- Schedules Usage, Types, and Priorities
- Viewing Existing Schedules
- Creating a New Schedule
- Schedules Settings and Affected Numbers ---
- Assigning and Activating a Schedule
Schedules are an automation tool that lets you set up times for when certain features of the phone system will be enabled or disabled.
The most obvious use for schedules is with IVRs where you can have different greetings and phone navigation available based on your business and holiday hours. Other common uses are with queues, huntgroups, mailboxes, phone numbers, or any other feature that depends on the staff's availability.
There are three types of schedules you can create:
- Weekly Schedule: You select hours for each day during the week or weekend when the schedule is active. The schedule will automatically repeat every week.
- Holiday Schedule: You build the schedule by adding events where you can select specific hours, days of the week, days of the month, months, and years for the schedule to be active.
- Custom Schedule: Work the same as a holiday schedule, except that you can also assign the schedule with a priority. If two or more custom schedules take place on the same time periods the one with the higher priority will be the one that applies. by the system.
Holiday Schedules have the highest priority (10) and Weekly Schedules have the lowest (1).
Name/Description: Add or change the name and description (optional) of the schedule.
Priority: Priority will only show for custom schedules. You can select a priority from 2 to 9. Priority 10 is reserved for Holiday Schedules and priority 1 is reserved for Weekly Schedules.
Here you build or modify the schedule. The available choices depend on the schedule type.
For Custom/Holiday schedules you will see the option to ADD EVENT. Each event defines specific days and times when the event takes place. You can combine several events to create flexible schedules as needed.
You cannot add events to a Weekly schedule. Instead, you will see a list of the days of the week where you can select a time range for each day.
Toggle the days of the week you want the schedule to apply, enter the Start time and End time for each day, and select SET. When entering the time you can select to switch to keyboard entry mode using 24HRS military time.
Select to go back to dial entry mode. In dial entry mode, note that you select AM hours (01-12) on the outer circle of the dial and PM hours (13-00) on the inner circle. After you select an hour the minutes dial will show. To quickly apply the same hours for other days of the week select Copy and Copy to weekdays or Copy to all days.
Select to edit an existing scheduling event or select ADD EVENT to create a new one.
You can create and combine multiple events like, for example, one event to cover all the holidays of the year.
Enter the event's Name, Description (optional), Start time, End time, Days of the week, Days of the month, Months, and Years when the event will apply and select SAVE to keep the event.
Here you activate the schedule by assigning it to a phone number(s). You can also assign a schedule to a number from the Phone Numbers menu (see below).
You can assign a schedule to multiple numbers.
Select to edit an existing Affected Number or select ADD to define a new one.
In the System feature field select the type of number the schedule will affect – Phone Numbers (a full 10-digit number) or Extension. Select the actual extension or phone number from the Affected number drop-down list.
In the Route To field select what will happen to calls during the active time period(s) of the schedule. Numbers are commonly routed to IVRs, mailboxes, queues, extensions, or hunt groups, but there are a total of 63 routing options available.
Enter the schedule Schedule Type, and select Create. If you select a Custom Schedule you will also have to select a Priority.select the
You can do so from the schedule's setting screen's Affected Numbers tab or from the Phone Numbers menu.
To apply a schedule from the Phone Numbers menu: