Department Call Flow

Department Name(Required)

Public Number(s)(Required)

Number used by the public to reach your department. Use commas to separate

E911/Physical Address(Required)

Street Address Room number

Open Office Hours(Required)

Day(s)

Time Open

Time Closed

Day - Option 1: Use short names to fill in on one entry (ex. Mo-Fr or Mo-Su or Mo,Tu,We,Fr) Day - Option 2: You can put in each open day singularly then click the + sign at the end of the row to add additional days

Do you close for a Lunch/Break Time(Required)

Select Yes or No. If yes, fill in the Start Time and the End Time in the box below

I want

Option 1: Calls to reach an available person(s)

Option 2: Calls to reach a person's voicemail or General Voicemail

Option 3: Calls to reach a Digital Receptionist/Menu Tree

Start Time - End Time

Fill in with Lunch start time

Option 1 (If you have any questions on this form, Please call 618.529.4922 and ask for the VoIP Team)

For incoming calls, who do you want to answer the calls

User1

User2

User3

User4

Click + if you need another line to add names (Max 2 lines total)

Max rings before going to voicemail

How many rings will you allow

Destination if no one is available

Department General Mailbox

Other

Where do you want the call to go to if no one answers. Provide the user's name of the voicemail or you can select having a General Voicemail for your department

Option 2 (If you have any questions on this form, Please call 618.529.4922 and ask for the VoIP Team)

Max rings before going to voicemail

How many rings will you allow

Destination if no answer

Department General Mailbox

Other

Where do you want the call to go to if no one answers. Provide the user's name of the voicemail or you can select having a General Voicemail for your department

Option 3 (If you have any questions on this form, Please call 618.529.4922 and ask for the VoIP Team)

Digital Assistant/Menu Tree

Option 0 Destination

Place the Destination you want for Option 0 in the box

Option 1 Destination

Place the Destination you want for Option 1 in the box

Option 2 Destination

Place the Destination you want for Option 2 in the box

Option 3 Destination

Place the Destination you want for Option 3 in the box

Option 4 Destination

Place the Destination you want for Option 4 in the box

Option 5 Destination

Place the Destination you want for Option 5 in the box

Option 6 Destination

Place the Destination you want for Option 6 in the box

Option 7 Destination

Place the Destination you want for Option 7 in the box

Option 8 Destination

Place the Destination you want for Option 8 in the box

Option 9 Destination

Place the Destination you want for Option 9 in the box

Max rings before going to "no input" Destination

How many rings will you allow

Destination when no option selected

Where do you want the call to go to if no one answers. Provide the user's name of the voicemail or you can select having a General Voicemail for your department

Scripts (If you have any questions on this form, Please call 618.529.4922 and ask for the VoIP Team)

In Office Hours Greeting/Script(Required)

Please provide a script below to Greet incoming callers

After Hours Greeting/Script(Required)

Even if you want to end the call for after hours, please provide a script. Let's the caller know if you will know they called or if they need to call back.

General Mailbox Greeting/Script

Only if you want a General Mailbox for your department

Break Time Greeting/Script

Only if you have Break Times during working hours

Additional Notes

Any notes regarding your departments phone system. Example(s): Jury call in, extra breaks, out of room in the above form and need more

Form filled by(Required)

Best number to follow up with you at(Required)