user manual
Contents
1. The Sounds configuration page allows you to customise the v hours greetings The Upload amp Manage section allows you t Greeting Daytime reception greeting Daytime voicemail message Daytime busy greeting no voicemail Uploading Sounds amp Music The Upload amp Manage section lets you manage the existing greetings and music on your vtalk as well as upload new ones When a greeting is in use by your Reception you won t be able to delete it until you disable it from being used in the Reception section When choosing an MP3 to upload you are given the option what to use the file for Greeting or Music on Hold Choosing Greeting allows you to then configure Reception settings to play this file Music on hold is played in random order to callers Any MP3 uploaded must be under 10MB in size and be a Constant Bit Rate CBR encoded file Extensions Groups Providers Sounds Home Sounds Upload amp Manage Sounds Configuration Upload amp Manage The Sounds configuration page allows you to customise the v hours greetings The Upload amp Manage section allows you t p Recording1001340933700 p Recording1001340934460 JE Recording1001340935642 J default Your reception allows your vtalk to manage the flow of calls for your business Chapter 7 General Reception Settings Managing your calls Your vtalk lets you manage the flow of your calls including the ability t2. Enabled e Disabled lf office hours are enabled they w Times Monday 09 00 AM Tuesday 09 00 AM Section 4 Holidays Setting up your Holidays For times when your office is going to be closed for public holidays or other events you can define date ranges During the dates specified your callers will be greeted with either the standard after hours message or your own custom greeting If you have voicemail enabled under Reception then these settings will be used for when callers are given the opportunity to leave a message As the dates are not tied to a year you can keep standard dates setup for major events such as christmas new years and they will continue to repeat each year Extensions Groups Providers Sounds Home Reception Holidays Holidays General Advanced Office Hours Holidays allow you to override the default office hours for rect message Contigure Holidays Name Date Holiday ge Aug 18 to Aug 18 2012 vtalk Holdings Pty Ltd vtalk is a registered trademart Designed and built by vtalk in Sydney This is version 1 7 0 8 all Log See data on the calls made received and missed on your vtalk Chapter 8 Incoming Calls Viewing your calls Extensions Groups Providers Sounds By default when you view your call logs it ll show you all the Home Call Log Incoming calls for the current day including a graph mapping the calls hourly Call Log Us
3. Voicemail Your vtalk has a powerful voicemail system that gives you the option to store messages either on the vtalk box or delivered to via email Voicemail to email By default your vtalk will deliver voicemail messages to the email address assigned to the extension The message will be attached as a WAV file which can be played on major smartphones iPhone Android Windows Phone Stored on the vtalk When you have voicemail configured to store on the vtalk any message left will enable the Message Waiting Indicator MWI function on your IP handset Pressing the voicemail message button on your phone will log you into your voicemail box to listen to your message s The vtalk allows a maximum of 99 messages to be stored in any mailbox so its important to regularly clear them out to ensure you don t end up with a full mailbox You can clear all messages by clicking the delete icon next to the mailbox on the Voicemail page Extensions Groups Providers Sounds Home Voicemail General Voicemail Your vtalk includes a powerful voicemail system that is capal and send a message notification to your handset when you h Settings Storage Stored on vtalk Sent via email Usage Usage You re currently using 1 of your Mailbox Test User x j P A i 4 f 4 p i N i h A beet SY i J d N Find out more information about your vtalk including licensing warranty and more Chapter
4. Welcome Congratulations on purchasing a vtalk We re glad to have you as part of the vtalk family This guide will run you through how to setup your vtalk and get your business running in no time at all Chapter 1 Getting Started with your vtalk What s in the box The vtalk is designed to be really to use and install In the box you ll find the vtalk itself and an Australian power supply What you ll need You will need a network cable and a spare power point to connect your vtalk to your network The first steps To get started with your vtalk requires only a few simple steps 1 Connect a network cable to the back of the vtalk plug the other end into your modem router or your ethernet switch 2 Connect the power supply to the back of the vtalk and then plug into a mains power outlet Getting started Now that we ve connected up the vtalk to your network its time to get started setting it up Chapter 2 Logging into your new vtalk To find your vtalk on your local network there s 3 ways to identify it 1 After plugging in your vtalk after approximately 2 3 minutes visit http locate vtalk com in your favourite web browser Here you will see the IP address your vtalk has obtained on your local network as well as the serial number of your device Clicking on the IP address will take you directly to your vtalk If you are a Mac user or you have Bonjour Wi
5. Enabled e Disabled e Enabled Disabled Enabling a Cloud handset vtalk includes a feature called cloud extensions these are extensions that once configured can be plugged in to any internet connection and securely tunnel back to your office no firewall changes or ports to open The vtalk supports automatic cloud provisioning of the following Snom phones e Snom 370 e Snom 820 e Snom 821 e Snom 870 e Snom 720 e Snom 760 e Snom MeetingPoint If you ve provisioned one of these phones as an extension edit the extension and then choose Enabled under vtalk cloud and hit Save Changes The phone should reboot and once finished you ll see a VPN icon on the handset You can now take the phone and plug it into any internet connection The phone will act as if its in the office and you can ring other extensions groups or phones numbers Extensions Groups Providers Sounds Recept Caller ID Phone Number Outbound Caller ID Device Details Provisioned Handset Password vtalk cloud Voicemail Voicemail Call Types snom370 000413264644 Unprovision tr PJvSBNiIGGONuUHpJydBmz Enabled e Disabled e Enabled Disabled Assigning a direct number to an extension Extensions Groups Providers Sounds Recept If your provider carriers offers you multiple phone numbers using the vtalk you can assign a direct number to an extension Home Extensions Edit Extension 100 gi
6. 2 Go to the Extensions tab 3 Click the bright blue New Extension button on the top right hand side Name 4 Choose an extension number you want to assign to this user this can be any 3 or 4 digit number ie 100 Email Address S Enter the name of the person associated with this extension 6 Enter the email address for this person so you can receive voicemail notifications Caller ID ip If you d like to assign a direct phone number to this extension enter it here with the area code no spaces or dashes Phone Number Outbound Caller ID 10 Al 12 13 14 If you d like to display a different number when dialing out from this extension say your direct phone number enter it here Make sure this phone number is actually one you own or you may be unable to make calls If you have plugged in your support handsets they will display as a drop down menu with a list of devices and their corresponding MAC addresses Choose what device you want to auto provision To manually configure a phone not supported by auto provisioning see Non Auto provisioned Phones Choose whether or not voicemail is enabled for this extension If you choose to not enable voicemail for that extension the vtalk will simply play a message saying they re unavailable Choose the call types for this extension These are the types of call the user will be allowed to make out The user will be able to receive any type of call in to
7. Editing a group 1 Log into your vtalk 2 Click on the groups side tab of the vtalk 3 Click on the edit link next to the group you wish to modify Changing a Group s Name Much like changing a user s name the group s new name cannot be blank Change the group s name to the form you wish it to take and click save It should now be updated in the group listing Changing a Group s Extension Much like with changing a user s extension you cannot change a group s extension to an extension that is already in use The new group extension must be between 3 4 digits Enter the new extension you wish to use and the box will turn green or red depending on if that extension is valid or not Click save when you re satisfied with the edited extension value Make a test phone call to the group s extension from a phone not within that group to check that the group is functioning correctly Changing a Group s users Click the check box next to the users you wish to add to the group and unclick the checkbox next to the users you do not wish to have in the group For those added to the group who are currently in another group this group will replace their current group Those removed will not be assigned to any group and can be moved into another group or not associated with groups at all Hit save when you are satisfied with the group changes then make a call to that group from a phone outside of the group to verify the righ
8. IP Address Log into the phone s interface or bring the phone s interface up on your computer as per the manufacturer s instructions Enter the username and password for the new extension in the phone s interface and set the server for the phone to be the IP address of your vtalk that you noted earlier Save the configuration on the phone The phone should restart Your phone should now work with your vtalk Extensions Groups Providers Sounds Recep Device Details Provisioned Handset Sorry we couldn t find any phones on Password PJv98Nj6gONuHpJydBmz Voicemail Voicemail e Enabled Disabled Call Types M Local 4 STD J International M Mobile Phones M 1300 numbers MM 1800 numbers M 13 numbers Chapter 3 Advanced Settings Your vtalk allows you to configure advanced settings for each extension that can follow you to any number or integrate with your calendar Follow Me Follow Me allows you to specify a forwarding number to reach you on in case you aren t near your desk phone This number can be a phone number extension or even group Calendar Your vtalk can integrate your extension and calendar together so that in case you are busy your phone can automatically go to voicemail or your Follow Me setting vtalk supports CalDAV iCal and Google calendars Your calendar status is refreshed every 15 minutes and looks ahead 90 minutes For CalDAV servers you m
9. provider is really straightforward Most of the time you ll want to just change the associated number username or password but it s the same principle as editing an Extension or a Group If you ve changed providers we d recommend deleting your existing provider and creating a new provider just to be sure you re using the correct details I Ze Login to your vtalk and click the Providers menu Click the edit link next to the provider you want to modify Change the provider details Click the Save Changes button Make a test call with one of your phones to verify that the changes to the provider has not affected your service a Extensions Groups Providers Sounds R Home Providers Editing Provider Engin Edit Provider Engin Provider Details Provider Phone Number Provider Prefix Authentication Username Engin 0386829189 What is your phone number with t 21 Between 20 am f you set a prefix for this provider blank 0386829189 The username for this provider Deleting a Provider Deleting a provider will stop that number being routed to your system if you do not reuse that number on another provider If you delete all of your providers you will need to create a new provider before you will be able to make calls outside of the vtalk network I Login to your vtalk and click the Providers menu 2 Click the delete Icon next to the provider you want to remove Si Click yes on the notifi
10. their extension lf you are satisfied with all of the information press the Create extension button and the user will be added to your vtalk lf you used an automatically configured phone the phone should download the configuration and restart Your phone should now work with your vtalk You will know that your phone is online by navigating back to the extensions page and seeing Online next to the Extension in the list 0 oo Extensions Groups Providers Sounds Recep Caller ID Phone Number Outbound Caller ID Device Details Provisioned Handset Voicemail Voicemail Call Types Sorry we couldn t find any phones on e Enabled Disabled M Local MO STD M International M Mobile Phones M 1300 numbers AO 1800 numbers Non Auto provisioned Phones If you are using a handset that isn t supported by the vtalk auto provisioning system The vtalk will auto provision Snom Aastra and Yealink handsets you ll need to manually configure the details in the handset iif 2 Complete the instructions for creating and setting up your user The vtalk will automatically generate a secure password for this new user which you will need for the phone View the user s extension and password by clicking the edit button next to the user you wish to associate with this phone Make a note of the user s extension and password Click on the system tab and make a note of the vtalk s
11. to add a prefix A prefix allows you to override the default vtalk call routing rules and send calls to this specific Provider A prefix needs to be 2 digits long and between 20 and 99 Extensions Groups Providers Sounds Home Providers Providers List Providers Providers connect your vtalk to the outside world A provider means you can get setup in a flash Name Status Engin 15ms fol ale e a LSe oS 2012 vtalk Holdings Pty Ltd vtalk is a registered trademart Designed and built by vtalk in Sydney This is version 1 7 0 8 Adding a manual provider You ll need more information from your provider including the username phone number and password You ll also require the SIP server that the provider uses and potentially also the SIP Provider s realm if none is provided don t worry you can just leave it blank Ae 2 10 Login to your vtalk and click the Providers menu Click the Add button to get to the add provider page Choose other from the drop down list Enter a custom name for your provider this is what it will be displayed as in your providers list Enter the SIP server added by the provider Do not include the sip values before the provider if your provider has included these in the sip address Enter the phone number given to you by the provider Enter the username given to you by the provider Enter the password given to you by the provider Choose the typ
12. 10 System Status The system page shows you important information about your vtalk and its current status At a glance you can see the current time and date serial number and the firmware you re currently running If you ever need to contact us for support this type of information is important Additionally you can see the number of extensions your vtalk is licensed for when your vtalk s warranty expires and finally your vtalk number Your vtalk number allows you to call other vtalk users at no cost simply dial their vtalk number from any handset connected to your vtalk You can also call our office for free by dialing VTALK 88255 from your handset connected to your vtalk its a completely free call Your vtalk number can be used in advanced reception as an option to dial so if you had multiple vtalks you can simply make it dial that number to transfer it to your other office 000 Extensions Groups Providers Sounds Home System Status System Status Timezone Maintenance Setting Time amp Date Serial Number Firmware Settina Password Re Details Fri Sep 14 17 13 00 D1C6 1837 B27C 8 Your vtalk is current Details Chapter 10 Timezone Setting the time Having accurate time information is very important for the vtalk to function correctly By default your vtalk will set itself to sydney NSW timezone and each hour it will consult our time sync server for accu
13. cation that asks you if you want to confirm deleting this provider 4 The provider should no longer be in the providers list vtalk Providers provider and calls to it will no longer route to your vtalk Please confirm that you wish to delete this provider Doing so will immediately removi Confirm De ounds Customise how your callers are greeting by uploading your own music and greetings to your vtalk Chapter 6 Managing Sounds Your vtalk allows you to upload MP3 files for greetings and music on hold to play to callers when they are waiting Each MP3 must be under 10MB in size and should be encoded as a Constant Bit Rate CBR MP3 file For the best sound quality when recording greetings on your computer we recommend a good quality condenser microphone to cut out as much background noise as possible If you d like to get studio recordings for your business contact us and we can arrange this for a reasonable fee Configuring Greetings Under the Sounds page on your vtalk you can specify what greeting to play to callers for daytime and after hours Click on the Edit icon next to a greeting to override the default vtalk audio with your own that you ve uploaded The after hours messages are played outside of your defined office hours that can be configured under Reception Extensions Groups Providers Sounds Home Sounds Configuration Sounds Configuration Upload amp Manage
14. d Changing your password Your vtalk uses default as the factory password and we recommend changing this once your vtalk is setup To change your password enter the current password and then the new password and one more time to confirm it Clicking Change Password will log you out of your current vtalk session and require you to log back in using the new password you set lf you ever forget your vtalk s password contact our helpdesk at help vtalk com with the serial number of your vtalk and we ll reset the password for you Extensions Groups Providers Sounds Home System Password System Status Timezone Maintenance Re We recommend changing the default password on the vtalk c If you change your password you will need to log in again Password Current Password New Password New Password Confirm Password Chapter 10 Registration Your registration Extensions Groups Providers Sounds The first time you login to your vtalk you are prompted to Home System Registration register it By registering it gives you access to warranty as well as activates you on our vtalk network so you get automatic backups and software updates System lts important to ensure your registration information is up to date for warranty purposes If your details have changed at all please contact us at help vtalk com with the updated information along with your vtalk s serial number Status Time
15. d Snom 370 do the following The 2 Log in to your vtalk Click on the Extensions item in the navbar Click Enabled next to vtalk cloud Click Save Changes Your phone will now reboot Once you see the VPN icon on the handset its ready to take offsite Extensions Groups Providers Sounds Recept Device Details Provisioned Handset Password vtalk cloud Voicemail Voicemail Call Types snom370 000413264644 Unprovision th PJv98Nj6gONuHpJydBmz Enabled e Disabled e Enabled Disabled WY Local STD M International M Mobile Phones M 1300 numbers M 1800 numbers M 13 numbers Section 6 Devices Managing Provisioned Devices Your vtalk supports automatic configuration and provisioning of various handsets In the event that you change devices or are no longer using a device you can remove them from your vtalk The devices tab shows you the devices currently available to your vtalk including which user they are provisioned to You can also see whether the handset is a cloud supported one If you remove a device it will unprovision it If its currently associated with a user it will stop the device from working eh a ei Extensions Groups Providers Sounds Horne Extensions Devices Devices Your vtalk supports a range of manufacturers to ease deployment W those devices connected and remove them from your vtal
16. data for the current day simply click on Call Log and Incoming by default it will display data for the current day Choose Export and your data for today s outgoing calls will be displayed Chapter 8 Missed Calls Viewing your calls By default when you view your call logs it ll show you all the calls for the current day including a graph mapping the calls hourly Using the Show menu to the right of the screen you can choose either Yesterday Last 7 days or Last 30 days worth of data to display Exporting your calls Your vtalk allows you to export your calls to a Comma Separated Values CSV file which is compatible with leading spreadsheet applications for importing the data Using the Show menu to the right of the screen you can choose the date range and then export the data for this time period To export data for the current day simply click on Call Log and Incoming by default it will display data for the current day Choose Export and your data for today s missed calls will be displayed Extensions Groups Providers Sounds Home Call Log Missed Call Log Incoming Outgoing No Calls There haven t been any calls today 2012 vtalk Holdings Pty Ltd vtalk is a registered trademar Designed and built by vtalk in Sydney This is version 1 7 0 7 Voicemail Make sure you never miss an important call with vtalk s powerful voicemail system Chapter 9
17. es of calls this provider will be allowed to make If you don t want to limit calls just leave them all enabled by default lf the provider you are adding is a gateway device click the This is a SIP Gateway device check box 800 Extensions Groups Providers Sounds Home Providers New Provider New Provider Provider Details Provider Other Name Phone Number Provider Prefix Between 20 an Authentication 11 12 13 14 ine Enter the realm given to you by the provider if there is none given leave this blank Enter the specific port given to you by the provider If the port they have listed is 5060 leave this box blank Hit the Create Provider button and you ll be redirected to the provider list If the Provider status shows as Unreachable refresh the browser after 20 seconds If you re still seeing Unreachable or any other error message please contact your Provider to ensure your details are correct If the status shows as Registered then you are ready to start making calls a Extensions Groups Providers Sounds SIP Port The port to use for the SIP Server Username The username for this provider Password The password for this provider Advanced Options Device This is a SIP Gateway device If you re using a PSTN GSM ISDN SIP Realm What SIP realm to use Leave blar Call Types M Local M STD M International Editing a Provider Editing a
18. ing the Show menu to the right of the screen you can choose either Yesterday Last 7 days or Last 30 days worth of data to display Incoming Outgoing Missed Exporting your calls Your vtalk allows you to export your calls to a Comma Separated Values CSV file which is compatible with leading spreadsheet applications for importing the data Using the Show menu to the right of the screen you can choose the date range and then export the data for this time period To export data for the current day simply click on Call Log and Incoming by default it will display data for the current day e Choose Export and your data for today s incoming calls will be displayed Chapter 8 Outgoing Calls Viewing your calls Extensions Groups Providers Sounds By default when you view your call logs it ll show you all the Home Call Log Outgoing calls for the current day including a graph mapping the calls hourly Call Log Using the Show menu to the right of the screen you can choose either Yesterday Last 7 days or Last 30 days worth of data to display Incoming Missed Exporting your calls Your vtalk allows you to export your calls to a Comma Separated Values CSV file which is compatible with leading spreadsheet applications for importing the data Using the Show menu to the right of the screen you can choose the date range and then export the data for this time period To export
19. k The vtalk has great out of the box support with pre configuration for a range of certified providers making it easy to get your business up and running in minutes If your provider isn t supported out of the box don t worry you ll simply need more details than just your number username and password Adding a new provider Make sure you have the username phone number and password for this provider that your provider has given to you before you start 1 Login to your vtalk and click the Providers menu 2 Click the New Provider button SF Choose your Provider from the drop down list 4 Enter the phone number given to you by the provider Extensions Groups Providers Sounds Home Providers New Provider New Provider Provider Details Provider Engin Phone Number Provider Prefix Between 20 an Authentication Username 5 Enter your username and password given to you by the provider 6 Choose what types of calls this provider can make If you don t want to limit calls just leave them all enabled by default 7 Click the Create Provider button 8 Your provider will now be created and the image next to the provider in the provider list will indicate the status of the provider red for offline green for working 9 Try making a call out from one of your phones to test that the provider is functioning properly Setting a prefix When adding a new Provider you are presented with the option
20. k if you are Device User IP Ad Snom370 Test User 192 11 NO VERSION 2012 vtalk Holdings Pty Ltd vtalk is a registered trademark Designed and built by vtalk in Sydney This is version 1 7 0 5 of vtalk Groups are a number of extensions that can be reached on a single extension number Chapter 4 Managing your Groups Extensions Groups Providers Sounds Recept Home Groups New Group Groups are an easy way to manage multiple extensions Whether you want to create a secretarial group who will have New Group their phones ring for all incoming calls on your main number or want to set up groups for your sales support or other divisions vtalk makes it straightforward Each group has its own unique extension and can have a direct phone number associated Group Details Group Name Adding a new Group 1 Log into your vtalk Group Extension 2 Click on the Groups menu at the top of the page ot Click the blue New Group button on the right of the screen Direct Number 4 Give your group a name ie Sales Support etc Sy select the unique extension to assign to the group 3 or 4 digits Group Members 6 Select the extensions that you want to be part of the group Members 100 Test U 7 Choose the ringing style i est User 1 Ring All will ring all extensions in this group Group Options gt Strategy Ring All 10 AF T2 Round robin will ring the extension
21. ndows or Avahi Linux BSD installed you can visit http vtalk local in your favourite web browser If the first two options aren t working for you then you ll need to login to your router and view the DHCP table this will show you the vtalk s IP address on your local network You may need to refer to your router s manual or to your IT department in order to assist with how this is done What s the default password The default password for your vtalk is default Welcome to your vialk To get started plea information to help you If you get stuck fee Password r e 2012 vtalk Holdings Pty Ltd vtalk is a registered trademark Designed and built by vtalk in Sydney This is version 1 7 0 3 of vi Extensions Extensions represent the people in your organisation Each extension will have a phone attached to it Chapter 3 Adding users and aoo phones Extensions Groups Providers Sounds Recep Home Extensions New Extension Adding a new user to your vtalk is very straightforward Each user has their own extension on the vtalk and you ll be able to New Extension get in contact with them by dialing the extension on your phone You ll need a phone or soft phone like vtalk touch per user so make sure you have enough phones for all of your users before you start Extension Details ily Log onto your vtalk Refer to section 1 Logging into your vtalk Extension Number
22. nitor the parking lot extensions so that you can easily pickup the call Tell your handset to monitor a BLF for extension 71 79 e 90 If you have Voicemail configured on your vtalk to be stored on the vtalk instead of via email dialing 90 will allow you to retrieve the messages The extension must be dialed from the phone you wish to check the message s for 8 If you are a member of the same group as someone s phone who is ringing you can pickup their call by dialing 8 If you have no groups setup you can answer any phone that is ringing e 240010 Through our vtalk network we offer a test number that lets you confirm the latency on your network When you ring this number you ll hear a countdown of 5 4 3 2 1 and then a beep What you say will be repeated to you If you hear any delay with what is repeated back to you it will give you an idea of the latency on your network e 240011 This will read back your vtalk number that will allow other vtalk users to be able to contact you for free
23. o have it automatically answer your calls and put callers on hold or give them options to press 1 for Sales etc General General Reception settings are where you can specify how to greet your callers and who to ring The daytime greeting will automatically answer calls and play a message before ringing the extensions and or groups you have defined to ring Your ring duration specifies how long to ring the extension groups for before going to voicemail if you have it enabled on at least 1 extension lts important to note the duration of your ring to ensure there s no conflict with timeouts for Groups or FollowMe Extensions Groups Providers Sounds Home Reception General Reception General Advanced Office Hours Holidays Your reception settings let you define how calls flow into your greeting to the caller Your reception settings honour the office Greeting Daytime Greeting Enabled e Disabled Reception Extensions Extensions 2 101 Test User 2 102 Test User 2 2 103 Test User 3 104 Test User 4 Section 2 Advanced Reception Extensions Groups Providers Sounds Reception Configuring your Advanced Reception eei oden detente Advanced reception allows you to give your callers options to Disabled press to transfer them to extensions groups voicemail boxes phone numbers and sounds You must have a greeting uploaded in order to play to your callers Greeting When you enable the Ad
24. rate time Our sync server uses GPS timing to ensure accurate time To change the timezone simply select your location under New Timezone and click Save Settings Please note that when you do this it may interrupt any calls that are in use so please ensure you check before making this change Extensions Groups Providers Sounds Home System Timezone System Status Timezone Maintenance Password Re Setting the correct timezone on your vtalk is important so that Current Timezone Your current timezone is set to New Timezone Location Australia Sydney Save Settings Chapter 10 Maintenance Reboot your vtalk Your vtalk is designed to look after itself and ensure that all services are running to their optimum level In rare cases you may need to reboot your vtalk To safely reboot your vtalk click on the Reboot vtalk button Doing this will interrupt any phone calls currently happening so take precaution before clicking the button Extensions Groups Providers Sounds Home System Maintenance system Status Timezone Password Re Your vtalk features our self healing technology to ensure its w Reboot You can reboot your vtalk by pressing the button below p reboots We will redirect you when you have finished 2012 vtalk Holdings Pty Ltd vtalk is a registered trademar Designed and built by vtalk in Sydney This is version 1 7 0 8 Chapter 10 Passwor
25. s one by one until the call is answered Least busy will send the call to the user that has fielded the lowest amount of calls today Group Announcement allows you to choose a greeting to play to the caller when they ring into the group This could be useful if you are calling into a sales group Periodic Announcement and Frequency allows you to choose a greeting to play to the caller if members of the group are busy something like Your call is important to us The frequency defines how often to play this message Group voicemail has two main options lf you enable group voicemail and set a timeout if the call is not answered within this timeout period the caller will be taken to voicemail and played the greeting defined in Voicemail Message If voicemail timeout is set to O then callers will stay on hold indefinitely until their call is answered They can however press 0 to leave a message whilst they are on hold Click the create group button to create the group Make a note of the group s extension and call it from a phone outside of that group to make sure the group is functioning correctly e600 Extensions Groups Providers Sounds Recept Group Announcements gt Group Announcement None ap Periodic Announcement None Frequency 0 seconds Group Voicemail Voicemail Enabled e Disabled Voicemail Timeout 30 seconds gt Voicemail Message None Members 100 Test User
26. stem Extensions Groups Providers Sounds Recept Horne Extensions Edit Extension 100 Edit Extension 100 Gene Advanced Extension Details Extension Number 100 The Number you will reach this extensio Name Test User The name of the person using this exten Email Address test test com The email address this extension will re Caller ID Phone Number You can assign a direct phone number t Outbound Caller ID Chapter 3 Removing an Extension Removing an extension from the vtalk is a simple process ile 2 Log in to your vtalk Click on the Extensions menu item in the top navbar Click the red Delete icon next to the extension you wish to remove You will be presented a confirmation dialogue to confirm Click confirm to delete the extension vtalk Extensions Please confirm that you wish to delete this extension Doing so will immediate this extension from your vtalk and any handsets currently connected will cease function Chapter 3 Cloud Extensions What is a Cloud extension A cloud extension allows you to take a supported and provisioned handset from your office and plug it into any internet connection anywhere in the world and it will seamlessly connect back to your office securely Cloud extensions are great for teleworkers and anyone that needs to be working from a different location To make an existing supported extension Snom 8XX Snom 7XX an
27. t people are being called Changing a Group s ringing style Changing a Group s ringing style is very straightforward Simply choose the new ringing style you want to use ring all to ring all of the extensions simultaneously round robin to cycle through calling each extension sequentially or least busy call the user who has fielded the least number of calls today Click save after you have changed the group s contents and make a test call to that group from a phone outside of the group to verify the group ringing style has changed Deleting a group You delete a group by logging into the group s edit interface by the process outlined earlier in this section A group cannot be deleted if it is being used as a reception group or an IVR group the option will not be available in the interface When you delete a group all of the group members will have no group set allowing you to add them to a different group The extension for the group will no longer function Log into the edit interface of the group As specified above Click the delete button in the top right hand corner Click yes on the confirm notification Your group has now been deleted the group will no longer function and the extension will no longer dial those numbers Providers Providers allow you to make and receive phone calls on your vtalk Chapter 5 Setting up a Provider Providers are at the core of making phone calls with vtal
28. ust enter the server address with http or https included Extensions Groups Providers Sounds Follow Me Follow Me Follow Me Number Calendar Calendar Type Password Server Address Enabled e Disabled db Chapter 3 Editing a user Changing the configuration of an already created extension is easy with vtalk To edit an existing extension ile Log into your vtalk 2 Click the extensions page S Click edit on the extension you wish to modify 4 Follow the instructions below for the user element you wish to modify Changing a user s phone lf the phone is provisioned and managed by the vtalk and you want to change to another phone provisioned and managed by the vtalk edit the extension click on Unprovision and then choose the handset you wish to change to in the Provisioned Handset drop down menu If the handset isn t provisioned by the vtalk and you are manually configuring it remove the settings from the old phone and manually apply them to the new handset Refer to your handset manufacturers user manual on how to do this or visit help vtalk com to see if there s an article written how to do this Extensions Groups Providers Sounds Recept Caller ID Phone Number Outbound Caller ID Device Details Provisioned Handset Password vtalk cloud Voicemail Voicemail Call Tynes snom370 000413264644 Unprovision tr PJv9BNiGgONuHpJydBmz
29. vanced Reception your General reception settings will be overridden Reception Greeting Recording1001340933700 To add a new option press the Add Option button You will be presented with a popup dialogue that allows you to specify the option to dial 1 or 2 digits the action and destination The Options destination is in context to the action so if the action is to ring an extension the destination is the extension to dial Gatien The default timeout lets you specify how long to wait for gt someone to select an option before defaulting to one About 10 20 seconds is generally a good range of time Default Timeout 20 seconds Section 3 Office Hours Setting up your Office Hours Your office hours allow you to define when your calls should ring and when your office is closed Outside of the defined office hours your callers will be presented with the night time after hours message which will be either the vtalk default sound or one you ve customised If you have voicemail enabled your callers will be presented with the option to leave a message after the message plays By disabling office hours your phones will always ring regardless of the time Extensions Groups Providers Sounds Home Reception Office Hours Office Hours General Advanced Office Hours Holidays Your office hours define when the vtalk will ring and when it v ring at any time of the day Office Hours Use Office Hours
30. ving them a direct line from the outside To assign a direct phone number to an extension is easy with Edit Extension 100 vtalk ie Log into your vtalk 2 Click the Extensions link in the top navbar 3 Click the Edit icon next to the extension you wish to modify Extension Details 4 Fill in the phone number including area code in the Phone Number field Extension Number 100 D Click Save Changes Name Test User Changing a user s extension Changing a user s extension is straightforward but there are some requirements You cannot change a user s extension to an extension that is in use by either a user or a group The new extension must be between 3 and 4 digits Email Address test test com Caller ID Simply change the user s extension to the new extension value that you want and click the save button Test the change by Phone Number making a call to this extension with another one of your phones Outbound Caller ID Changing a user s name Changing a user s name is straightforward Simply edit the name of the user to the name you want it to be and click the save button Changing a user s email address Email addresses are used for sending voicemail to users Replace the email address with a valid new email and test the functionality by leaving a voicemail for this user with another phone The voicemail should be emailed to the new address within a minute or two of it being left on the sy
31. zone Maintenance Password Re Your registration information is important to keep up to date fi Your Detalls Info Details Company Name vtalk Contact Name vtalk Email Address jeremy vtalk com Phone Number 1300188255 Address 1 vtalk way vtalkto Reacallar vtalk Feature Codes Feature codes allow you to control some aspects of your vtalk from your desk or soft phone Chapter 11 Feature Codes What s a feature code Your vtalk allows you to manage some aspects of it by using your phone attached to an extension The following Is a list of feature codes available on the vtalk and a brief explanation about what they do and how they can be used e 50 If you dial this number from any handset connected to your vtalk you can record a greeting that will appear in the vtalk s user interface under Sounds This greeting can be used for IVR s Reception and other areas e 60 If you dial this number from any handset connected to your vtalk you can record a custom voicemail greeting from the extension you dialed from This will override the default vtalk greeting for the extension e 70 The vtalk allows you to Park a call so that it can be picked up from another handset When you are on a call transfer the call to extension 70 The call will then be avail able to be picked up from the parking lot that is extension 71 79 e We recommend configuring your desk phone to mo
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