Setting an Out of Office or Christmas Message

If you're closing your office, you may wish to setup an out of office announcement to be played to your callers.

Depending on the type of setup you require, please follow the guides below. Voicemail only will playback a message to your callers and have them leave a voicemail. On-call option will allow your callers to press a specific key to be routed to an on-call team member.

Voicemail only

This setup will play a greeting to your caller, then invite them to leave a voicemail message. This message can be emailed to you for attention when you return.

To set this up, access your PBXaaS management interface by following these instructions

From the navigation bar, select Voicemail then click Add Voicemail.

Enter a mailbox number, display name and email address. If you wish for messages to be emailed to you, set Send Email to yes, Attach to yes, and if you'd like the voicemail messages to be removed from the server once emailed, Delete after Emailing to yes.

If you're recording your greeting from an extension on this PBX, dial *124<mailbox number> and follow the voice prompts to enter settings and record your message. Alternatively, you can record your message externally, then follow these instructions to convert it and upload it.

Finally, select DIDs from the left menu, find the number/s you wish to play the greeting to and select Destination Type: voicemail, then enter the mailbox number and save your changes. You may wish to take note of the original settings to restore later.

 

On-Call Option

This scenario will play a message to the caller, providing them with an option to press a key to contact an on-call or after-hours team member.

To set this up, access your PBXaaS management interface by following these instructions

Record your greeting message, then convert it and upload it using the IVR section of these instructions

If you're passing the calls out to an external number, for example a mobile, select Extensions then Ring Groups, then Add Ring Group. Give the ring group a name and set an extension number (we'll need this in the next step). In the Extensions field, enter the number you wish to pass the calls to and save. For more information on ring group settings, see this article. If you would like any missed calls to go to voicemail, follow the steps in Voicemail Only to create a new voicemail box, then enter the ID of the mailbox in the last destination field.

From the left navigation menu, select IVR, then Add IVR. Set the display name of your IVR, assign a number (we'll need this after) and select the greeting you uploaded in the last step. Find the number that corresponds to your on-call or after hours team member prompt in your greeting (for example "press 2 to be connected to an after hours technician"), then from the destination drop down choose Extension and enter the extension number of the ring group you previously created, then save your changes. For more information on IVRs, see this article

Finally, select DIDs from the left menu, edit the number/s you wish to play the greeting to and select Destination: IVR, then enter the IVR number from the previous step in the Value field. Save your changes and your greeting is now in place. You may wish to take note of the original settings to restore later.

 

On return

When your team returns from break, you can send the callers back to their original destinations by editing the DID and setting the destination and value back to the previous configuration.

 

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