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.

  1. From the Services menu, create a service of type Answerphone - call it something like Registration Line.
  2. Edit the welcome prompt for the registration line to say the message you wish to provide.
  3. 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.
  4. 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.
  5. 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
  6. 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.
  7. 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.
  8. 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.
  9. 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.
  10. 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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