Cloud Contact Center

Our customized main greetings are informative messages that are heard by callers when they first initially call. They help direct the caller by listing different options based on what they’re looking for. If the caller is making the call outside of business hours, the hours of operation will be listed and different options will guide the caller. Full PBX settings always contain at least four greetings.

Welcome
This is a welcome message that informs the caller about the company they are calling. For example, “You have reached Fonvirtual.” Depending on the PBX setting, this initial message might need a following step. It may need to guide callers through the different alternatives, such as “If you wish to speak with the accounting department, press 1. For HR, press 2.”

Busy
As a second option, it is always good to add another message that informs callers when all the current phone lines are busy. This allows the caller to decide whether he or she wants to leave a message or try again later.

After hours
For calls made after hours of operation, we recommend including the hours of operation so they know when to call back. For example, “Our customer service hours are from 7 am to 12 pm and from 3 pm until 5 pm.” You may also want to include the option to leave a voicemail message so you can call them back later.

Holidays
Lastly, it is also recommended to add a message with holiday hours of operations or office closures to specify when the office will reopen. For example, “Our offices will remain closed today due to the holidays and will reopen again next Wednesday.”

When an incoming call enters the PBX system, you may need to transfer that call to another extension without wanting to end the call. With call transferring, the initial extension can now transfer the call to a different extension and will now be available to answer other calls. The Fonvirtual Call Center offers two types of Call Transfers:

Attended transfer:
When an incoming call is received, the person who answers it will be able to communicate to other extensions at the same time. That way, they may ask the other person if they are available to answer the call while the caller is placed on hold. The idea is to consult the person who is going to receive the transfer first if they want to accept the call or not. With this feature, you have the choice to either transfer the call to the second line or answer the call now.

Unattended transfer:
This type of call transfer directly routes the call to another extension, without any previous consultation.

For clients you want to give special treatment to and don’t want them to have to wait on hold, there is the white list. That way, they can skip the whole process and be attended to immediately.

On the contrary, the black list is for callers you don’t want to receive calls from. This may be spam callers, annoying suppliers, prank callers or irritating telemarketers. We recommend putting them on the black list so that their calls will no longer be answered, or you can choose to put them on an endless hold with repetitive music. Regardless, their calls will not be attended.

One of the most useful PBX features is the IVR. This enables the distribution of incoming calls among different departments. That way, the caller is directed to exactly who they’re looking for. For example, the message may sound like this: “If you wish to speak with the accounting department, press 1. For HR, press 2.”
The only thing the caller has to do is press the number that corresponds to what they are calling for. Thanks to IVR, in most cases, we ensure that the call will be answered by the most adequate person first, based on the reason for the call.

There are many ways to divide a particular call. For example, we can direct the call based on department or by language options. For example, “For English, press 1. Para Español, pulse 2,” or by area: “For our New York office, press 1. For our L.A office, press 2.”

The waiting on hold in a queue with music is the next step for IVR. Once calls have been categorized, it is necessary to create a limit of callers for each type of call that can be managed in the Call Center. In order to prevent a caller from hanging up before they speak to an agent, the call waits in a queue with music until an agent is available to take the call.

The supervisor will immediately receive a transcription of any agent conversation via email. The transcript can be captured in different languages and provides immediate feedback to the contact center supervisor.

Call recording gives access to all conversations made through the Call Center, both incoming and outgoing. It is particularly useful for the supervisor, as it allows them to find concrete statements made in any given conversation, which plays as a crucial tool for management.

Including voice mail is advisable, especially for cases where the contact center calls may not always be answered because an agent was busy, outside working hours, or because the call was received on a holiday.

Voicemail offers the caller the possibility of leaving a voice message with the reason for their call. However, most callers will not leave a message and will hang up immediately.

The voicemail box immediately informs you by email. For example: “the phone number 9xx xxx xxx has tried to contact you at 16:48“. In the event that a caller has left a voice message, it will be attached the message to the email as an MP3 file.

This is a secondary feature that helps you prevent missing any calls.

This feature allows special treatment to specific callers. In other words, in addition to the intelligent management system that that assigns calls to specific agents, you can filter specific calls based on predetermined criteria. For example, if calls are regularly received from abroad, it will be possible to set up a configuration so that calls from France, for example, will hear a French speaker during the call or will be answered directly by someone who speaks French.