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Use a Schedule

The following instructions apply to those who chose to Use a Schedule the first time they logged into Easy Attendant.

To switch to Use a Simple Menu if you initially chose to Use a Schedule

  1. Under the All Lines section of your CommPortal for business group administrators, click Attendants.
  2. Next to a number, select the EasyAA text link.
  3. On the Easy AA window, click Open Attendant Settings and then switch to using a single menu. The interface will automatically change to the single menu option.

To create your schedule

  1. Under the All Lines section of your CommPortal for business group administrators, click Attendants.
  2. Next to a number, select the EasyAA text link.
  3. On the Easy AA window, click Open Attendant Settings and then the Main tab.
  4. Click the schedule link, or go to the Schedule tab.
  5. Click and drag your cursor to highlight your business hours in the calendar.
  6. Click Apply to save your changes.

To add a special day

  1. Under the All Lines section of your CommPortal for business group administrators, click Attendants.
  2. Next to a number, select the EasyAA text link.
  3. On the Easy AA window, click Open Attendant Settings and then the Main tab.
  4. Click the schedule link, or go to the Schedule tab.
  5. Under the special days section, click the calendar icon
  6. Select your special day by clicking the day on the calendar. Your non-business hours menu will automatically play on this day.
    • To add all public holidays at once, click add public holidays and select a public holiday list. Press OK.
  7. Click OK.

To create a business hours menu

  1. Under the All Lines section of your CommPortal for business group administrators, click Attendants.
  2. Next to a number, select the EasyAA text link.
  3. On the Easy AA window, click Open Attendant Settings and then the business hours menu tab.
  4. Click the red record button to create your initial greeting. You can add an audio announcement in one of three ways. (For additional details on recording options, see the Recording Controls.)
    • Record/Play Announcement: Use your computer speakers and recorder to create a greeting.
      1. Press the record button to start recording and press the stop recording button to end recording.
        • Use the microphone control button to adjust your mic volume.
      2. Press the play button to replay to your recording.
        • Use the playback volume to adjust your speaker volume.
      3. Click Add when you are satisfied with your recorded message.
    • Upload Announcement: Upload a prerecorded file from your computer.
      1. Click Choose File, and select the file you want to use.
      2. Click Upload, and press Add to exit.
    • Record by Desktop Phone Equipment:
      1. Using your desktop device, dial your premium access number: 800.793.5050.
      2. Enter the announcement number when prompted.
      3. Enter your voicemail PIN.
      4. Press 1 to change your premium attendant configuration.
      5. Press 2 to edit announcements.
      6. Enter the number of announcement.
      7. Press 1 to record. Record your announcement by speaking into the handset.
      8. When you have finished recording, press 1 to save.
  5. Use the dropdowns to assign functions to each key on a caller’s phone. Choose from the following options:
    • Unassigned: Callers will not be prompted to do anything with this key.
    • Play Announcement: Callers can replay the announcement message.
    • Transfer to Phone: Callers can be transferred to another phone line.
    • Transfer to Voicemail: Callers can be transferred to a voicemail system.
    • Dial by Extension: Callers can press this key to dial a direct party extension.
    • Dial by Name: Callers can press this key to dial a direct party name.
  6. Click Apply to save your changes.

To create a non-business hours menu

  1. Under the All Lines section of your CommPortal for business group administrators, click Attendants.
  2. Next to a number, select the EasyAA text link.
  3. On the Easy AA window, click Open Attendant Settings and then go to the non-business hours menu tab.
  4. Click the red record to create your initial greeting. You can add an audio announcement in one of three ways. (For additional details on recording options, see the Recording Controls.)
    • Record/Play Announcement: Use your computer speakers and recorder to create a greeting.
      1. Press the record button to start recording and press the stop recording button to end recording.
        • Use the microphone control button to adjust your mic volume.
      2. Press the play button to replay to your recording.
        • Use the playback volume to adjust your speaker volume.
      3. Click Add when you are satisfied with your recorded message.
    • Upload Announcement: Upload a prerecorded file from your computer.
      1. Click Choose File, and select the file you want to use.
      2. Click Upload, and press Add to exit.
    • Record by Phone: Use your desktop phone equipment to record an announcement.
      1. Using your desktop device, dial your premium access number: 800.793.5050.
      2. Dial the announcement number when prompted.
      3. Enter your voicemail PIN.
      4. Press 1 to change your premium attendant configuration.
      5. Press 2 to edit announcements.
      6. Enter the number of the announcement.
      7. Press 1 to record, and then speak into the handset.
      8. When you have finished recording, press 1 to save.
  5. Use the dropdowns to assign functions to each key on a caller’s phone. Choose from the following options:
    • Unassigned: Callers will not be prompted to do anything with this key.
    • Play Announcement: Callers can replay the announcement message.
    • Transfer to Phone: Callers can be transferred to another phone line.
    • Transfer to Voicemail: Callers can be transferred to a voicemail system.
    • Dial by Extension: Callers can press this key to dial a direct party extension.
    • Dial by Name: Callers can press this key to dial a direct party name.
  6. Click Apply to save your changes.

To allow callers to dial by extension

  1. Under the All Lines section of your CommPortal for business group administrators, click Attendants.
  2. Next to a number, select the EasyAA text link.
  3. On the Easy AA window, click Open Attendant Settings and then the Extensions tab.
  4. Scroll down. Below your list of extensions, click the link for Callers are allowed to dial by extension only after selecting “Dial by Extension” menu option. Choose one of the following options:
    • At any time: Select this if you’d like to allow users to dial by extension.
      • Important: Enabling this feature will mean that callers will not be able to navigate through several menus at once by entering multiple keys.
    • Only after selecting “Dial by Extension” menu option: Choose this to allow users to dial an extension only after they’re prompted.
  5. Click Apply to save your changes.

To include or exclude extensions

If you’d like, you can apply rules in which certain numbers can or cannot be dialed via extension. You may want to do this if you do not want callers to dial a conference room or any other extension directly.

  1. Under the All Lines section of your Business Group Admin CommPortal, click Attendants.
  2. Next to a number, select the EasyAA text link.
  3. On the Easy AA window, click Open Attendant Settings and then the Extensions tab.
  4. Check the box next to an extension you’d like to have custom settings. Once you’ve checked the box, the include selected or exclude selected buttons will turn blue and clickable.
  5. Click include selected or exclude selected to complete your action.

To add a spoken name for an extension

Callers will hear the name of person assigned to each extension. If someone has already set up their voicemail name, the spoken name will automatically pull this recording.

  1. Under the All Lines section of your CommPortal for business group administrators, click Attendants.
  2. Next to a number, select the EasyAA text link.
  3. On the Easy AA window, click Open Attendant Settings and then the Extensions tab.
  4. Under the Spoken Name column, click record next to the extension.
  5. You have two options to add a spoken name:
    • Record Spoken Name: Use your computer speakers and recorder to create a spoken name.
      1. Press the record button to start recording your name, and press the stop recording button to end recording.
        • Use the microphone control button to adjust your mic volume.
      2. Press the play button to replay to your recorded name.
        • Use the playback volume to adjust your speaker volume.
        • Select Delete Spoken Name to remove the recording.
      3. Click Save when you are satisfied with your recorded message.
    • Upload Spoken Name: Upload a prerecorded file from your computer.
      1. Click Choose File, and select the file you want to use.
      2. Click Upload and then Save to save your changes.
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