the contact directory to scroll up
and down the list. To cancel movement, press Esc.
3. Drag the call to the target contact in your Contact Directory or Customized Directory,
and release the mouse to transfer the call. If the target contact is busy, the call is
camped.
VoiceManager Receptionist Console User Guide 29

Managing Calls
Use the following steps to conduct a blind transfer without drag and drop.
1. From the Switchboard panel, left click the call you want to transfer.
2. Select the number you want to redirect the call from one of your directories or Other
option.
3. From the Control panel, click the Blind Transfer icon. If the icon is disabled, navigate
to the Actions menu and click Blind Transfer.
Conducting a Consulted Transfer
A consulted transfer is a call that you redirect and introduce the caller to the intended recipient.
A call may be consult-transferred while active, on hold, or outgoing.
Use the following steps to conduct a consulted transfer.
1. Dial the person to whom you want to transfer the call.
2. When the call is connected, announce or introduce the calling party.
3. From the Link column on the Switchboard panel, click the number to be transferred.
4. Click the intended receiver’s number to complete the transfer.
5. From the Control panel, click the Consulted Transfer icon. If the Consulted
Transfer icon is disabled, navigate to the Actions menu and click Consulted
Transfer.
Transferring to Voice Mail
You can send calls to voice mail for anyone in your Contact Directory as long as they have
Voice Messaging service assigned and enabled.
Use the following steps to transfer a call to voice mail.
1. From the Switchboard panel, select the call you want to transfer to voice mail.
2. From the Contact Directory, select the person or department to whom you want to
send the call. (Note: You may select yourself if you want to transfer the call to your
voice mail.)
3. From the Options panel, click the Voicemail icon. If the icon is disabled, navigate to
the Actions menu and click Voicemail Transfer.
30 VoiceManager Receptionist Console User Guide

Transferring to Queue
Managing Calls
When you have multiple calls that can or should be directed to multiple parties or if you need to
organize multiple calls for yourself, you can send calls to a waiting line, known as a queue.
Once the call is in the queue, it can be positioned in order of importance; for example, you may
drag it to the top of the queue or place it at the end of the queue.
Figure 35. Queue
Use the following steps to transfer a call to the queue.
1. From the Switchboard panel, select the call to transfer.
2. Identify the target queue position.
3. From the Options panel, click the Queue icon.
4. Position the call in the queue by selecting the Front of Queue radio button or Back
of Queue radio button.
5. From the Control panel, click the Queue Transfer icon. If that icon is disabled,
navigate to the Actions menu and click Queue Transfer.
VoiceManager Receptionist Console User Guide 31

Managing Calls
Using Busy Camp On
Busy Camp On is a feature that allows you to transfer a call to another line and park it until the
line becomes available. When the line is free, the call can be retrieved.
Camp On must be activated on your and the recipient’s VoiceManager web portal before you
attempt to transfer and park the call.
The call can be camped through drag and drop or an icon in the Control panel.
The Application Managed Mode ensures the call stays parked on another line so it can be
retrieved from the parked position.
Figure 36. Camp On
Use the following steps to camp a call via drag and drop.
1. From the Switchboard panel, left click the call you want to transfer. Your cursor
changes to a hand grip to indicate the call is moveable.
2. Drag the call to the person, in any of your directories, that is engaged in another call
and release the mouse click. The call is now camped at the other line and shows a
Camped status next to the call in the Switchboard panel.
The calling party is muted while camped and hears the music configured with the
Music On Hold feature. Once the person is available to take the call, as shown by an
Online status in the Monitored Contacts panel, the call is automatically transferred
and is removed from the Switchboard panel.
32 VoiceManager Receptionist Console User Guide

Figure 37. Directory Panel
Use the following steps to camp a call from one of your directories’ contacts.
1. From the Switchboard, select the call that you want to camp.
Managing Calls
2. From the Contact Directory panel, click the contact for whom you want to camp the
call.
3. From the Options panel, click Extn.
4. From the Control panel, click the Camp On icon. If the icon is disabled, navigate to
the Actions menu and click Camp-On.
The call is now camped at the contact’s extension and shows a Camped status on
the call in the Switchboard panel. The calling party is muted while camped and hears
the music configured in the Music On Hold feature. Once the person is available to
take the call, as shown by an Online status in the Monitored Contacts panel, the call
is automatically transferred and is removed from the Switchboard panel.
Use the following steps to remove a call from a camped status.
1. From the Switchboard panel, select the call that you want to retrieve from camp.
2. From the Control panel, click the Uncamp icon. If the icon is disabled, navigate to the
Actions menu and click Uncamp.
The call is now removed from a camp status on the line and displays an On Hold
status on the Switchboard panel.
VoiceManager Receptionist Console User Guide 33

Managing Calls
The Service Managed Mode ensures that VoiceManager maintains the camped call. This
functionality is available only if you are assigned this service by your group / system
administrator.
Figure 38. Camp On Busy
Use the following steps to transfer a call to a busy line.
1. Select the call from the switchboard.
2. Select a busy contact from the Contact Directory.
3. Click the Camp On icon. If the icon is disabled, navigate to the Actions menu and
click Camp-on.
The call is transferred when the line becomes available and the called party is
alerted.
If the camped call reaches the designated expiration timer, the call is recalled to your
device and flagged on the switchboard as Recalled.
Using Group Call Park
Group Call Park searches in a predefined hunt group for an available line to park a call. (See
the VoiceManager User or Admin Guide for instructions on how to set up the Group Call Park
feature.) After a designated time, the call returns to the originating operator. If the parking
attempt fails, the call remains on the switchboard.
Use the following steps to initiate a Group Call Park:
1. From the Switchboard panel, select an active or holding call.
2. From the Control panel, click the Group Call Park icon. If the icon is disabled,
navigate to the Actions menu and click Group Call Park.
The parked line displays the following information:
Line No: The line number depends on other calls on the switchboard.
Call To: A blank field unless the call has been diverted.
Call From: The name and number of the original calling party.
Status: Displays as Parked. The parked extension is in brackets.
Time: Displays in minutes and seconds (mm:ss).
34 VoiceManager Receptionist Console User Guide

Managing Calls
If configured, an announcement is given indicating a call is parked. The call is
released after the display time expires or the parked announcement is made and the
call remains parked.
After a pre-defined time, the call returns to your device.
Using Directed Call Pickup
Directed Call Pickup allows you to pick up an incoming call for a person in your contact list. This
functionality is available only if you are assigned this service by your group/system
administrator.
Use the following steps to pick up a Directed Call.
1. Select a contact whose status is “Ringing” and for whom you want to pick up the call.
2. From the Control panel, click the Call Pickup icon. If the icon is disabled, navigate to
the Actions menu and click Call Pick-Up.
Using Call Barge-in
The Operator Call Barge-in feature allows you to interrupt an active call. This functionality is
available only if you are assigned this service by your group/system administrator.
Use the following steps to interrupt a call.
1. Select a contact for whom you want to barge in. The contact’s status must be Busy.
2. From the Control panel, click the Call Barge-In icon. If the icon is disabled, navigate
to the Actions menu and click Call Barge-In.
Managing Conference Calls
Use this step to activate your ability to participate in multi-person calls.
1. From the Control panel, click the Conference icon. If the icon is disabled, navigate to
the Actions menu and click Conference.
Initiating a Conference Call
Figure 39. Link Calls
Use the following steps to start a conference call.
1. From the Switchboard panel, select the calls you want to link.
2. Click the Link for each of the selected calls.
3. From the Control panel, click the Conference icon. If the icon is disabled, navigate to
the Actions menu and click Conference.
VoiceManager Receptionist Console User Guide 35

Managing Calls
Placing a Conference Call on Hold
Figure 40. Hold Conference Call
Use this step to place an active conference call on hold.
1. From the Control panel, click the Hold Conference icon. If the icon is disabled,
navigate to the Actions menu and click Hold Conference. (Note: The conference link
icon changes colors from green to blue when the conference is on hold.)
Removing a Conference Call from Hold
When a conference is on hold, the call status for the parties involved displays “On Hold”.
Use this step to remove an active conference call from an on hold status.
1. From the Control panel, click the Unhold Conference icon. If the icon is disabled,
navigate to the Actions menu and click Unhold Conference. Both call states
change to Active when the action is complete.
Figure 41. Active Conference Switchboard Panel
Exiting a Conference Call
Use this step to leave an active conference call.
1. From the Control panel, click the Leave Conference icon. If the icon is disabled,
navigate to the Actions menu and click Leave Conference. This removes you from
the conference call although the two other parties involved in the conference call are
still connected. The two parties are removed from the Switchboard panel.
Ending a Conference Call
Use this step to end a conference call.
1. To end a conference call, click End Conference on the Control panel. If the icon is
disabled, navigate to the Actions menu and click End Conference. The calls are
removed from the switchboard and terminated.
36 VoiceManager Receptionist Console User Guide

Managing Queues
Managing Calls
Queues provide a way for you to view calls that are waiting to be addressed. The Queue panel
shows you the state of all calls and allows you to manage them if you have the necessary
permissions.
Configuring Queue Settings
The first step in configuring your ability to manage queues is to establish those lines for which
you may answer calls.
Figure 42. Queues option
Use the following steps to configure access to calls in a Queues panel.
1. From the Tools menu, select Options.
2. Click Queues.
3. Check the Manage checkbox for each queue in which you may answer calls.
4. Check the Save Password box to bypass having to re-enter it the next time you log
in.
5. Click the Archive Frequency drop-down menu to specify the timeframe that you
want save your queues; for example, Do Not Archive, Daily, Weekly, or Monthly.
6. Click the OK button.
VoiceManager Receptionist Console User Guide 37

Managing Calls
Selecting Your Join Status
When you establish settings for the queues you want to manage, you must join that queue to
confirm your ability to receive its calls.
Figure 43. Join Drop-Down menu
You may join and dis-join a queue from the drop-down menu in the Queue panel.
Use the following steps to join and disjoin a queue.
1. Navigate to the Queue panel on the Receptionist Console interface.
2. Click the Joined drop-down menu.
3. Select Join to receive calls from the queue you set in the Tools menu. See Figure 43.
4. To disable yourself from being able to receive calls in a queue, select Unjoin.
Displaying Calls in Queue
You can define a queue to view by selecting it from the Queues drop-down menu.
1. Use the following steps to select queues you wish to display.
2. From the Queue panel, click the Queues drop-down menu.
3. Check the box to the left of each queue you want to see. Check the All Queues
option to monitor calls in every line. Uncheck the queue(s) you do not want to view.
Figure 44. Queue Monitoring Drop-Down menu
38 VoiceManager Receptionist Console User Guide

Changing Position of Calls in Queue
Receptionist Console provides you the ability to re-order the calls that are in a queue.
Figure 45. Call Position in Queue
Use the following steps to change the position of calls that are in a queue.
1. From the Queue panel, click a call that you want to re-position.
Managing Calls
2. Specify the new position by clicking the POS column that corresponds to the selected
call.
3. From the drop-down menu, select an available position for the call.
4. Click Apply to reposition the call or click Reset to cancel your changes.
VoiceManager Receptionist Console User Guide 39

Managing Directories
Managing Directories
The Contact Directory enables you to view, search, and edit contacts for each segment.
Figure 46. Contact Directory
The Status column displays the state of the contact’s phone. The icons are described in the
table below.
Description Icon Meaning
Green handset down Contact phone is on-hook (available to receive a call).
Red Handset Up Contact phone is off-hook (on a call, busy).
Orange Handset Down Contact phone is ringing.
Do Not Disturb Contact phone has status set to “DND”.
Grey Handset Down Contact phone state is currently unavailable or
unknown.
Call Forwarding Always Contact has the Call Forwarding Always service turned
on. By placing your mouse over the contact, you can
see the number to where the call is forwarded.
Sorting Columns
Each directory contains specific columns which can be sorted in ascending or descending
order. Click the column headings to toggle between the types of order.
Searching for a Contact
You can locate a contact in a directory two ways. You may enter a value in the text field in the
lower left corner and click the Search icon; or you can press a letter in the Alphabetical Index
for the first or last name.
The search field is not case-sensitive.
Creating a Custom Directory from Search Results
Use the custom search feature to create a custom directory from a set of search results. Once
created, the custom directory displays in the Contact Directory drop-down menu and can be
VoiceManager Receptionist Console User Guide 41

Managing Directories
used until you close the Contact Directory panel.
To create a custom search filter:
1. Enter a keyword or part of a keyword in the blank text field located in the lower left
corner of each directory.
2. Select a directory from the Contact Directory drop-down menu.
3. Select search criteria filter(s) from the drop-down menu located at the right of the
search text field. You may choose from the following values: All (default), Full Name –
a combination of the last and first name, Last Name, First Name, Title, Department,
Extension, Phone Number, and Notes.
4. Press Ctrl and click the Search icon.
Follow the same steps to search a custom directory as you do other directories.
Creating and Editing Contact Notes
You can create and edit notes for contacts in the Contact Directory using the Edit icon, located
at the bottom right corner of the Contact Directory panel.
Use the following steps to enter and edit notes for a contact.
1. Select the desired contact in the Contact Directory.
2. Click the Edit icon.
3. Click OK to save or Cancel to exit without saving changes.
Managing Speed Dial Entries
There are two types of speed dial entries: Speed Dial 8 and Speed Dial 100.
Speed Dial 8 provides eight predefined empty slots, numbered two through nine. These
entries cannot be added or deleted; they can only be edited. You can assign dialing
information to a Speed Dial 8 entry and change or delete dialing information by editing
the corresponding slot.
Speed Dial 100 allows you to add up to 100 entries. You can also modify or delete
existing entries.
42 VoiceManager Receptionist Console User Guide

Assigning a Speed Dial 8 or 100 Entry
Managing Directories
You add a Speed Dial 8 or Speed Dial 100 entry using the Add icon located at the bottom right
corner of the Contact Directory panel or within the MyAccount portal.
1. Click the Speed Dials Directory tab.
2. Click Add.
3. Select a key value from the drop-down list. The key value determines what numbers
you have to press on your phone to dial this Speed Dial entry.
4. Enter the Phone number and Description.
5. Click OK to save or Cancel to exit without saving your changes.
Editing a Speed Dial 8 or 100 Entry
1. Select the existing Speed Dial 8 or 100 digits that you want to modify.
2. Click Edit and a dialog box displays.
3. Modify or delete information as desired. (Note: You cannot delete the phone number
without deleting the description.)
4. Click OK to save or Cancel to exit without saving your changes.
Deleting a Speed Dial 100 Entry
You can delete an existing Speed Dial 100 entry using the Delete icon located in the lower right
corner of the Contact Directory panel.
Use the following steps to delete a speed dial 100 entry.
1. Select the Speed Dials Directory tab.
2. Click the desired Speed Dial 100 entry.
3. Click Delete.
4. Click Yes to confirm.
VoiceManager Receptionist Console User Guide 43

Managing Company Information
Managing Company Information
Receptionist Console includes two areas in which you can retain notes: Company and
Company Profile. Although these panels may be hidden based on how you have configured the
application, you can change the settings easily to display them.
You may elect to use Company Notes to document general information about the business.
Using Company Notes
The Company Notes panel is located to the right of the Switchboard panel.
Figure 47. View - Company Information
Figure 48. Company Notes panel
Use the following steps to view, enter, and edit Company Notes.
1. From the View menu, check the Company Information checkbox to display the
panel on the Receptionist Console interface.
2. To modify or delete content, open the panel, place your cursor in the Company Notes
text field and make changes as necessary.
44 VoiceManager Receptionist Console User Guide

Using Company Profile
Managing Company Information
The Company Profile area is similar to the Company Notes panel. You can access it by
checking the Company Information checkbox under the View menu.
You may elect to use the Company Profile panel to document information specific to the
company.
Figure 49. Company Profile panel
To modify content in the Company Profile area:
Use the following steps to view, enter, and edit Company Profile content.
1. From the View menu, check the Company Information checkbox to display the
panel on the Receptionist Console interface.
2. To modify or delete content, open the panel, place your cursor in the Company
Profile text field and make changes as necessary.
VoiceManager Receptionist Console User Guide 45

Appendix A
Using Keyboard Shortcuts
Appendix A: Using Keyboard Shortcuts
The following is a listing of keystrokes (shortcut keyboard entries) that are available in
Receptionist Console.
General Control Keys
Key Strokes Equivalent Mouse Action Function
ESC(escape) Click OK/CANCEL/EXIT. Exits from the active
window.
Ctrl + P Select the Company Notes or
Company Notes tab.
Menu Bar Control Keys
Key Strokes Equivalent Mouse Action Function
Toggles between
Company Notes and
Company Profile.
Alt + O Click on Tools and Options. Displays Options dialog
box.
Alt + R Click on Tools and Call
History.
Alt + H Click Help and then User
Guide.
Displays Call History
dialog box.
Opens Receptionist
Console User Guide.
Alt + L Click File and Logout. Logs out current user
from Receptionist
Console and returns to
login screen.
F11 Click Full Screen. Toggles full screen
mode on and off for the
application window.
VoiceManager Receptionist Console User Guide 47

Appendix A: Using Keyboard Shortcuts
Switchboard Control Keys
Key Strokes Equivalent Mouse Action Function
Ctrl + F1…F10 Click the Link column for a call
on the switchboard.
Shift + F1…F10 Click on a call on the
switchboard.
Contact Directory Control Keys
Key Strokes Equivalent Mouse Action Function
Ctrl + F Click on text entry space for
keyword search.
Displays the link symbol
in the Link column for
the call. F1 links the first
call; F2 links the second
call, and so on. Two
calls must be selected
for a successful link.
Select the call. F1
selects the first call; F2
selects the second call,
and so on.
Cursor appears in text
entry space for entry of
search keyword.
Ctrl + R Click Reset. Resets the search filter
and shows the current
directory.
Ctrl + Shift +
Enter a single alphabetical
character in the Search field
and then select a filter from the
search filter drop-down list.
Apply filter on sorted
column.
Ctrl + S Click List View or Detail View. Toggles between the
two displayed views of
the Contact Directory
panel.
Ctrl + UP/DOWN Select a filter from the Search
filter.
UP/DOWN ARROW Click on each contact in the
Contact panel in Detail view.
UP/DOWN/RIGHT/
LEFT ARROW
Click on each contact on the
Contact panel in List view.
Scrolls through the
Search filter values.
Selects the contacts on
the list.
Selects the contacts on
the list.
Page UP/DOWN Scroll through the contact list. Pages through the
contacts on the list.
48 VoiceManager Receptionist Console User Guide

Option Control Keys
Key Strokes Equivalent Mouse Action Function
Appendix A: Using Keyboard Shortcuts
Click on Extension. Selects the extension
number of the selected
contact.
Click on Mobile. Selects the mobile
number of the selected
contact.
Click on Voice Mail. Selects the voice mail
number of the selected
contact.
Home Click on Message. Selects the message for
the selected contact.
Control Keys
Click the number(s) 0-9 on the
Number Pad.
Key Strokes Equivalent Mouse Action Function
Enters the
corresponding number in
the dialing pad.
ENTER Click Dial. Dials the selected
number.
Click Transfer. Transfers the selected
call.
Shift +
Click Camp On/Camp Off. Camps on/off the
selected call.
Click End. Ends the selected call.
Space Bar Click Answer after selecting a
call on the switchboard, or
double-click an incoming call
on the Switchboard panel.
F1…F10 Click Answer after selecting a
call on the switchboard, or
double-click an active call on
the Switchboard panel.
Answers the longest
waiting incoming call.
Multiple presses of the
space bar answers the
next call while placing
the previous active call
on hold.
Sets a call to “Active”
from “Ringing”. F1
applies to the first call
listed on the
switchboard; F2 applies
to the second call, and
so on.
VoiceManager Receptionist Console User Guide 49

Appendix A: Using Keyboard Shortcuts
Key Strokes Equivalent Mouse Action Function
F1…F10 Click Hold after selecting a call
on the switchboard, or doubleclick
an active call on the
Switchboard panel.
F1…F10 Click Unhold after selecting a
call on the switchboard, or
double-click a held call on the
Switchboard panel.
Shift + Ctrl +
F1…F10
OR
Click a call on the switchboard
to select it and then click End
to end the call.
Click Blind Transfer/Consult
Transfer/Queue Transfer/Voice
Mail Transfer.
Ctrl +
Ctrl + Alt +
Ctrl + Shift +
Ctrl + Alt + Shift +
Click Conference/Call
Pickup/Barge-in.
Click Conference
Hold/Conference Unhold.
Sets a call to “On Hold”
from “Active”. F1 applies
to the first call listed on
the switchboard; F2
applies to the second
call, and so on.
Sets a call to “Active”
from “On Hold”. F1
applies to the first call
listed on the
switchboard; F2 applies
to the second call, and
so on.
Ends the call. F1 ends
the first call; F2 ends the
second call, and so on.
Blind
Transfer/Consultative
Transfer/Queue
Transfer/Voice Mail
Transfer to selected call
or call option.
Initiates a conference
with linked call lines.
Performs Pickup/Bargein
on selected contact.
Toggles a conference
from Held to Active
state.
Click End Conference. Ends a conference.
Releases all parties from
the conference.
Click Leave Conference. Leaves a conference.
Other parties remain
connected.
50 VoiceManager Receptionist Console User Guide