Schedules are an incredibly handy way to manage your call flow based on the day of the week or time of day. Here are a few best practices to help you optimize the schedules feature on your cloud phone system.
Pre-plan your schedule configuration.
Maybe you need the most basic call schedule (one that operates during normal business hours and then directs your calls to a specific location after hours). Maybe you need several schedules (one for weekday business hours, one for after hours, one for an individual user, etc.). No matter your needs, it’s best to plan out your phone schedule(s) prior to configuration in the system. This will help you build a flawless schedule and cover your calls from the start.
Preconfigure your routing options first.
While it’s easy to create new system components via the links on the New Schedule page, it’s much faster to already have these components configured on your system.
For example, ABC Company wants all of its after hours calls routed to their answering service. They have already configured the forwarding number component, so they can easily connect their after hours schedule to that routing option.
The routing options for schedules include the following system components:
- Audio File
- Auto Attendant
- Forwarding Number
- User Groups
Name a schedule and each schedule range something easily recognizable.
Create a name for each schedule (and its ranges) that is easily recognizable by everyone on the system. As an example, ABC Company has a schedule named Weekday Business Hours. Within that are three schedule ranges: Morning Office Hours, Lunch and Afternoon Business Hours. It is clear how the day is broken up and calls a routed based on those ranges.
Add the schedule to a call flow.
Once a schedule is created, it is essential to add it to the call flow for the phone number where you want the schedule to apply. The schedule will not work until it’s added to a call flow.
Place calls to test the call flow.
We always recommend that you test your call flows any time you make updates. This is the only way to know that the call experience is as you intended.