Are you closing your office for the holidays or for bad weather? Here is how to proceed.
(In the event of inclement weather, Nextworks may receive many requests at once which might take a little time to process.)
This option presumes your system already has a day and night mode.
There will be no special announcement for the closure. This is usually sufficient on major holidays, as callers know why you are closed. Or if callers hear your normal "our office is closed" announcement and there is snow or ice, then they also kikely expect you to be closed. (This presumes your callers are local.)
Your phone setup likely has 2 night modes:DIY
Press the Night Temp or Night Perm button on your physical desk phone or softphone. (At least one desk phone in the office should have these special buttons.)
Your Nextworks Voice Guide will explain how to use this feature.
❖ If you have a softphone (or desk phone at home) then you can do this remotely.
❖ If you use Night Perm, don't forget to revert once the office opens again!
NEXTWORKS ASSIST
If you are not at the office and if you don't have a softphone then we can set one up for you. Alternatively, Nextworks can remotely enable and disable night mode for you.
FUTURE CONSIDERATION
If you don't have day and night modes and you wish to have them, please talk to your account manager.
Your phone system must be setup ahead of time with buttons that you can press to enter this mode.
This option allows you to record a custom announcement and then place your phones into night or special mode. Callers can continue to be presented with normal night mode menu options.
DIY
At least one desk phone in the office should have buttons allowing you to record a special announcement and enter night or special mode. Your Nextworks Voice Guide will explain how to use this feature.
❖ If you have a softphone (or desk phone at home) then you can do this remotely.
❖ Don't forget to restore your announcement when the event is over!
NEXTWORKS ASSIST
Do you need assistance with using this feature?
Do you need a softphone?
Does your softphone not have these special buttons?
FUTURE CONSIDERATION
If you don't have this feature and you foresee needing it regularly, please talk to your account manager.
This is an alternative to Option 2 for simpler phone systems that are not setup for regularly creating custom special events.
Calls will be directed to an Event Closure mailbox. This mailbox plays a custom announcement (that you record) and directs callers to voicemail. Voicemail can be emailed to an address that you choose.
There are no menu options available to the caller. They can only leave a message.
If you have a softphone (or desk phone at home) then you can set the announcement remotely.
If you are not at the office and you don't have a softphone or work desk phone available, then you will not be able to record the announcement. However, we can set you up with a softphone quickly enabling you to do so.
If you have already recorded an announcement from a past event that you can reuse, then there is no need to record a new announcement, making this option even easier.
DIY
(not available)
NEXTWORKS ASSIST
Nextworks will need to activate this feature for you once you have a recorded announcement in place.
❖ Don't forget to let us know when the event is over so that we can restore your call flow!
FUTURE CONSIDERATION
Consider recording a general special event closer announcement that is a good general-purpose placeholder. Such as, "Our office is closed today for inclement weather." The announcement will be ready and waiting for when you need it.
If none of these options work for you, then Nextworks can honor many custom requests. (For example, forwarding calls to an external phone number.)
FUTURE CONSIDERATION
System change likely could take days to design and test. Please talk to your account manager to find a solution that is best for you.
