How to setup a department and control department voicemail routing & features
To access the User Settings, click on “New User” at the top-right corner of the screen.
Select "Go to System Administration" from the drop-down list.
Click on "RingByName Setup" or “Main Setup” on the navigation bar along the top of the screen.
On the left side, you will see
“Department” section. Click on it to view the departments.
The system always have “Sales” and “Technical Support” as default departments. You can edit, keep it, or delete it based on your need.
Click on top of the department you would like to view or edit.
To add a new department, click on top of “Add Department”.
Once you clicked on “Add Department” the right side will appear with the information that needs to be configured.
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If you do need advanced ringing strategies, you can select 'Advanced Settings' by Ring all members at the same time, and this will bring up the Ring Delay, Number of Rings, and Voicemail Notification options for each user. Below you can see Cashiers set to ring 5 times, and a Manager set to ring 3 times (after the cashier's have rung twice). You can modify the delay and ring numbers to match your business needs. Lastly the 'Voicemail Notification' will send department voicemail alerts only to the users who have the box enabled.
If a "Call Recording" Subscription is purchased, this option will appear. check the box to enable call recording for the specific department.
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Voicemail notifications are controlled by whichever voicemail box you have set here.
If the department voicemail box is the same as the department, then any users with the voicemail permission enabled under 'advanced settings' seen below will receive voicemail notifications by phone through *97 and by email. You can see on the right the checkboxes for voicemail notifications.
If the department voicemail box is different than the current department selected, then only users with the voicemail permission enabled under 'advanced settings' of that voicemail box or department voicemail box will receive voicemail notifications by phone through *97 and by email. None of the users in the department itself will get those notifications. Labeling on voicemail emails will match whatever the department voicemail box name is.
Our goal at RingByName is for all of our customers to best manage the phone system according to their business needs.
For this reason, we offer a training program at the user level to help your team take advantage of all the live data and features we offer. We also offer administrative level training so you and your administrators are able to update the configuration of your system to suit your business needs. All of our training is done with designated specialists looking to better your business.
To schedule a session, open the following link https://www.ringbyname.com/training/ and follow the instructions on the screen. To get the most value out of RingByName, we advise you to sign up for a training session in the morning hours after 9:00 AM.