ABC Accounting Firm in Melbourne is been using 2 lines with Telstra Bundle unlimited local calls with Internet on a traditional handsets. Business is improving with more staff and it’s high time to invest of a VoIP Business Phone System.
Start with a x4 VoIP Handset System, x1 Reception Phone and x2 on Rooms Accountants working on and x1 on Conference Room. Although number porting is possible, as a quick forwarding solution, get your DID (Incoming number) and forwarded Telstra numbers to the new DID. Release multiple Telstra number if they work on a hunting group, highly likely the case, you will receive multiple forwarded calls on a single Telstra Line. Ok, your hardware and Phone lines are sorted.
Let’s look at the system setup. ABC Accounting firm is open from Monday to Friday 9am to 5pm. Calls are always answered by the reception. Voicemail be taken if the call is not answered with in 30sec. Others can pickup the call if they hear no one is picking up the call from any other extension. Obviously, call transferring, conference, etc are basic functions.
When a customer calls the Cloud System take the call “Welcome to ABC Accounting. Please wait till we answer your call”. Then the Reception Phone Rings and the Call be treated accordingly.
When a customer calls After Hours “You have Called ABC Accounting. You have called outside of our normal business hours. We operate Monday to Friday 9am to 5 pm. Please leave a message and we will get back to you as soon as possible”. You can optionally get the system to Voicemail to Email and also listen to Voicemail when you come back to office from any phone. Reception phone will indicate there are new Voicemail.
You can have a Dial Switch like *280 (followed by a password) to put the system offline. This can be done on a Public Holiday or the office is closed on a normal business hours. The system will say “You have called ABC Accounting, unfortunately our office is unattended at the moment. Please leave a message, we will get back to you as soon as possible.
In the event of a Internet or a Power Failure, the Cloud system will look for a Handset online, non available, the call will be diverted to a nominated mobile number. So when you get customers calling the mobile, you know something is wrong with your handset onsite.