Example 3 - Set up a registration line to take information
from callers 24 hours per day. Send registration information to a specific email
address
user requirements
I am setting up some seminars and would like to take registration details from
callers 24 hours per day. I would like the registration information sent to
my secretary via her email so that she can arrange for the information packs
to be sent out. I want this service to operate on an 0870 number so that the
customer meets most of the cost of the call.
step-by-step set-up instructions
This example is based on the Callagenix Answerphone
service.
It introduces the use of mailboxes to
record information and distribute it to different personnel.
- From the Services menu, create a service of type Answerphone
- call it something like Registration Line.
- Edit the welcome prompt for the registration line to say the message you
wish to provide.
- Edit the Call answer properties of the service. Since you may well
want to keep the telephone numbers of your callers you should turn on the
option to Add to Callers, in this case each individual callers details
will be saved into your callers list which is accessible through the
Accessories menu.
- Set the Voice Mail prompt to reflect the information you wish to collect
from the caller. E.g Please leave your name, address and telephone number
after the beep and we will send you the seminar details in the post.
- In the Leave Message section of the service setup select the mailbox
that you wish to save the registration details into. When you created your
account the system automatically created a default mailbox for you. You can
either select this or create a new one. Either way you will probably need
to edit the details of the mailbox so for this example we will create a new
mailbox
- From the Mail Boxes menu, select the option to Create a New Mailbox.
Enter a descriptive name for the mailbox such as Registrations and
enter the email address of where you wish the recorded information to be sent
(in our example this would be the email address of your secretary). Click
on Create Mail Box.
- There are a number of different options which can be set against a mailbox
but for this example it is sufficient just to set on the flags to Notify
by Email and Attach Voice message to email. This will ensure that
any voice messages created in this mailbox will automatically be attached
to an email that will be sent to the email address of the secretary.
- Having created the mailbox we now need to return to the Registration
Line service and select to use this mailbox in the Leave Message
section.
- As per previous examples you should now test the service using the test
number and PIN, modifying it as required until you are satisfied it is doing
what you expect.
- When you are satisfied you should then get a number as described in
Making a Service Live and purchase the relevant
operating voucher depending on expected call volumes.
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