Special Information For The System
Attendant
Many businesses have a system attendant or receptionist, a person who answers
the calls and transfers them to other people in the office. If your business has an at-
tendant, you will want to make sure that he or she reads and understands the following
information about assigning line ringing options, transferring calls, and using Inter-
com Auto Dial buttons and a headset.
ASSIGNING LINE RINGING
You and the attendant can determine whether incoming calls on the voice terminals
ring immediately, ring after a delay, or do not ring at all. The programming procedure
is so simple that you can change call coverage and line ringing on an as-needed
basis. If the attendant answers most of the calls that come into the office, you may
find it best to program lines on other phones either to delayed ring or no ring. (Also,
see “Programming Line Ringing Options,” page 12.) Here are some tips for the
attendant:
● If there is no backup for the attendant when he or she is unavailable, set the
lines on all other phones in the office to delayed ring, so that if the attendant
is unable to answer incoming calls (after two rings), the calls automatically ring
at the other voice terminals in the office.
●
If there is someone to cover for the attendant, calls should be routed to that per-
son rather than ringing at other voice terminals in the office. Program the backup
person’s lines to delayed ring and program all others in the office to no ring.
●
If the usual backup person is unavailable, simply reprogram his or her lines to
no ring and program someone else’s voice terminal to delayed ring for the time
that the attendant and the backup person are away.
TRANSFERRING CALLS
If the attendant answers most of the incoming calls, he or she should be familiar with
the three ways to transfer calls: directly, with intercom announcement, and with Hold
and intercom consultation.
Transferring Calls Directly
Transferring a call directly to someone else, without intercom announcement or con-
sultation, is very simple:
1. Touch
Transfer.
2. Touch the Intercom Auto Dial button or dial the intercom number of the person
to whom the call is being transferred.
3. Hang up.
The person to whom the call is transferred hears a distinctive transfer ringing and
lifts the handset. If no one answers the call, it returns to the attendant’s phone.
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