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Backup Answering Options
To assist the receptionist in handling calls, consider the following features:
■ Automatic System Answer. Useful during peak calling periods to answer
outside calls while the receptionist is busy on other calls. When activated,
this feature answers incoming calls after a specified number of rings and
plays a customized greeting. This requires an optional ASA/DXD PC card.
For installation instructions, see
PARTNER PC Card Installation
Instructions.
Then, depending on how Automatic System Answer Mode
(#121) is programmed, the system either:
— Places the call on hold at extension 10 (the light next to the line
button winks green at extension 10 and winks red at all other
extensions that have the line); the outside caller hears Music-
On-Hold, if it is available.
— Continues to ring all extensions that have access to the line (the
green light next to the line button at those extensions flash); the
outside caller hears Music-On-Hold, if it is available.
— Disconnects the call.
The first two options provide audible and/or visual indication of incoming
calls waiting to be answered.
The third option is not applicable as a backup answering feature; however,
it is useful for making brief announcements such as temporary closings or
hours of business.
■ Direct Extension Dial. Useful for routing outside callers directly to a
specific extension or Hunt Group. When activated, this feature answers
incoming calls after a specified number of rings and plays a customized
message prompting the caller to dial the digits of the designated extension
or hunt group.
■ Call Forwarding/Call Follow-Me. Useful when a receptionist leaves the
desk for any period of time. Calls can be forwarded to a backup answering
extension.
■ Call Coverage. Useful when users are unable to answer their calls and
want them answered by someone else.
Alternatively, you can install a voice messaging system to provide an automated
backup answering position. Useful when the receptionist is busy on calls, away
from the desk, or at night, the voice messaging system answers incoming calls
after a specified number of rings, plays a customized greeting, requests callers to
enter an extension number, and transfers the caller to the appropriate extension. If
no one answers at the destination extension, the caller can leave a personal
message in that extension’s mailbox.