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Description:


This article will show you how to do the following.

  1. Define which day or days your office will be closed.
  2. Define how calls are handled while your office is closed.
  3. Create and update the out of office greeting that customers hear when they call in.

Methods:


Overview: This section will show you how to set the date your office will be closed.

If you have multiple locations under 1 account then please contact Audians Support team to help you set up the Out Of Office day.

  1. Login to the Audian Portal
    1. If you do not have your Audian password see article Reset Portal Login Password or contact Audian Support.
      1. Phone Number: 844.611.6110 opt 2
      2. Email: [email protected]
  2. Navigate to the "Smart PBX" app by clicking the "Apps" icon at the top right of the screen.
  3. Click "Main Number" and click "Office Holidays".
  4. Check "Are you closed for holidays?" if it is not already checked.
  5. Click "Add Holiday" and select one of the following types.
    1. Single Day: Select this one if you are going to be closed for 1 day.

      If you end up needing to extend the day you will need to log back in later and update the date.

    2. Date Range: Select this if you know your office will be closed for multiple days.
  6. Name the day Bad Weather and set the date you want the office to be closed.
  7. Click "Save Changes" and then click Incoming Call Handling.

Overview: This section will show you how to set up a callflow. A Callflow controls what a call does when called.

We suggest you follow the standard configuration below but if you need something more advanced please contact Audians Support team by phone at 844.611.6110 opt 2 or create a ticket by emailing [email protected]

Default Virtual Receptionist: This setup is an auto attendant that allows callers to hear a custom greeting and then will go to a specified voicemail. If you would like to add other options such as "Press 1 to be routed to a live person if this an emergency" feel free to add those options. If you need help with that then please contactAudian Support.

  1. Login to the Audian Portal
    1. If you do not have your Audian password see article Reset Portal Login Password or contact Audian Support.
      1. Phone Number: 844.611.6110 opt 2
      2. Email: [email protected]
  2. Navigate to the "Smart PBX" app by clicking the "Apps" icon at the top right of the screen.
  3. Click "Main Number" and click "Incoming Call Handling".
  4. Click the "Holidays" tab.
  5. Click the 1st callflowoption at the top left labeled Incoming Call > Virtual Receptionist
  6. Click the "Virtual Receptionist" link to open the editor.
  7. Remove all of the default options by pressing the X and then click "Add route".

    The "Press" field: will be set to "Default Action" which means that after the greeting has played and nothing has been pressed the call will do this.

    The "for" dropdown: next to the "Press" option is where the call will forward to.

  8. Leave the "Press" option to "Default Action".

  9. Click the "for" dropdown and set it to whichever option works for you.
    1. Best Option - Advanced Callflow: If you would like to play a greeting that your office is closed and then route all calls to your After Hourscallflow look for the Advanced Callflows section and select thecallflow that has "Closed" or "After Hours" in it. This will ensure that calls are going to the correct voicemail box if you are not sure whos voicemail box is the general one.
    2. Voicemail Box: If you know whos voicemail box you would like to all the calls to go to then find the Voicemail Boxes section and select it.
  10. Click "Save"

Overview: This section will show you how to set up acallflow. A Callflow controls what a call does when called.

We suggest you follow the standard configuration below but if you need something more advanced please contact Audians Support team by phone at 844.611.6110 opt 2 or create a ticket by emailing [email protected].

Default Virtual Receptionist: This setup is an auto attendant that allows callers to hear a custom greeting and then will go to a specified voicemail. If you would like to add other options such as "Press 1 to be routed to a live person if this an emergency" feel free to add those options. If you need help with that then please contactAudian Support.

  1. Login to the Audian Portal
    1. If you do not have your Audian password see article Reset Portal Login Password or contact Audian Support.
      1. Phone Number: 844.611.6110 opt 2
      2. Email: [email protected]
  2. Navigate to the "Smart PBX" app by clicking the "Apps" icon at the top right of the screen.
  3. Click "Main Number" and click "Incoming Call Handling".
  4. Click the "Holidays" tab.
  5. Click the 1st callflowoption at the top left labeled Incoming Call > Virtual Receptionist
  6. Click the "Virtual Receptionist" link to open the editor.
  7. Remove all of the default options by pressing the X and then click "Add route".

    The "Press" field: will be set to "Default Action" which means that after the greeting has played and nothing has been pressed the call will do this.

    The "for" dropdown: next to the "Press" option is where the call will forward to.

  8. Leave the "Press" option to "Default Action".

  9. Click the "for" dropdown and set it to whichever option works for you.
    1. Best Option - Advanced Callflow: If you would like to play a greeting that your office is closed and then route all calls to your After Hourscallflow look for the Advanced Callflows section and select thecallflow that has "Closed" or "After Hours" in it. This will ensure that calls are going to the correct voicemail box if you are not sure whos voicemail box is the general one.
    2. Voicemail Box: If you know whos voicemail box you would like to all the calls to go to then find the Voicemail Boxes section and select it.
  10. Click "Save"
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