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© 2015 CDK Global, LLC. All rights reserved. The CDK logo is a trademark of CDK Global, LLC. June 18, 2015 66933-07 1 CDK Receptionist Console Quick Reference Guide *455132* Accessing the Receptionist Console The CDK Receptionist Console is a web-based application, which you access over the Internet using a web browser, for managing calls more quickly and efficiently at your dealership. Logging in to the Receptionist Console 1. Open a web browser and navigate to https://receptionist.networkphoneasp.com/. 2. Type your User ID and Password that CDK provided, then click Sign In. Note: To bookmark the CDK Receptionist Console as a favorite in your browser, click Bookmark this page when logging in. Note: Only one PC can be logged in to a receptionist console user ID at a time. Logging Out of the Receptionist Console To log out of the Receptionist Console, click Sign Out in the application header. Handling Calls The Receptionist Console is a software-based attendant console that provides multiple ways for handling incoming and outgoing calls for your CDK Network Phone. Answering Calls On the Call Console pane, click for the call entry you want to answer. Ending Calls On the Call Console pane, click for the call entry you want to end. Making Calls Dialing Contacts 1. On the Contacts pane, click the tab to open the directory of the contact to dial. 2. Click to select the contact to dial. 3. Click the button for the number to dial: CALL: outside number EXT: internal extension MOB: mobile number Dialing Ad-hoc Numbers On the Call Console pane, type the number or extension to dial in the Enter Number field, then click . Redialing Numbers On the Call Console pane, click , and then click the number from the list of numbers and extensions that you have called recently. Placing Calls on Hold On the Call Console pane, click for the call entry. To retrieve the call from Hold, click for the call entry Parking Calls You can monitor park extension slots on your Favorites tab in the Contacts pane. To park a call, on the Call Console pane, click . To retrieve a parked call before the call automatically reverts back to you, dial *88 and then the park extension. Setting Call Forwarding 1. In the application header, click Settings. 2. Click the Services tab. 3. Click to select Call Forwarding Always, click to select the Active check box, then in the Forward To field type the extension or 10-digit number to forward calls to. 4. Click Save. The call forwarding icon displays in the application header. 5. In the application header, click Back To Application.

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Page 1: CDK Receptionist Console Quick Reference Guideblog.mynetworkphone.com/wordpress/wp-content/...CDK Receptionist Console Quick Reference Guide *455132* Accessing the Receptionist Console

© 2015 CDK Global, LLC. All rights reserved. The CDK logo is a trademark of CDK Global, LLC. June 18, 2015 66933-07 1

CDK Receptionist Console Quick Reference Guide

*455132*

Accessing the Receptionist Console The CDK Receptionist Console is a web-based application, which you access over the Internet using a web browser, for managing calls more quickly and efficiently at your dealership.

Logging in to the Receptionist Console 1. Open a web browser and navigate to https://receptionist.networkphoneasp.com/. 2. Type your User ID and Password that CDK provided, then click Sign In. Note: To bookmark the CDK Receptionist Console as a favorite in your browser, click Bookmark this page when logging in.

Note: Only one PC can be logged in to a receptionist console user ID at a time.

Logging Out of the Receptionist Console To log out of the Receptionist Console, click Sign Out in the application header.

Handling Calls The Receptionist Console is a software-based attendant console that provides multiple ways for handling incoming and outgoing calls for your CDK Network Phone.

Answering Calls On the Call Console pane, click for the call entry you want to answer.

Ending Calls On the Call Console pane, click for the call entry you want to end.

Making Calls Dialing Contacts 1. On the Contacts pane, click the tab to open the directory of the contact to dial. 2. Click to select the contact to dial. 3. Click the button for the number to dial:

§ CALL: outside number § EXT: internal extension § MOB: mobile number

Dialing Ad-hoc Numbers On the Call Console pane, type the number or extension to dial in the Enter Number field, then click .

Redialing Numbers

On the Call Console pane, click , and then click the number from the list of numbers and extensions that you have called recently.

Placing Calls on Hold § On the Call Console pane, click for the call entry.

§ To retrieve the call from Hold, click for the call entry

Parking Calls You can monitor park extension slots on your Favorites tab in the Contacts pane.

§ To park a call, on the Call Console pane, click . § To retrieve a parked call before the call automatically reverts back to you, dial *88

and then the park extension.

Setting Call Forwarding

1. In the application header, click Settings. 2. Click the Services tab. 3. Click to select Call Forwarding Always, click to select the Active check box,

then in the Forward To field type the extension or 10-digit number to forward calls to.

4. Click Save. The call forwarding icon displays in the application header. 5. In the application header, click Back To Application.

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Quick Reference Guide

Transferring Calls You can transfer incoming calls to other extensions at your dealership. You can perform a “blind” transfer—where you don’t announce the call—or a “warm” transfer, where you announce the call to the transfer recipient.

Note: If you transfer a call to the wrong person, you can recall it quickly by following the steps in the Using Call Pickup section.

Blind Transfers 1. On the Call Console pane, click the call (active, held, or ringing) to transfer. 2. Transfer the call using one of the following methods:

§ Contacts pane: Select the contact to transfer the call to, then click . § Contacts pane: Drag-and-drop the call to the contact.

§ Call Console pane: Type the extension or number in the field, then click . Warm (Consulted) Transfers 1. Make or answer a call to/from the first party. 2. Dial the person to transfer the first call to. This places the first call on hold

automatically. 3. After the second person answers the call, announce the transfer, then click in

the entry of the first call. Voice Mail Transfers 1. On the Call Console pane, click the call (active, held, or ringing) to transfer. 2. On the Contact Directory pane, click the person whose voice mail you want to

transfer the call to, then click .

Using Call Pickup You can answer a call that is ringing on another phone at your dealership using the Call Pickup feature.

On the Contacts pane, click to select a phone ringing with an incoming call, then click . The call is now active on your phone.

Holding Conference Calls You can hold an ad-hoc conference call with two other participants.

1. Dial both parties that you want to conference on the call. 2. After the second party answers, click . 3. To end the conference, click one of the following in the Conference Call header: § To disconnect all parties from the conference call, click . § To disconnect only your phone from the conference call, click .

Managing Queues

Call Status Icon Waiting to be answered Message playing to caller

Call reordered Call bounced

Viewing Queues 1. In the Queued Calls header, click 2. Roll your mouse over View, and then click the queue you want to view. 3. In the queue header, click to expand the

queue so you can see incoming calls arrive. 4. To close a queue, click . Answering Calls in Queues 1. On the Queue Calls pane, click to select the

call to transfer to a queue, then click . The call then rings in your Call Console pane.

4. On the Call Console pane, click for the call entry you want to answer.

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Quick Reference Guide

Using Directories You can use the Contacts pane to view and search for contacts and to create custom speed dial entries.

The Contacts pane consists of the following directories/tabs:

§ Favorites: Contacts at your dealership that CDK has configured for you to be able to monitor

§ Enterprise: All contacts in your dealership group

§ Speed Dial: Contacts that you set up

§ Queues: Contacts in the call centers for your dealership group

Extension Status Icons You can quickly see the status of an extension in your directories.

Status Icon Available Green

Busy Red

Ringing Yellow Unavailable/ Unknown Grey

Do Not Disturb Private Call Forward All

Viewing Contact Directories On the Contact Directory pane, select one of the following tabs:

§ Enterprise: Shows all extensions for your dealership § Favorites: Shows the status of phones you have been set up to monitor § Custom Directories: Your dealership may have set up custom directories, such

as Parts, Service, or Sales. Only CDK can set up and maintain these groups. Custom directories are prefixed with a “C.”

§ Speed Dials: Shows the speed dial entries that you created. § Monitored: Shows the status of phones that you specifically have selected to

monitor Managing the Contacts Pane You can manage how the different tabs in your Contacts pane display:

§ View Hidden Tabs: If your screen can’t display all of the tabs in the Contacts Pane, click at the far right of all the tabs, then click the contact tab you want to view.

§ Close a Tab: Click the X at the right edge of the tab.

§ Restore a Tab: Click at the far right of all the tabs, then click the contact tab you want to view, which now displays as the first tab on the Contacts pane.

§ Sorting Entries: Click the column header to sort the contacts by that field in ascending or descending order.

Managing Speed Dial Entries You can create up to 108 different speed dial entries for the numbers you call most frequently.

1. On the Contacts pane, click the Speed Dial tab. 2. In the Speed Dial header, click . The Edit Speed Dials window displays. 3. Click to add a new entry, or double-click an existing entry to edit it. 4. Enter the information for the speed dial entry. The entry is saved automatically

after you enter the information. • Code: Select the speed dial slot for this entry. This value is what you enter

when manually dialing the entry from your phone. • Phone: Type the phone number or extension as you would dial it on your

phone. • Description: Type the person’s name (or other descriptive information).

Note: To delete an entry, select it, then click .

5. Click the X in the Edit Speed Dials window when finished adding or editing your speed dials to save the changes.

Searching Directories 1. On the Contacts pane, click the tab that you want to search. 2. Type the search criteria in the text box, and then press Enter. You can filter the

results by selecting a specific directory from the drop-down list. Making Notes You can add and edit a note for any contact in the Enterprise Directory.

1. Click the contact directory to open it. 2. Click Notes in the contact’s entry. 3. In the Notes pane, type the note. Click OK when finished to save the note.

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Quick Reference Guide

Viewing Call History The Call History window provides call logs for your phone. You can click-to-dial any number that displays in your Call History.

1. On the Call Console pane, click . The Call History window opens. 2. From the drop-down list, select one of the following to view your call history:

• Missed Calls: Shows the time of the most recent calls you received but did not answer.

• Received Calls: Shows the time of the most recent calls you have answered. • Dialed Calls: Shows the time of the most recent numbers you have dialed.

3. To dial a number from Call History, click to select the entry and then click Call.

Interface Layout The CDK Receptionist Console interface is separated into distinct sections (also known as panes) for ease of use.

Pane Description Header Provides access to

settings and help

Call Console

Shows all calls currently active on your phone

Queued Calls

Shows all calls currently waiting in a queue

Contacts Lists all available contacts and your speed dial entries

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