Introduction #

3CX On Call Manager is a great solution for after-hours office calls. This tool seamlessly integrates with 3CX, simplifying automated after-hours notifications. Forget about expensive answering services. Create recurring on-call schedules for your staff, choose live answering or voicemail options, and customize employee notifications via phone, email, or SMS with 30 escalation levels. Say goodbye to updating forwarding numbers or using support cell phones. With 3CX On Call Manager, set up schedules easily, manage them on a user-friendly web portal, and handle after-hours support

Common Challenges Faced when handling on-call Requests #

	COSTLY BURDEN	Handling on-call requests can pose significant financial challenges, especially for large companies with multiple departments, due to the high costs associated with the traditional system.
	TIME-CONSUMING SPREADSHEETS	Handling your answering service using intricate spreadsheets can become burdensome and time-consuming, particularly when considering factors such as sick leaves and other variables.
	INEFFICIENT NOTIFICATIONS	Notifying the appropriate individuals promptly can be challenging, resulting in delays and possible miscommunication that could affect vital operations and decision-making.
	UNRESPONSIVE STAFF CHALLENGES	Handling on-call requests becomes problematic when staff members fail to respond, leading to potential service disruptions and difficulties in promptly resolving issues.
	TRACKING PERFORMANCE AND SLA	Monitoring and tracking Service Level Agreements (SLAs) and staff performance can be a challenging and time-consuming task, making it hard to uphold consistent service standards and identify improvement areas.
	CHOOSING BETWEEN VOICEMAIL AND LIVE ANSWER	Choosing between voice mail and live answering services can be a challenging decision due to the differing limitations and drawbacks of each option, which might not align with your particular requirements and customer expectations.

Why On Call Manager? #

	CONNECT WITH 3CX SYSTEM	Effortlessly integrate the 3CX On Call Manager to streamline automated notifications and empower exceptional customer service. Connect seamlessly with your current 3CX system and revolutionize communication methods.
	COST-EFFECTIVE SCALABILITY	Farewell to rising costs! The On Call Manager differs from other answering services by providing unlimited notification groups. You can now expand your operations without concerns about extra charges.
	UNLIMITED VOICEMAIL	Ensure you never miss a message again by utilizing unlimited voicemail boxes. Organize and access your voicemails with ease, guaranteeing that all essential messages are accounted for and promptly attended to.
	SIMPLIFIED CALENDAR-BASED SCHEDULING	Streamline scheduling with the calendar-based recurring schedule feature. Say goodbye to manual forwarding rule adjustments, phone passing between colleagues, and cumbersome spreadsheets. Efficiently manage on-call agent availability, saving time and reducing potential errors.
	MULTIPLE ESCALATION CHANNELS	Enhance escalation capabilities through diverse communication channels for prompt handling of urgent matters. Utilize SMS, email, and phone calls to instantly escalate important issues, ensuring timely and efficient delivery of critical notifications to the appropriate recipients.
	SECURE USER ROLES	Ensure control and security through customizable roles. Grant administrative privileges solely to managers, protecting schedules and preventing unauthorized changes by agents.
	INSIGHTFUL EVENT LOGS	Enhance operational efficiency using comprehensive event logs. Monitor support requests during non-business hours, ensure adherence to service level agreements, and assess staff performance efficiently for informed decision-making.
	EFFORTLESS ON-CALL SCHEDULES	Efficiently establish recurring on-call schedules, removing the necessity for frequent call forwarding rule updates or the shared use of on-call cell phones within your team. Sustain a seamless and consistent schedule without interruptions.
	EFFECTIVE NOTIFICATION HANDLING	Achieve prompt response rates by implementing a notification escalation system for unanswered calls. Employ up to 30 escalation levels with multiple contacts assigned to each level, ensuring critical calls are always attended to.
	FLEXIBLE CALL HANDLING	Improve customer experience through adaptable call handling. Direct callers to a queue initially for personalized service. If agents are busy, seamlessly switch to voicemail to capture crucial messages.

How does it work? #

When customers are directed to a support queue, 3CX On Call Manager actively searches a calendar to identify the designated agent responsible for handling after-hours support calls. The software seamlessly logs the assigned agents into the queue, ensuring efficient management. In cases where the maximum queue hold time is exceeded, the caller will be prompted to leave a voicemail. 3CX On Call Manager promptly notifies your staff about the newly generated support request, employing various communication channels. In addition to initiating phone calls to your staff, this program facilitates the transmission of text messages and emails. These notifications contain a comprehensive package, comprising the customer’s voicemail recording and a text transcription for convenient reference by your team.

Prerequisites #

Before installing 3CX On Call Manager, you need to ensure that your computer meets the minimum requirements mentioned below:

• 3CX Version V18 (64 bit) (Professional or Enterprise Version Only)
• Microsoft SQL Server 2016 or above (Including the free SQL Express edition)
• Microsoft Internet Information Server (IIS) 7.0 or above
• .Net framework 4.7.2
• Static IP Server.
• Port number 5550 opened on your device.

NOTE:

While installing SQL Server, ensure the following,

• Uninstall the previous versions of SQL Management Studio manually before installing the new version.
• Install it in “Mixed Mode” to include SQL Authentication, and install SQL Management Studio

NOTE:

• You must install 3CX On Call Manager only in a server that has a static IP Address.

• When installing IIS, be sure to install Basic Authentication, .Net Extensibility, and ASP.Net 4.X

Installation overview #

	DOWNLOAD SOFTWARE	You can order 3CX On Call Manager online at https://www.voiptools.com.  Your order confirmation email will include your license key and a link to download the software.
	INSTALL PREREQUISITES	There are a number of prerequisites that must be installed prior to installing the 3CX On Call Manager. These prerequisites include Microsoft Internet Information Server (IIS) and Microsoft SQL Server
	INSTALL 3CX ON CALL MANAGER	This User Guide contains step-by-step instructions to successfully install 3CX On Call Manager. Begin by extracting the installer from the downloaded zip file (Step 1 above), then run the setup program named OnCallManager.exe
	REGISTER YOUR SOFTWARE	You must register your license key to activate 3CX On Call Manager. Your license key is included in your order confirmation email, and can also be found in your order history on our website.

Step By Step Installation Procedure #

The following section guides you through a detailed walk-through of the installation process:

Step 1: Download 3CX On Call Manager #

1. Find the software download link in the Order Confirmation Email, or you can find it in your order history on our website and download the 3CX On Call Manager application.
2. In the Microsoft Defender SmartScreen, click the More Info option.

3. Click the Run Anyway option to start the installation.

Step 2: Install the Prerequisites #

Click on the software installer that was downloaded in step 1 above. The installation wizard will automatically identify the needed prerequisites and assist you with the install of the prerequisites needed to run ‘3CX On Call Manager’. These include .NET Framework (Web Installer), SQL Server Express (Web Installer) and, SQL Server Management Studio.

1. Click the downloaded installer executable to launch the Prerequisites Setup Wizard and click Next.

2. In the Prerequisites window, the installer will identify the missing prerequisites. It is important that you install all the required prerequisites. However, you can select/unselect the applications to be installed based on your unique requirements. Click Next to continue.

The installer will download and install the selected applications.

3. In the Microsoft SQL Server License Terms click the Accept button to acknowledge the license terms and continue.
   • This page appears if you do not have SQL Server Express preinstalled in your device.

4. View the SQL Server Media target location in the Media Location field. If required, you can click the Browse button to change the location. Click Install to begin the installation of SQL Server Express.

SQL server installation is in progress. This may take several minutes to complete.

5. Click the Close button once the prerequisites are installed.

Microsoft SQL Management Studio installation is in progress. This may take several minutes to complete.

7. In the confirmation message box, click Yes to reboot the computer.

Step 3: Start the installation process #

1. After all the prerequisites are installed, the 3CX On Call Manager Setup Wizard appears. Click Next to Continue.

2. On the Select Installation Folder window, the Folder field displays the location where the ‘3CX On Call Manager’ will be installed. Note that you cannot change the path.
3. Click Next to continue.

Step 4: Test Relay Settings #

1. In the 3CX Relay Services window, in the Relay Host field, enter the FQDN of your 3CX server.
2. Enter 8801 in the Relay Port field.
3. Enter the public key you took from VoIPTools Relay services in the Public Key text area.

4. Click the Test Relay Settings to confirm ‘3CX On Call Manager’ can communicate with the Relay services running on the 3CX server.
5. If the ‘3CX On Call Manager’ is successfully able to communicate with the Relay services that run on the 3CX server, a Success message box appears. Click OK. If the test fails, you will not be able to continue until communication with the relay is established.
6. Click Next to continue with the installation.

NOTE:

• You must set the Relay Port to 8801.
• If the Relay test fails, you cannot continue the installation until you establish communication with the Relay. If the test was unsuccessful,
  • Confirm you have the correct firewall port open (default TCP 8801) on the 3CX server and the firewall protecting the 3CX server.
  • Confirm that you have entered the correct FQDN for the 3CX server.
  • Confirm that the 3CX On Call Manager and Relay use the same port and protocol.

Step 5: Configure the database #

When configuring 3CX On Call Manager, select an existing Microsoft SQL Server instance in your environment.  The database server can be a remote SQL Server or a local instance running on the VoIPTools server.

1. On the SQL Database window, in the Server field, select the desired instance of SQL Server

NOTE:

We encourage you to use SQL Authentication rather than Windows authentication.  Many of our tools leverage a Call Flow Designer (CFD) application running on the 3CX.  Frequently our CFD applications require access to a SQL database.  If the 3CX server and the database server are not in an Active Directory domain, Windows authentication will fail.  To use SQL authentication, your SQL Server must be configured to run in “Mixed Mode”.  If you installed SQL Server with one of our tools, we configure SQL in “Mixed Mode”.

2. To use SQL Authentication, be sure to uncheck the Trusted Connection checkbox.
3. In the Username and Password fields, enter valid SQL login account credentials.
4. To use Windows Integrated Authentication (not recommended), check the Trusted Connection (Windows integrated authentication) checkbox.
5. In the Database field, the installer will automatically display the default database name.  We encourage you to use the default name.  If you are upgrading or reinstalling 3CX On Call Manager, select the existing database name from the list.
6. Click the Test SQL Connection button to confirm connectivity to SQL Server and then click Next to continue.

Step 6: Installing 3CX On Call Manager #

1. In the Ready to Install window, click Install to start the installation of the ‘3CX On Call Manager’.

The application installation progresses. This may take several minutes to install.

2. Once the installation is complete, check Launch 3CX On Call Manager check box and then click Finish. The 3CX On Call Manager configuration screen opens. If you want to simply close the installer without opening the configuration screen, then simply uncheck Launch 3CX On Call Manager check box and then click Finish

Step 7: Register your Software #

To ensure the authorization of your license key, it is necessary to complete the registration process. By registering with VoIPTools, you gain access to a range of benefits:

Follow the procedure to register your software,

1. Double-click the 3CX On Call Manager desktop icon to open the web application.
2. In the Login page, do the following tasks,
   1. In the Extension field, enter your 3CX extension number.
   2. In the PIN field, enter your 3CX voicemail PIN.
   3. Click the Login button to log in to your account.

3. On the Web Application, in the top menu, click the Settings tab to display the settings dropdown.

4. Click the General Settings option from the dropdown.

5. In the General Settings screen, select the License menu.
6. Enter details in all the fields and click Registerto complete your registration.

NOTE:

The license key permits you to install this software on one computer. This is not free software.

Web Portal #

To access the ‘3CX On Call Manager’ web portal, click the Web Portal button on the configuration program, or click on the desktop icon that was created during the installation process (‘3CX On Call Manager’ Web).

Login Privileges #

As a Manager, you can have access to all the screens of the application.

• As an Agent, you can have access to only ‘Events’ and ‘About’ screens.

Settings tab #

Hover over the mouse on the Settings tab to display the dropdown menu with the following menu options:

General Settings #

The General Settings screen enables you to register the software, configure notifications, create 1st level queues, create voicemails, create monitor extensions, control who can access configuration screens, configure email server and configure voicemail to text transcription.

The General Settings tab has the following menu options,

General Tab #

The General screen enables you to validate the VoIPTools server URL, configure Notification settings and start/stop 3CX On Call Manager Windows Service.

Communication Section #

The primary purpose of specifying the VoIPTools Server URL is to ensure that the VoIPTools Call Flow Designer application can establish a secure and reliable communication link with the VoIPTools Server. This URL can either be in the following formats,

• HTTPS URL using a Fully Qualified Domain Name (FQDN) and port (https://FQDN:port)
  • For example, https://voiptools.example.com:5550
• HTTP URL using an IP address and port (e.g., http://IPAddress:5550).
  • For example, http://192.168.1.100:5550

Configure Notifications #

1. In the Contact Attempts box, select or type the number of contact attempts.
2. From the Time between attempts box, select or type the time (in minutes) you want 3CX On Call Manager to wait between the ‘contact attempts’.
3. From the Max Escalation Levels box, select or type the number of escalation levels
4. Click Save  to save the changes.

NOTE:

3CX On Call Manager supports up to 30 escalation levels.

Service Status #

1. To start or stop a service, click Start/ Stop button.
2. Click Refresh link to update the status if changes to the service status were made directly in the Windows Service Snap-in.

NOTE:

If the service status is “Unknown”, this is typically caused by the 3CX On Call Manager IIS Application Pool user having insufficient rights.

Monitors #

The Monitors screen defines how 3CX On Call Manager processes inbound calls. Click here to know the field definitions on the Monitor screen. You can do the following tasks in the Monitors tab,

Steps to add a Monitor: #

Follow the procedure to add a new Monitor to the On Call Manager,

1. Click the Add button to add a new monitor.

2. Enter the required details in the fields.

3. Click the Save button to publish your monitor. Read further to learn about each column.

Field Definitions #

FIELD NAME	FIELD DEFINITION
NAME	A label that is used to identify the monitor. It is displayed in the combo box on the ‘Scheduler’ screen when selecting which schedule you want to update.
LOG IN/ OUT CFD	3CX On Call Manager includes a separate program that creates special CFD extensions (Call Queues) capable of looking up who is scheduled to be on call and logging the appropriate agents into the assigned queue. Once the CFD application is created, you can select this extension from the list of Call Queues in the combo box. NOTE To use the same CFD extension on two distinct servers with static IP addresses, it is necessary to republish the CFD extension on the new server. NOTE You must use only published CFDs in the Log In/ Out CFD field.
1ST LEVEL QUEUE	The queue to which the inbound calls are first sent.
VOICEMAIL	This is the monitored voicemail extension. It is a 3CX extension (with voicemail enabled) typically created specifically for receiving after-hours support requests. 3CX On Call Manager will monitor this extension for new voicemails and notify the agents on call.
NEW PROMPT	When a new voicemail is received in a monitored voicemail box, 3CX On Call Manager will call (if configured to do so) the scheduled employee(s) and connect them to the digital receptionist. The digital receptionist’s prompt informs that a request has been received and then automatically transfers the agent to the 3CX Voicemail extension. Then agent will need to login to the voicemail box in order to listen to the voicemail.
HEARD PROMPT	After a monitored voicemail has been heard, assuming you selected to be notified by phone, 3CX On Call Manager will call all the agents previously notified to let them know the voicemail has been heard. This digital receptionist typically plays the recorded prompt that explains the message has been heard and then hangs up.

Adding New Login/Logout CFD: #

1. Click the Add CFD button.

2. Enter CFD extension number in the Create New CFD popup.

3. Click OK in the CFD Published Info box.

You can see your CFD is now added to the Login/Logout CFD dropdown.

Adding New First Level Queue: #

1. Click the Add Queue button.

2. Enter the Queue Name and Fallback Extension in the Create New Queue dropdown.

3. Click OK in the Success popup.

You can see your new queue added to the First Level Queue dropdown.

Add New Voicemail #

1. Click the Add Voicemail button.

2. Enter the first name and last name of the extension in the Create New Extension popup and click the Create button.

3. Click OK in the Success popup.

You can see your new extension is now added to the Voicemail dropdown.

Add New IVR to the New Prompt Dropdown #

1. Click the Add Extension button.

2. Enter the IVR name in the Create New Digital Receptionist popup and click the Create button.

3. Click OK in the Success popup.

You can now see the IVR added to the New Prompt dropdown.

Add New IVR to the Heard Prompt Dropdown #

1. Click the Add Extension button.

2. Enter the IVR name in the Create New Digital Receptionist popup and click the Create button.

3. Click OK in the Success popup.

You can now see the IVR added to the New Prompt dropdown.

Methods to Handle Incoming Calls #

There are two approaches to handling incoming calls,

• Without using the 1^st level queue feature
• Using the 1^st level queue feature

Without Using the ‘1st Level Queue’ Feature #

The 3CX On Call Manager handles incoming calls without using a First Level Queue by following a simpler call flow process.

• When a call comes in, it first reaches the Digital Receptionist.
• The Digital Receptionist acts as a virtual receptionist, answering and possibly directing the call.
• If there is no direct agent available, the call is directly forwarded to voicemail.
• Once the voicemail is left, the traditional notification process starts, notifying the on-call agents.

This flow focuses on efficiency when agents may not be immediately available, ensuring the call is quickly processed and the agents are notified through voicemail, without using queues or holding the caller in the process

Using the ‘1st Level Queue’ Feature #

When 3CX On Call Manager handles incoming calls using a First Level Queue, the call flow becomes more interactive and gives the caller a higher chance of reaching an agent before being sent to voicemail. Read further to know how it works,

• The incoming call first reaches the Digital Receptionist, where it can play a greeting or give options.
• The call is then passed to a CFD Notification (Call Flow Designer) application, which checks the on-call schedule and logs the appropriate agents into the queue.
• If an agent is available and logged into the First Level Queue, the call is transferred to the queue, and the caller can wait for an agent to answer.
• If the caller exceeds the maximum hold time set for the queue, they are forwarded to voicemail, where the traditional notification process begins.

Benefits of Using a First Level Queue:

NOTE:

Using First Level Queues is optional. This feature utilizes ‘Remote Agents’ which is only available in the Pro Edition of 3CX.

NOTE:

You can insert special characters in the Group Name column.

How the Monitors menu changes settings in 3CX Console Management #

NOTE:

• As an Admin, you can view and create monitors for all the groups.

• As a Manager, you can view and create monitors for only those groups to which you are the manager.

Admins #

When a new person login On Call Managers log them as manager. Thus in Admin menu you can set specific agents as managers and let them modify the schedules and other settings.

NOTE:

if you do not select any extension then, all the extensions in the list will play ‘Admin’ role and all of them will have complete access to the application

1. In the Settings screen click Admins tab.
2. Under the Admins section and from the list of available extensions, check all the checkboxes to whom you want to assign the ‘Manager’ role.
3. Click Save to save your admins.

NOTE:

If you do not wish to restrict who has access to the configuration screens, simply leave all extensions unchecked and everyone will have access to the configuration screens.

Email Template: #

The Email Template empowers you to craft your email and SMS messages, which are subsequently dispatched as New or Heard prompts to the designated recipients. This can be achieved through manual input or by utilizing our comprehensive range of field variables integrated within the system.

Follow the procedure to design your email templates,

1. Under the General Settings screen, on the Email Template menu, in the dropdown, select either of the following,
   • New: Design emails or SMS messages for the New Prompt.
   • Heard: Design emails or SMS messages for the Heard Prompt.

2. Enter your notification message in the Email Messages or SMS messages sections.
3. Click the Update button to save your customized notification.

Field Variables: #

You can customize the On Call Manager notification email and SMS text message content. Using field variables, you can define placeholders (variables) for displaying content that changes with each notification, including the current date and time, extension, person’s name, etc. To create a field variable, simply surround the field name with brackets. For example, the text (Extension} will be replaced with the extension number of another person who dialled the OCM number.

The following table lists the available field variables that can be inserted into the text of the notification email and SMS text messages.

Email #

The Email menu enables you to configure Email Server and Authentication.

• Configure Email Server
• Configure Authentication settings

Email Server #

In the Email Server section, you must enter your email details to transfer the data through the SMTP protocol.

1. In the Server field, enter IP address or ‘Fully Qualified Domain Name’ (FQDN) of your email server.
2. In the Port field, enter the appropriate port number. The default port number is 25. (For Google: 587).
3. n the From Email field, enter reply email address for email and SMS text notifications.
4. In the To Email field, enter valid test email address.
5. Check Attach Voicemail to email box to attach the voicemail to the specified email.
6. Click Save to save your email server details..

Authentication settings #

Some mail servers require authentication to relay emails. Follow the procedure to configure the Authentication settings,

1. Under the Authentication section, in the User field, enter a valid username. For Microsoft Exchange, use a Windows domain (network) username.
2. In the Password field, enter a valid password.
3. Check Requires SSL/ TLS box if your server requires a secure connection to relay email.
4. Click the Test button to test whether your SMTP settings are correct. (For this, you need to enter a valid email address in the To Email field and press the Test button).
5. Click Save to save your authentication details.

Transcript #

The Transcript screen performs voicemail-to-text transcription. 3CX On Call Manager sends voice transcriptions to VoIPTools servers where we process the audio based on various providers on the back end.

Accuracy of voice recognition #

The accuracy of voice recognition can be greatly affected by a number of factors. Some of the common factors are,

• Quality of the recording
• Background noise
• The volume of the speaker
• The speech patterns of the speaker.

Prerequisites for transcript feature #

The prerequisites for using this feature are as follows,

• A Google Cloud Account
• A storage bucket created in Google Cloud Account

Steps to setup speech transcriptions #

1. Click the Speech Transcriptions box to enable the text-to-speech feature.

2. Enter the path of the JSON file which has account credentials in the Google Speech Service Account File Path field.

NOTE:

VoIPTools uses Google Could Speech to Text for transcriptions of voicemails. You get a JSON file which has account credentials when you create a Google Cloud Account.

3. Enter your cloud bucket name in the Cloud Storage Bucket Name field.
4. Click the Test Credentials button to verify your credentials and click OK in the Success message box.

5. In the Culture dropdown list, select the desired option. The default option is English-US.

6. Click the Save button to save your settings and click OK in the confirmation box.

NOTE:

• The On Call Manager uses your local file copy to transcribe the audio file if its duration is up to 60 seconds; or uses google cloud storage if the duration is beyond 60 seconds with the help of cloud storage buckets. Once the file is transcribed successfully in the google cloud, the On Call Manager deletes the file from the storage bucket. You must enter the correct Google Cloud Credentials and the Cloud Storage Bucket name where your recordings are stored
• Cloud Speech-to-Text is priced monthly based on the amount of audio successfully processed by the service, measured in increments rounded up to 15 seconds. For more details regarding pricing please go through this link:

Site Settings #

Site Settings enable you to customize branding settings for the application that include the following:

• Customize the gradient color of the ‘Application Header’
• Customize grid color in screens that display grid data
• Customize the logo on the ‘Application Header’
• Customize ‘Header Title Prefix’ on the ‘Application Header’

How to open the Site Settings screen? #

1. Hover over the mouse on the Settings tab and from the drop-down menu, select Site Settings.
2. Perform any of the following customizations and click Apply to save your site settings.

Customize Application Title Header – Gradient Color #

1. In the Header Colour section do the following,
   1. Select the top paint from the Top Colour color palette. 
   2. Select the bottom paint from the Bottom Colour color palette.
2. Click Apply  to Save the settings.

Customize Grid Color #

1. From the Grid Color palette, select the color that you want to display for the grid in screens that display grid data
2. Click Apply to save your settings.

Customize Logo #

• If you are uploading the logo for the first time then,
  1. In the Custom Logo section, click Chose File button to choose a logo from your device.
  2. Select the uploaded logo from the Select Logo dropdown list.
  3. Click Apply  to save your changes.

• If your have uploaded the logo,
  1. Select the uploaded logo from the Select Logo dropdown list.
  2. Click Apply  to save your changes.

Customize ‘Header Title Prefix’ Text #

1. In the Header Title field, enter the text that you want the application to display as a ‘prefix’ for the existing title in the application header.
2. Click Apply to save the header title prefix.

The final result of the page when you do all the customizations,

Scheduler #

The Scheduler screen enables you to control visible resource count, view resource appointments for a specific date and in desired calendar format, create new appointments and edit/ delete existing appointments, set levels for resources and set reminders for appointmetns and events

Default View #

The Scheduler tab does not display any Monitored Groups by default.

NOTE:

As a ‘Manager’, you can view and create schedulers only for those groups to which you are manager while as an ‘Admin’, you can create and view for all the groups.

The default view of the Scheduler tab when no monitored group is selected,

Overview of Scheduler tab #

The Scheduler tab has the following buttons to assist you in scheduling calls to your resources.

	Monitored Group	Select the monitored group.
	Calendar Format	The Shortcut Icons facilitate task execution with a single click.
	Day Selection	choose the preferred time period for scheduling events/appointments with their resources.
	Shortcut Icons	Perform tasks in a single click
	Resources List	Displays the resources available for the selected Monitored Group.

Monitored Group #

The Monitored Group list lets you select the group to monitor.

Shortcut Icons #

The Shortcut Icons lets you perform the tasks listed below in a single click.

	First button	Lets you select the first agent from the ‘Visible Resources’ list
	The Previous Page button	Lets you view resources from previous page of the ‘Scheduler’
	Previous button	Lets you go to the previous resource
	Next button	Lets you to go to the next resource
	Next Page button	Lets you to view resources in the next page of the ‘Scheduler’
	Last button	Lets you to view last resource from ‘Visible Resource’ list
	Increase visible resources count	Lets you to add one resource at a time in consecutive order from the ‘Visible Resources Count’ list
	Decrease visible resources count	Lets you to remove one resource at a time in the order you added from the ‘Visible Resources Count’ list

Calendar Formats #

On the right-hand side of the ‘Calendar’ header, you can select the appropriate tab to view the scheduled appointments of the visible resources in various calendar formats like Day, Work Week, Week, Month or Timeline.

Day Selection button #

The Day Selection buttons let you select the desired time frame to schedule events/appointments for your resources.

	Previous	Takes you to the previous sheet of the selected time frame. For example, if you have selected Week in the Calendar Formats, the Previous button button takes you to the previous week.
	Next	Takes you to the next sheet of the selected time frame. For example, if you have selected Week in the Calendar Formats, the Next button button takes you to the next week.
	Go To Date	Lets you to select the specific date that you want to schedule the events.

Resource list #

The Resource list displays the resources available for the selected Monitored Group.

Right Click menu #

New Event/Appointment Right Click menu: #

You can right click anywhere on the grids to open the right click menu. Read further to know the definitions of each options.

Edit Appointment/Event Right Click menu: #

You can right-click anywhere on the existing appointment to open the Right Click menu. Read further to know the definitions of each option.

Create an Appointment #

To create an appointment,

1. Open the Right Click menu.
2. Click the New Appointment option.

You can create two types of appointments,

• Non Recurring Appointments
• Recurring Appointments

Non Recurring Appointments #

Non Recurring appointments create appointments for the resources only for the specified date and time. Follow the procedure to create a non-recurring appointment,

1. In the Right Click menu, click the New Appointment option.

2. Enter the required details in the New Appointment box.
3. Click the OK button to save your appointment.

Recurring appointment #

Recurring appointments create a repeated appointment for the resources until the end date. Follow the procedure to create a recurring appointment,

1. You can open the recurring appointment settings in two ways,
   • In the Right Click menu click the New Recurring Appointment option

• You can select the Recurrence checkbox to create a new recurring appointment.

2. Set the recurrence as Daily, Weekly, Monthly, or Yearly by selecting the appropriate radio button.
3. Select the No End Date radio button to stop the recurrence after a set period or unselect the No End Date radio button for continuous recurrence of appointments.
4. Click the OK button to save the recurring appointment.

Set Daily Recurrence #

To set daily occurrences, follow the steps,

1. In the Appointment box, select the Recurrence box to schedule a recurring appointment.
2. Select the Daily radio box to set the appointment repeat daily.
3. Set the daily occurrence in any of the following ways,
   • In the Days field, set the number of days. The appointment repeats after the set days.
   • Select the Every Weekday radio button to repeat the appointment from Monday to Friday.
4. Click the OK button to save the recurring appointment.

Set Weekly Recurrence #

To set weekly occurrences, follow the steps,

1. In the Appointment box, select the Recurrence box to schedule an recurring appointment.
2. Select the Weekly radio box to make the appointment repeat weekly.
3. In the Weeks field, set the number of weeks. The appointment repeats after the set number of weeks.
4. Select the Day on on which you want the appointments to repeat weekly.
5. Click the OK button to save the recurring appointment.

Set Monthly Recurrence #

To set monthly occurrence, follow the steps,

1. In the Appointment box, select the Recurrence box to schedule a recurring appointment.
2. Select the Monthly radio box to make the appointment repeat monthly.
3. Set the Monthly occurrence in any of the following ways,
   • Monthly Recurrence on specific date,
     1. In the Day field select the day
     2. In the Month field select the number of months after which you want the appointment to repeat.
        • Example: To repeat the appointment on 20th of every Two months,
          1. Set 20 in the Day field.
          2. Set 2 in the Months field.
   • Monthly recurrence on a specific day in a month,
     1. Select the desired week of a month in the Week dropdown.

1. 1. 2. In the Day dropdown, select the desired day of the selected week.

5. 1. 3. Select the number of months in the Months field.
6. Click the OK button to save the recurring appointment.

Set Yearly Recurrence #

To set yearly occurrence, follow the steps,

1. In the Appointment box, select the Recurrence box to schedule a recurring appointment.
2. Select the Yearly radio box to make the appointment repeat yearly.
3. Set the Yearly occurrence in any of the following ways,
   • Yearly occurrence by selecting a specific date,
     1. In the Month dropdown, select the desired month.

1. • 2. In the Date field, enter the date at which appointment repeats yearly for the selected month. 
   • Yearly occurrence by selecting specific day in a year.
     1. In the Week dropdown, select the week.

1. 1. 2. In the Day dropdown, select the day of the selected week.

1. 1. 3. In the Month dropdown, select the month at which you want the appointment to repeat yearly.

4. Click the OK button to save the recurring appointment.

Edit an Appointment #

To edit an existing appointment, follow the procedure,

1. On the existing appointment, right-click on the appointment to open the Right Click menu.

2. On the Event or Appointment edit the necessary details.
3. Click the OK button to save the Event or Appointment.

Delete an Appointment #

1. On the existing appointment, right-click on the appointment to open the Right Click menu.
2. Click the Delete option.

3. In the Confirm Delete warning message, select any of the following options,

4. Click the OK button to confirm your deletion.

Set level for resources #

The On Call Manager lets you set different levels of escalations for your resources. Follow the procedure to set different levels for your resources,

1. In the New Appointment Right Click menu click the New Appointments option or in the Edit Appointment Right Click menu click the Edit Appointments option.
2. In the Label dropdown, select level for your resource.

3. In the Resource dropdown, select the resource to assign the set level.
4. Click the OK button to save your changes.

The resources assigned to different levels are displayed in different colours on the Scheduler screen.

Set Reminders for events/appointments: #

The On Call Managers can remind a resource for an upcoming event or an appointment.

Follow the steps to remainder for events or appointments,

1. In the New Appointment Right Click menu click the New Appointments option or in the Edit Appointment Right Click menu click the Edit Appointments option.
2. Select the Remainder box to set remainders.

3. In the Remainder dropdown, select the remainder time and click the OK button to save your changes.

The On Call Managers indicate an event or appointment having remainders with a Bell icon.

People #

The People tab lets you identify the resources (agents) available to be on call and how they are to be notified. The assumption is that these resources are employees and you have the right to get the cell phone carrier of your employees.

You can do the following taks in the people screen,

• Add people to the header column
• Notify the agents of the voicemail received in the monitoring extension
• Notify the agents if the voicemail is heard in the monitoring extension

NOTE:

As an Admin, you can view and create people for all the groups.

NOTE:

As an Manager, you can view and create people for only those groups to which you are manager.

Field Definitions
#

Group Name		A group created in 3CX which has agents for attending the calls.
Name		Name of the resource from the Group assigned for the call.
Extension		Extension of the resource
Cell		Cellphone number of the resource
Email SMS Address		The SMS address of the resource. NOTE: To send SMS via email, the cellphone carrier must support the SMS gateway.
Contact Decides how an employee must be notified when a new call comes in.	Call	Plays the New Prompt audio to the resource through call using the cellphone number provided.
	Email	Plays the New Prompt audio to the resource through Email using the Email addres provided.
	SMS	Plays the New Prompt audio to the resource through SMS using the SMS addres provided.
Update Decides how an agent must be notified when a call has been answered by some other person. This is useful when multiple agents are available for a call.	Call	Plays the Heard Prompt audio to the resource through call using the cellphone number provided.
	Email	Plays the Heard Prompt audio to the resource through Email using the Email addres provided.
	SMS	Plays the Heard Prompt audio to the resource through SMS using the SMS addres provided.

Add people to the header column #

1. To add people, on the header column, click the Add  button.

2. From the Group Name dropdown list, select the group to which you want to create people.
   • If you are a manager, then the dropdown lists only those groups to which you are a manager.
   • If you are admin, then the dropdown lists all the groups from 3CX Management Console.

NOTE:

You can insert special characters in the Group Name column.

3. In the Name field, enter the agent’s name.
4. In the Ext field, enter the extension number of the agent.
5. In the Cell field, enter the cell number to which the agent receives the notification through call.
6. In the Email field, enter the email address of the agent to which the notification should be sent.
7. In the SMS Address field, enter the contact number to which the notification should be sent as sms.
8. At the footer of the Manage People page, click Save.

NOTE:

You can include same extension in two ors more different groups.

Notify the agents of the voicemail received in the monitoring extension #

1. On the People screen, in the Contact section, do the following,
   • Check the Call box if you want to notify through call.
   • Check the  Email box if you want to notify through email.
   • Check the SMS box if you want to notify through SMS.
2. Click Save to save your changes.

Notify the agents of the voicemail is heard in the monitoring extension #

1. On the People screen, in the Update section, do any of the following,
   • Check the Call box if you want to notify through call.
   • Check the  Email box if you want to notify through email.
   • Check the SMS box if you want to notify through SMS.
2. Click Save to save your changes.

Events #

The Events tab is a call log that lets you know the incoming calls that were heard and that were not heard. You can view the call logs of all the ‘On Call’ events for all the monitored extensions between the agents and the customers. The details of every event include date/ time, caller extension, caller name, action, notification type, monitor extension, and notes.

You can perform the following tasks in the events tab,

• View log details
• Insert a note

Benefits of Events tab: #

• Identify whether the agents are picking up the call within the SLA period.
• Monitor the agent performance by checking the number of notifications missed by the agent.
• Make critical decisions when a customer complains about not keeping up with the promised SLA period.

View log details #

1. Click the Heard: False expand button to view the list of unattended calls or click Heard True expand button to view the list of attended calls.

2. Click the Expand button on any of the voicemails to see the list of calls.

3. Click the Edit icon to view and edit an event.  Read further to know the field definitions.

Insert a note #

1. Click the Heard: False expand button to view the list of unattended calls or click Heard True expand button to view the list of attended calls.
2. Click the Expand button on any of the voicemails to see the list of calls.
3. Click the Edit icon to insert a note to the event and click Save to save the note.

The note gets displayed in the Notes column.

Field definitions #

Date/Time	The Date and Time at which the call is made.  The date format is DD/MM/YYYY. The time format is HH: MM:SS in the twelve-hour clock.
Caller	The number of the caller who made the call.
Caller Name	Name of the caller who made the call.
Action	Indicates whether the status of the call (attended/missed) is notified to the agent.
On Call	The agent who received the call.
Level	Level assigned to the agent.
Email box	It is selected when the agent is notified by email.
SMS box	It is selected when the agent is notified by SMS.
Phone box	It is selected when the agent is notified by SMS.
Transcription	The transcript of the call. NOTE: The call transcripts is available when the transcript enabled for the call.
Note	Text area to write notes about the call.

Need Support? #

You get quick answers to most of your inquiries in our online manual. If you prefer direct contact, we offer various support channels, including phone, email, live chat, and our helpful VoIPTools forums.

24/7 Support Availability #

Rest assured, our dedicated team is here to assist you around the clock, every day of the year. Whether you’re based in the USA or India, we’re ready to provide prompt responses to your technical queries.

Windows Event Log for VoIPTools Applications and Services #

For troubleshooting any application errors, our Windows Event Log contains a comprehensive list of error messages, warnings, and informative notes related to all our VoIPTools applications and services. It’s a valuable resource to help you pinpoint and resolve any issues you may encounter.

Join Our Forum Community #

Are you looking to collaborate with other VoIPTools customers facing similar challenges? Our forum is the perfect platform to exchange ideas, solutions, and best practices. Join the conversation at: https://www.voiptools.com/community/

Real-Time Live Chat Assistance #

Got questions that need immediate answers? Our chat support team is available to assist you in real time. Just click on the Live Chat button located at the lower right corner of our website, and we’ll acknowledge your queries right away.

Efficient Email Support #

To ensure a thorough understanding of your concerns, email us at support@voiptools.com. Describe your issue in detail, and we’ll get back to you within one business day with the support you need.

Reach Us by Phone #

If you prefer to speak with a representative directly, you can reach us at +1 801-642-4655. Our attentive team is available to take your calls from 8:00 AM to 6:00 PM (Central Standard Time).

Free Support #

If you’ve purchased our products through a VoIPTools Partner, rest assured that they provide first-level support at no additional cost. Partners have access to 100% free technical assistance and actively participate in the troubleshooting process.

VoIPTools customers enjoy access to our online manuals and receive support through emails (with responses within one business day) and live chat. However, please note that we do not provide remote server login assistance.

Paid Support #

For a more hands-on experience, consider our “Installation Support” package. Our expert support team can log in to your servers, and install and configure all our tools. This comprehensive service includes setting up SQL Server Express and Internet Information Server if necessary. We’ll work closely with you to tailor our applications to meet your requirements.

We’re committed to providing top-notch support to ensure your VoIPTools experience is smooth and hassle-free. Contact us today, and let us assist you in making the most of our powerful tools!