Managing Your Timeframes

Watch our step-by-step video tutorial on managing your telephone system.

Video Transcript

0:01 Welcome to the B1 Communications Training Academy. Today’s video is for office managers, and we’ll be showing you how to manage timeframes.

0:10 Also known as schedules. This allows you to track colours to a specific auto attendant or user during set times. For instance, a closed message outside of office hours and a holiday greeting during statutory holidays.

0:24 We also offer a manual option using a programmed button on your phone to toggle between settings. Be useful when your hours have some flexibility.

0:33 Contact your customer care team to get a timeframe toggle set up for your business. Let’s begin by selecting the Timeframe tab.

0:41 Let’s add a new timeframe. You have three options, always, days of the week, and specific dates and ranges. We’ll create two timeframes for this video, the first being called office hours using days of the week, perfect for your regular office hours.

1:00 Today’s your open, and slide the bar to your open and closed times. You can also use the green check mark on the right hand side to separate the days, perhaps your closed for lunch, like this.

1:30 Create a holiday timeframe. We’ll be using the specific date or ranges. And let’s create good Friday on April 7th. And just make sure you slide the hours bar to 11pm to ensure you’re closed the full day.

1:50 We can use the green plus to add more days on the right. Let’s also add Victoria Day on May 22nd.

2:03 You can enter your entire year’s worth of statutory holidays within 15 minutes, so you’ll never forget. Now that we have our two timeframes, let’s go to inventory and assign them to a telephone number.

2:16 We’ll then need to assign the treatment of each timeframe, so collars are directed to the right place every time. We use the middle telephone number, and on the top left hand side, enable timeframes.

2:30 You’re going to want to add each timeframe you’d like to use. For us, that’s office hours and holidays. The next step is going to be assigning treatments.

2:40 For office hours, we’ll send colours to the office greeting auto-attendant. And for holiday hours, we’ll send colours to the holiday auto-attendent.

2:54 Now default represents any and all hours outside of your office hours, meaning you don’t have to create a separate timeframes.

3:00 For closed hours, let’s send colours to the closed auto-attendant. Now you’re almost done, but there’s one very important step left.

3:09 The system automatically starts from the top and works its way down the list, meaning your holiday timeframes should be first as it overrides office hours, and the second option should be your office hours, followed by default as the last option.

3:25 If this order is wrong, your timeframes won’t work properly.