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NEXTWORKS VOICE - SPECIAL EVENT CLOSURE

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.)




Option 1

Put Your Phones Into Night Mode
With No Special Announcement


Your phone system must be setup ahead of time with this feature. Email support@nextworks.com if you wish to add this capability.


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 likely expect you to be closed. (This presumes your callers are local.)

At least one phone in your office will have the following two buttons. It will be either all phones, a front desk phone, or manager's phone.

  • Night Temp - Enter night mode. Automatically reset back to day mode next business day.
  • Night Perm - Enter night mode. Stay in night mode until disabled.

DIY

[ Learn 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.

[ Request Nextworks' assistance with this option. ]




Option 2

Place Your Phone System In Special Mode (Ad Hoc)
With a Special Announcement


Your phone system must be setup ahead of time with this feature. Email support@nextworks.com if you wish to add this capability.


This option allows you to record a special announcement and then place your phones into special mode. Callers hear this announcement and are then presented with the normal night mode menu options.

Example Special Annoucement:

"Thank you for calling Acme Machining. We are closed today in observance of Memorial Day."

Next, normal night mode options are played:

"To leave a message in the general mailbox, please press 1 now."


At least one phone in your office will have the following two buttons. It will be either all phones, a front desk phone, or manager's phone.

  • Special - Enable / Disable special mode.
  • Special Rec - Record your special annoucement.

 Recording Your Announcement Outside the Office

If you have a softphone (or desk phone at home) then you can record the special 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

[ Learn 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 take your system out of special mode when the event is over!


NEXTWORKS ASSIST

Do you need assistance with using this feature?
Do you need a softphone?

[ Request Nextworks' assistance with this option. ]




Option 3

Schedule Your Holiday or Other Closures in Advance
With a Special Announcement


Your phone system must be setup ahead of time with this feature. Email support@nextworks.com if you wish to add this capability.


Your Nextworks Voice system allows you to create a calendar of holidays or other closure events. During these closures, your phone system will automatically go into night mode and play a special annoucement.

Example Special Annoucement:

"Thank you for calling Acme Machining. We are closed today in observance of Memorial Day."

Next, normal night mode options are played:

"To leave a message in the general mailbox, please press 1 now."


DIY

[ Learn how to use this feature. ]


NEXTWORKS ASSIST

Do you need assistance with using this feature?

[ Email support@nextworks.com if you would like a walkthrough. ]


[ Return to Nextworks Voice Resources. ]

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