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01 Mar 2018

Examples: iPlum IVR / Auto Attendant

Read example of multiple users cloud phone system.


Read example of solo entrepreneur cloud phone system.



Note: iPlum IVR / Auto Attendant feature is free and self-service. If you need help to configure your system, you can schedule a live phone call by Clicking here and a specialist will call you. There is $14.95 fee for the call session. They can also coach you to make future changes in your iPlum account yourself.






I. Example: Business with Multiple Users





Sample Requirements:

A healthcare business needs a virtual phone system. The employees want to receive business calls & texts as separate 2nd line on their mobile. There is sales and accounting department. The front desk receptionist wants to receive calls on a landline. The receptionist should be able to transfer incoming calls to an employee if needed.




Summary:

A. Create sub-accounts for users.

B. Enable IVR module (first time).

C. IVR greeting setup.

D. Extensions setup.

E. Advanced settings.

F. Enable IVR.




Detailed Steps:

A. Create Sub-accounts for Employees.

  1. Click “Accounts || Additional Line”. You can create sub-accounts with user mobile phone number or their email.

  2. The user will receive a link via phone text or email used to create their account.

  3. Once the user clicks the link, it will require them to setup a new password.

  4. The user is now connected to the master account and you will see them in “Accounts” section.

  5. Go to Accounts || Select the additional line and click “Get iPlum Number”. Follow the prompts to purchase the iPlum number for the this additional line.

  6. Show outgoing Caller-ID as Main Account Number: Accounts || Select Account || Profile & Permissions || Caller-ID Number || Edit (Main account iPlum number).




B. Enable IVR Module:

Click “Dashboard || IVR/Virtual Extensions” and toggle enable switch (Only required first time).




C. IVR Greeting Setup:

Sample greeting text: Thank you for reaching our ABC healthcare practice. For any medical emergencies please dial 911 or go to your near hospital otherwise please press 1 for making a new patient appointment, 2 for directory of physicians, 3 for hours of operations and directions and 4 for billing. If you know your party extension, please dial it now. To leave a voicemail press zero. Press nine to repeat these options.




D. Extensions Setup:

Maximum length of extension digits: 3

Note: If you will be using extensions like 1,2,3 ..9, you set this value to 1. If you will be using extensions like 101, 102, 103…, you will set this value to 3 etc.


Add Extensions

  1. Front desk: Click “Add Extension”. Enter: 1; Select type as iPlum number. Choose the option for voicemail to use when the extension is not answered.

  2. Note: If you have more than one receptionist, check this section for its configuration.

  3. Directory: Click “Add Extension”. Enter: 2; Select type as “Play Announcement”.

    Type your directory of users for Text to Speech. You can also record a custom announcement as mp3 file with these instructions. You can choose to end the call after playing the announcement or take the caller back to the main ivr greeting.

    Sample directory text: Please choose your extension after the full announcement has played. For Mary Jane, please dial 101. For Dill Pesto, dial 102. For Jennifer Lee, dial 103.

  4. Note: During announcement the system disables any digit inputs. Please add a sentence in your announcement “Please choose your extension after the full announcement has played……”


  5. Hours of operations: Click “Add Extension”. Enter: 3; Select type as “Play Announcement”

    Type your hours of operations or directions. You can also record a custom announcement as mp3 file with these instructions. You can choose to end the call after playing the announcement or take the caller back to the main ivr greeting.

    Sample Hours of operations text: We are located at ABC street, Suite 101, City, State. We are open Monday to Friday 8 AM to 5 PM. We are closed Saturday and Sunday.


  6. Billing: Click “Add Extension”. Enter: 4; Select type as iPlum or external phone number or, voicemail (based on your requirements). Choose the option for voicemail to use when the extension is not answered.


  7. Click “Add Extension”. Enter: 0; Select type as “Main Voicemail”.

  8. Click “Add Extension”. Enter: 9; Select type as “Repeat Greeting”.

  9. Click “Add Extension”. Enter: 101; Select type as “iPlum Number” for this user.

  10. Click “Add Extension”. Enter: 102; Select type as “iPlum Number” for this user.

  11. Click “Add Extension”. Enter: 103; Select type as “iPlum Number” for this user.


Dial Multiple Numbers using Sequential or Simultaneous Option?

You can enter multiple phone numbers for one extension. For sequential flow the system will try each number in a hunt group and move to next available in the sequence. It will try for 18 seconds for each number. For simultaneous call flow, the system will dial all numbers at the same time, whosoever first picks the call gets connected. You can choose to send the unanswered call to go to the main number voicemail.


E. Advanced Settings:

It is advisable to keep default values.




F. Enable IVR:

Toggle Enable switch green to enable IVR.

Note: If you want to disable/by-pass IVR completely, toggle the Enable switch to red.






How to configure multiple receptionists for an extension?

Lets say you have more than one receptionist and you want them to ring sequential or simultaneous when a call comes for an extension.

Click “Add Extension”. Enter extension number; Select type as “Sequential or Simultaneous Multiple Numbers” based on your preference. Enter the two or more iPlum numbers which you have created as sub-accounts for receptionists. Choose the option for voicemail “Send unanswered call to main account voicemail”.

Additionally, you need to switch-off the voicemails for the receptionists sub-accounts iPlum numbers:

Voicemail >> Select Sub-Account >> SETTINGS >> VOICEMAIL >> Disable Voicemail >> Select Voicemail off >> Update.

This will now allow the calls to ring to the receptionists and if none of them pick up, the call will be routed to main voicemail.

Can I receive multiple incoming calls using IVR?

Yes, you can receive any number of simultaneous calls to your main iPlum number using IVR. iPlum provides multi-paths for your iPlum incoming calls by default.

Can I route my incoming calls for main iPlum number back to same iPlum number as one of the IVR extension?

If you have only one iPlum number, you can receive incoming calls on that iPlum number and configure extension/s to route those calls to the same number. It will not create a circular reference.

Note: If you have multiple users, it is recommended that you get each user their own sub-account.








II: Example: Solo- Entrepreneur

Setup an extension routing calls to the iPlum number in the app.

Greeting Example:

Welcome and thank you for reaching Mary’s consulting where we design beautiful houses. Please press one to reach Mary.


Extensions:

Maximum length of extension digits: 1

Add Extension. Enter: 1; Select type as “iPlum Number”. Select your iPlum phone number.

Advanced IVR Settings:

It is advisable to keep other timers and counts with their default values.


Note: Within iPlum app settings, one can use unique Voice Network Mode to make and receive incoming & outgoing calls using carrier network instead of data and still show iPlum Caller-ID.


Setup an extension routing calls directly to iPlum voicemail without ringing.

Greeting Example:

Welcome and thank you for call Law Firm of Houston. Please press one to leave a message. Our associate will contact you within one business day.


Extensions:

Maximum length of extension digits: 1

Add Extension. Enter: 1; Select type as “Main Voicemail”.


Setup multiple extensions routing calls to one iPlum number.

Greeting Example:

Welcome and thank you for reaching John’s Architecture Company where we help to build office buildings. Press 201 for new clients, 202 for design support, 203 for billing and zero to reach operator. Press nine to repeat this menu.


Extensions:

Maximum length of extension digits: 3

Add Extension. Enter: 201; Select type as “iPlum Number” and select iPlum #.

Add Extension. Enter: 202; Select type as “iPlum Number” and select iPlum #.

Add Extension. Enter: 203; Select type as “iPlum Number” and select iPlum #.

Add Extension. Enter: 0; Select type as “Main Voicemail”.

Add Extension. Enter: 9; Select type as “Repeat Greeting”.






Additional Examples:
Setup an extension routing call to an external non-iPlum number

Greeting Example:

Welcome and thank you for reaching Mary’s consulting where we design beautiful houses. Please press one to reach Mary.


Extensions:

Maximum length of extension digits: 1

Add Extension. Enter: 1; Select type as “External Number”. Enter your external phone number to route the calls. You can choose to send the unanswered call to the main number voicemail.

Note: If the external number receiver declines the call, their phone device will force the call to their local voicemail. If you have additional users, it is suggested that you create sub-accounts with iPlum numbers and route calls to those numbers. You can configure all sub-accounts to have same outgoing Caller-ID set to main iPlum number.


Setup an extension routing calls to multiple numbers (sequential or simultaneous ringing)

Sequential or Simultaneous Multiple Numbers means that you can enter multiple phone numbers for one extension. For sequential flow the system will try each number in the hunting group and move to next available in the sequence. It will try for 18 seconds for each number. For simultaneous call flow, the system will dial all numbers at the same time, whosoever first picks the call gets connected. You can choose to send the unanswered call to the main number voicemail.


Greeting Example:

Welcome and thank you for reaching Joe Design consulting. Please press one to reach a sales agent or press zero to reach the operator.


Extensions:

Maximum length of extension digits: 1

Add Extension. Enter: 1; Select type as Sequential Multiple Numbers ; Enter iPlum numbers which you want to ring one after the other when caller presses option 1. You can choose to send the unanswered call to the main number voicemail.

OR

Add Extension. Enter: 1; Select type asSimultaneous Multiple Numbers ; Enter iPlum numbers which you want to ring simultaneous when caller presses option 1. You can choose to send the unanswered call to the main number voicemail.

Ext 0 ; Main Voicemail.


Setup extensions routing calls to different voicemails

Note: Each iPlum number has one voicemail box. For multiple voicemails, you will create sub-accounts with iPlum numbers and route calls to those numbers.

You can access all voicemails in your iPlum portal by login as master account.


Extensions:

Maximum length of extension digits: 1

Add Extension. Enter: 1; Select type as “iPlum Number” ; Enter iPlum numbers when caller presses 1. Set up Do-Not-Disturb on this iPlum number.


Setup announcements like hours of operation, directions, user directory,etc

Add Extension. Enter extension number; Select type as “Play Announcement”. Type your announcement for Text to Speech or you can record a custom announcement as mp3 file as per these instructions.

You can choose to end the call after playing the announcement or take the caller back to the main greeting.


Setup directory of users

Play directory of users.

Add Extension. Enter extension number; Select type as “Play Announcement”. Type your directory of users for Text to Speechor you can record a custom announcement as mp3 file as per these instructions.

You can choose to end the call after playing the announcement or take the caller back to the main greeting.


Setup call-tree with multiple levels of IVR / Auto Attendants

Case 1: A business has multiple subsidiaries each with its own set of extensions.

Case 2: A business needs two layer IVR for English & Spanish language callers.

One can create one IVR (greetings + extensions) per master account. To create 2 levels of IVR greetings, you will create two independent accounts with their own IVRs. In the first IVR make one of the extensions to ring the main number of 2nd independent account. The caller will dial the main number, hear the greeting, choose the subsidiary and then dial the extension.

  1. Create iPlum Primary account with main Auto Attendant.

  2. Create separate iPlum accounts for each subsidiary with their own Auto Attendants.

  3. In the Primary account’s Auto Attendant “Call-flow” extension setup, add Subsidiary iPlum numbers (which have their own IVR / Auto Attendants).

First ring an external number, if unanswered send the call to iPlum voicemail

Extensions:

Select “Sequential Multiple Numbers”. Put your external number first and then add your iPlum number as the last number for that extension. Further you can configure “Do Not Disturb” for the iPlum number so that the call will directly go to the voicemail after first ringing your external number.

Note: If you manually dismiss the call on external line, its device will force the call to its local voicemail. In the default iPlum Advanced Settings for Sequential Ringing, the call needs to ring 18 sec on the external line before it will rollover to next line (iPlum voicemail in this case). You can increase or decrease the Sequential Ringing time.


We suggest that instead of routing calls to external numbers, you get additional iPlum numbers to separate business calls from personal calls on each user device and then configure the extensions to those iPlum numbers in the call flow.


First ring your iPlum number, if unanswered send the call to an external answering service

Setup extension with “Sequential Multiple Numbers”. Put your iPlum number first & then the answering service phone number. The call will first ring on your iPlum number and if you don’t answer, it will roll over to the external answering service. You can choose to send the unanswered call to the main number voicemail.

Note: If you manually dismiss the call on external line, its device will force the call to its local voicemail.



More Information:
Setup business hours with do-not-disturb option - iPlum number

Example: You want to take customer calls from 8 AM – 5 PM and automatically route them to voicemail in after-hours and weekends.

Greeting Example:

Welcome and thank you for reaching our ABC company where we help you with XYZ. Our business hours are 8 AM to 5 PM Monday to Friday. Please press one to reach us during business hours or press two to leave a message. Press nine to repeat this menu.


Extensions:

Maximum length of extension digits: 1

Add Extension. Enter: 1; Select type as “iPlum Number”. Select your iPlum phone number to route the call to iPlum app on your phone.

Add Extension. Enter: 2; Select type as “Main Voicemail”.

Add Extension. Enter: 9; Select type as “Repeat Greeting”.

Additional Steps:

Do Not Disturb || Select iPlum Line || Enable Call Ringing DND (and/or Text & Notifications) || Set Daily Hours. Here you can setup hours when you don’t want to receive the customer calls/text. 5 PM to 8 AM each day and all day Saturday/Sunday.

During after-hours or weekends when any caller dials your iPlum number, they will hear an Auto Attendant greeting and then after caller presses the extension, it will simply send the call to the voicemail on the iPlum number configured for that extension without disturbing you.

How to set business hours with do-not-disturb option - External number?

Example: You want to take customer calls from 8 AM – 5 PM on an external number and automatically route them to voicemail in after-hours and weekends.


Greeting Example:

Welcome and thank you for reaching our ABC company where we help you with XYZ. Our business hours are 8 AM to 5 PM Monday to Friday. Please press one to reach us during business hours or press two to leave a message. Press nine to repeat this menu.


Extensions:

Maximum length of extension digits: 1

Add Extension. Enter: 1; Select type as “Sequential Multiple Numbers” ; Enter external phone number and then your iPlum number.

Add Extension. Enter: 2; Select type as “Main Voicemail”.

Add Extension. Enter: 9; Select type as “Repeat Greeting”.

Additional Steps:

Do Not Disturb || Select iPlum Line || Enable Call Ringing DND (and/or Text & Notifications) || Set Daily Hours. Here you can setup hours when you don’t want to receive the customer calls/text. 5 PM to 8 AM each day and all day Saturday/Sunday.

During after-hours or weekends when any caller dials your iPlum number, they will hear an Auto Attendant greeting and then after caller presses the extension, it will simply send the call to the voicemail on the iPlum number configured for that extension without disturbing you.

Important note: When you receive an iPlum call on your external number but you don’t want to take that call for any reason do not click “Decline”. Let it ring to hit iPlum voicemail.

Can I transfer my existing number to iPlum and setup Auto Attendant?

There are multiple options:

Yes, you can port your existing number into iPlum.

In case you can’t port, you can use your existing number and set call forwarding from it to an iPlum number where you setup auto attendant.

Which Caller-ID will show for incoming iPlum calls?

You can choose to show the Call Origination Number (default settings) or your iPlum Number as the display Caller-ID for your incoming iPlum calls. This option is available in Auto Attendant Settings.

How to display main iPlum number for all outgoing iPlum calls for all users in my iPlum account?

You can setup your account such that it will show main iPlum number when any user in your iPlum account makes an outbound calls irrespective of their own iPlum number. For each user you can set their Caller-ID number to use Main iPlum Number.
Login to your master account. Select Accounts || Actions || Profile & Permissions || Caller ID Number || Main account iPlum number.

How to transfer calls between extensions?

Yes, after you receive a call on any extension via IVR / Auto Attendant, you can transfer call to another iPlum or external number by pressing *7 (star 7) and entering the 10 digit phone number followed by #. After the call is connected, press:

0 to conference.

1 to exit yourself.

2 to end call transfer.



Example:

A calls B. B wants to transfer call to C.
(C – Phone Number: 202-123-1234).


After A gets connected to B, B will enter *7 in their dialpad followed by 2021231234#.

A will hear Music-on-Hold.

B can talk to C for one-one conversation, then press 0 to conference C into the call with A.

Or press 1 to take itself (B) out of the bridge and let A and C have the conversation.

Or press 2 to end the call with C (keep conversation between A and B).

Can I record my iPlum calls?

Yes, you can enable call recording feature. You automatically get an email alert when you have a recording which you can play in the iPlum online portal or iPlum app. This feature also includes an optional “Consent” message which you can play for incoming calls if your state requires it.

What are Advanced IVR Settings?

You will normally keep them at their default values.

  • Invalid extension tries before disconnecting the call. We suggest to keep it at default count = 3.

  • Number of times to play greeting before disconnecting. We suggest to keep it at default count = 3.

  • Ring time interval between sequential numbers. We suggest to keep it at default time = 18 seconds.

  • Display Caller ID (Incoming Calls). Choose between Origination Number (default) or the iPlum Number.

  • Get Real-time Call Notifications in iPlum App. Check this option if you want to get an alert in your iPlum app whenever there is a incoming call to the iPlum number where Auto Attendant is setup irrespective if the caller selected any extension after listening to the greeting.




Helpful links:

How to port an existing number into iPlum?

How to setup a business team account in iPlum?

Voice Network Mode – Incoming

Voice Network Mode – Outgoing

All Q&A