The IP Office Preferred Edition is packaged with IP Office VoiceMail Pro, which is a sophisticated calling and messaging application for all IP Office Systems. With the appropriate system settings and license, the application can manage up to 150 calls at the same time. Voicemail can be enabled or disabled and, when enabled, the system will answer calls automatically when the user is unavailable. The message will be recorded after a personal greeting plays. On the phone, a light will indicate that a message has been left and is waiting to be played. With a press of a button, the user can replay the saved messages. Hosted VoIP IP Phone Systems Solutions are an excellent way to bring down your business expenses by eliminating the need for long distance charges or by reducing the number of local access lines required by the business.
VoiceMail Pro time- and date-stamps all messages and recorders the number of whomever called. The system can alert the user that messages are waiting and deliver them accordingly. Saved messages can be instantly deleted when read or the system settings can be changed to save the messages indefinitely. The VoiceMail Pro server can be dialed in order for the user to remotely gather and open all messages. Access to the messages is protected by a mailbox number and PIN combination if the user tries to access them from an unrecognized device. If the user’s number is recognized as a personal cell/mobile phone number or home phone number, for example, the messages will automatically be made available. PIN codes can be set and changed by the user at any time.
In order to forward a voicemail to other users with VoiceMail Pro, different services are offered: (1) Forwarding voicemails to another mailbox/group of mailboxes, (2) Comments can be added to the voicemail by the user before forwarding to another mailbox/group, (3) Forwarding voicemails by email as WAV attachments.
Intelligent Call Handling with VoiceMail Pro
VoiceMail Pro allows for the construction of call flows from different building blocks, which can be configured to automatically take on tasks like making a call or answering a call, listening for tone-dialed digits, etc. VoiceMail Pro can guide users to the extension/group they need but it also does much more, like enabling VoiceMail Pro to contact users when a voicemail message has been left for them. It also allows for phone forwarding to be accessed remotely in case a user might want to adjust their “Follow Me” or “Forwarding” number from an external telephone.
Groups or individuals can manage their messages with VoiceMail Pro, which can also provide callers with a variety of audio information to decrease the burden on operators during times of peak call activity. This system can point callers to business applications by using services like Text-to-Speech. The full telephony applications offered by VoiceMail Pro allow call flows to be set up to interconnect with business workflow in real time. It enables callers to interact through data entry and/or menu systems and VoiceMail Pro can speak results back to the user. Users might use this function to listen to email messages via their phone.
Features and Benefits
“Meet-Me” and Secure Conferencing: IP Office Preferred Edition allows for a capacity of 128 for conferencing and up to 64 parties per conference call. This makes it simple for users to host conference calls that are protected by a password and that have their own conference bridge. Using this system is a smooth experience for clients and employees, all it takes is dialing the number for the conference bridge and entering the PIN code when prompted. IP Office also allows for multiple calls to be hosted at the same time with its advanced conference call capacity.
Sophisticated and Scalable Voicemail: The Preferred Edition offers voice messaging with abilities that align with efficiency and productivity goals every day. Up to 40 calls can be managed at the same time and callers are able to mark certain messages as a priority for organizational functionality. Preference messages can be played back in two orders—“first in first out” or “last in first out”—depending on a user’s settings. The whole company can have a single message broadcast to them or this service can hone in on a certain department or team. As soon as the system detects a left message it will find and alert you to the presence of the new message.
Auto-Attendant: Multiple levels and numerous automated attendants can be programed to act as the “front door” to your company. For example, important customers—known callers—will be greeted by a personalized message and can even by quickly routed to the person or team that is best able to assist them. Callers can find any employee through the internal directory, which enables them to dial by name if the direct line is not known. Staff can each program their own “personal attendant” that will direct callers to reception, allow them to leave a message, or offer alternative call destinations (another team member or associate, a mobile/cell phone, etc.) with the easy click of a designated key. This system also ensures that all staff’s mobile numbers are kept private through the one-number access for incoming calls.
Automated Service Prompts: Callers can be reassured by helpful information while they wait on the line, like estimated wait times, promotion details or any other communication that can add value to their received service.
Message Presentation: Voicemails can be collected with the keypad of any phone, whether staff are at the office or away. Voicemails can even be sent via email to their inbox. Context sensitive telephone displays can also be used when staff are in the office and many choices are available.
Call recording: Call recording is incorporated into the system in order to provide insight into business operations so that any areas that need extra attention can be promptly addressed. This may also adhere to industry compliance criteria as well as reduce your company’s legal risks. Both outgoing and incoming calls can be recorded and staff can set such recordings with a single button. The frequency of recorded calls can also be set. These recordings will be sent to a designated voicemail box for playback access and, as incoming voicemail messages, can also be sent to an email address via the attachment of a WAV file.