PHONE SYSTEMS
ISGF operates all phone communications using a voice over IP system. This allows you to access your phone system from anywhere so that you can see phone metrics and listen to voicemails from your computer.
YOUR HEADSET
To make things as convenient and comfortable as possible, ISGF provides a Sennheiser wireless headset to every recruiter. These headsets offer amazing clarity and range, allowing you to walk literally anywhere in the office while on the phone.
ACTIVATING YOUR HEADSET
To activate your headset, remove the headset from the base station and click phone icon one time. Wait for a blue light to illuminate in the center of the base station. Your headset is now ready to use.
If the center light does not illuminate or it illuminates red, place your headset back on the base station, wait for the light on the headset to turn blue, and then repeat the activation process.
Your headset only needs to be activated one time. After the first activation you can place the headset on the base station for charging and answer your phone using the headset as needed, without the need to reactivate.
ANSWERING & MAKING CALLS USING YOUR HEADSET
To answer a call using your headset, first ensure your headset has been activated. To place a call, dial the number and then hit the headset icon on your phone. To answer a call, simply hit the headset icon on your phone and the call should automatically connect.
If the call does not connect, pick up the handset and hit the headset icon on the phone, this will transfer the call to the handset. Then repeat the activation and answering/making calls process.
CHARGING YOUR HEADSET
You should charge your headset nightly to ensure a full charge for the next day. To charge your headset, place the headset on the base station, you should feel the headset and base station magnets lock into place.
The white lights running across the bottom of the base station indicates the headset battery life. The battery life of the headset should last a full day. Pay attention to the indicator lights, if they start getting low, be sure to charge your headset in between calls.
HEADSET CONTROLS
Headset controls are found on both the headset and the base station. The controls on the headset adjust earpiece volume and the controls on the back of the base station adjust microphone volume.
To adjust earpiece volume, move the lever located on the back of the earpiece up or down to adjust volume as needed.
To control microphone volume, adjust the dial on the back of the headset to increase or decrease its sensitivity. The microphone should be loud enough for a caller to clearly hear your voice but not too loud to where the caller can hear those talking around you or the music.
PHONE OPERATIONS
Your desk is equipped with a Yealink Touchscreen Digital VOIP phone. This phone offers a wide array of features and functions including a color touchscreen display, making it easy to navigate your way through options.
TRANSFERRING CALLS
To transfer a call, hit the transfer button on the dial pad or the touch screen, wait for the dial tone, and then enter the person’s extension or select a name form the directory, then hit the “transfer” icon on the touchscreen.
BARGE
The barge feature allows you to listen in on someone’s call as well as speak to everyone on the call. To barge in on a call, dial *33 followed by the person’s extension, and hit “send”. After hitting send, the call will automatically connect, a low audible tone can be heard by you and the person who’s line you are barging to indicate the barge was initiated. If your intent is to just listen, be sure to mute your line to avoid disrupting the call.
INTERCOM
Your phone also has a built-in intercom feature. To use the intercom, simply add “*50” before the extension of the person you wish to contact. As long as the other person is not on the phone the intercom will automatically connect and open the line for communication.
SETTING UP VOICEMAIL
To setup your voicemail follow the prompts below on your phone:
- Start by selecting the “message” button on your keypad
- Enter your passcode followed by “#”
- Select option 1 to access your voice mailbox
- Select option 2 to enter a new “busy” message
- Selecti option 3 to enter a “no answer” greeting
- Select option 4 to record a “new extended away” greeting
Follow the system instructed prompts for each option to complete the recording process.
- Busy Greeting: The busy greeting is used to greet those who call into your line while you are either on a 3-way call or when you have the do not disturb (DND) feature selected.
- No answer greeting: The no answer greeting is the message individuals hear when their call goes unanswered.
- Extended away greeting: This greeting should be used to inform callers of your extended absence and instruct them on what to do/who to contact while you are away.
- Busy Greeting: The busy greeting is used to greet those who call into your line while you are either on a 3-way call or when you have the do not disturb (DND) feature selected.
- No answer greeting: The no answer greeting is the message individuals hear when their call goes unanswered.
- Extended away greeting: This greeting should be used to inform callers of your extended absence and instruct them on what to do/who to contact while you are away.
When done, call your direct dial number to test that your voicemail works properly.
CHECK VOICEMAILS
Checking your voicemail can be done one of three ways:
First, by selecting the “Message” icon on the dial pad of the phone. Once selected, you will be prompted to enter the four-digit code provided on your passwords sheet (this code can be changed). After accessing the voicemail menu follow the prompts to navigate through the voicemail menu.
Secondly, you option to receive your voicemails through your email and listen to them on your computer. If you would prefer this method, let your manager or operations team know.
Thirdly, should you be out of the office, you also have the option to call your direct dial phone number and check your voicemails by selecting the “star” key when your voicemail message starts and then following the prompts.