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Creating and managing Call Queues

Grayson
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This guide is for creating and editing call queues. If you are editing a call queue, scroll down to find 'Editing call queues'.


Creating a Call queue:


All call queue tasks are performed from the Call Queues page. To display this page, click the Call Queues icon on the menu bar:
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The following figure shows an example of the Call Queues page. The Refresh Button at the top-right side of the page refreshes the information on the page. 

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Adding Call Queues

To add call queues:

  1. From the Call Queues page, click the Add Call Queue
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    The Add a Call Queue popup window appears, with the Basic tab displayed.
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  2. Complete the fields in the Basic tab.

Setting

Description

Name

Enter a name for this call queue. The name should allow you to differentiate this call queue from other call queues you configured.

Extension

Adding a call queue: Select an extension.

Editing a call queue: read-only field that shows the extension.

Type

Determines how calls are distributed. Choices are:

·         Round robin = routes callers to the agent that has been idle for the longest period of time. Then complete the remaining fields in the window.

·         Tiered Round robin = routes callers to the agent that has been idle for the longest period of time starting with the highest tier group, then moving to the next group when all agents have been attempted.

·         Ring All = routes callers to all available agents at the same time. Then complete the remaining fields in the window.

·         Linear Hunt = routes callers to the available agents in a predefined order. The order is defined when editing the queue’s agents (see “ Working with Agents” section. Just keep scrolling down.). Then complete the remaining fields in the window.

·         Linear Cascade = routes callers to groups of available agents in a predefined order. The order is defined when editing the queue’s agents (see “ Working with Agents” section. Just keep scrolling down.). Then complete the remaining fields in the window.

·         Call Park = places callers on hold until the agent retrieves them. Go to step 4. This is a special type of call queue. For assistance, please contact Technical Support

Phone Number

Select the phone number for direct dial. Not required

Record Calls

Select whether calls will be recorded (Yes) or not recorded (No) for this call queue.

Selecting this feature after the queue has been in use will Not retroactively obtain call recordings.

Statistics

Select whether statistics will be recorded (Yes) or not recorded (No) for this call queue. This will allow for statistical reports to be run in the Call Center section of the web portal.

Selecting this feature after the queue has been in use will Not retroactively obtain call queue data.

Message to Agent

Enter the message that will be sent to the agent (for example, “Here's a call from the emergency support queue.”)

You configure this setting after adding the call queue.
  1. For Type, if you clicked Park, click Save to complete this procedure. Otherwise, click Next to display the Pre Queue Options tab and proceed to the next step.
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  2. Complete the fields under the Pre Queue

Setting

Description

Require agents

Select whether to require (Yes) or not require (No) agents for this call queue.

Require Intro into MOH

This setting forces playback of the complete intro MOH before dispatch. This is useful for compliance greetings such as "Calls may be recorded,” and so on. Select whether to require (Yes) or not require (No) the complete playback of the Intro Music on Hold for this call queue.

Max Expected Wait

Use the slider to specify the maximum expected wait time, in seconds. If the estimated wait time exceeds this time, the call cannot queue.

Max Queue Length

Use the slider to specify the maximum number of people that the system will allow to wait in this call queue.

Allow Callback option

This setting allows callers to record their number, hang up, keep their spot in line, then get called when an agent is available. Select whether the callback option is available (Yes) or not available (No) to users in this call queue.

Forward if unavailable

This setting specifies where to forward if prequeue options will not allow queueing (for example, expected wait is too high). Enter where the call forwards if queueing is not available.
  1. Click Next. The In Queue Options tab appears.
    mceclip5.png
  2. Complete the fields in the In Queue Options

Setting

Description

Queue Ring Timeout

Use the slider to specify the maximum number of seconds that the call remains in the queue before timing-out. If Forward if Unanswered is enabled, the call is handled according to the Forward if Unanswered setting. If Voicemail is enabled and Forward if Unanswered is disabled, the system prompts the caller to stay in the queue or go to voicemail.

Agent Ring Timeout

Use the slider to specify the maximum number of seconds that the queue will ring an agent before moving on to the next agent. This value should be less than or equal to the Queue Ring Timeout value.

Logout agent on missed call

Select whether an agent logs callers out of the queue (Yes) or does not log out callers if an agent misses a call.

Forward if Unanswered

Enter the extension, phone, or number where callers are forwarded if agents fail to answer before the Queue Ring Timeout occurs

Voicemail

Select whether callers will be (Yes) or will not be (No) given the option to leave a voicemail if agents fail to answer when the Queue Ring Timeout occurs and Forward if unanswered is not set.

 

  1. Click Add.

Editing Call Queues

There might be times when you need to edit Call Queues. For example, you might want to change basic, pre-queue, or in-queue options.

  1. From the Call Queues page, either:
  • Click a name of a call queue
  • Hover over a name, and then click the mceclip8.png icon at the far right of the Call Queues page. For example:
    mceclip7.png

Either step displays the Edit pop-up window. For example:
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  1. Perform the procedure starting with step 2 under “Adding Call Queues”

 

Deleting Call Queues

If you no longer need a call queue, you can delete it from the system.

  1. From the Call Queues page, hover over the call queue, and then click the mceclip10.png icon at the far right of the row. A confirmation prompt appears.
  2. Click Yes to delete the call queue or No to retain it.
    mceclip17.png

 

Adding Music on Hold to a Queue

The Call Queues page allows you to add Music on Hold for call queues.

  1. From the Call Queues page, hover over the call queue, and then click the mceclip12.png icon at the far right of the row. The Music On Hold page appears.
  2. Upload the Music On Hold file(s) from your computer.
    mceclip13.png

 

Working with Agents

The Call Queues page allows you to add, edit, and delete agents for call queues.

  1. From the Call Queues page, hover over the call queue, and then click the mceclip14.png icon at the far right of the row.
    mceclip16.png

    An Edit Agents pop-up window similar to the following appears.
    mceclip1.png

  2. To add an agent:
    • Click the Add Agent The following settings appear.
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Setting

Description

Add Agent(s) by Phone/User

Select a phone or the user of an agent to add to the queue. You can search by name or extension number. If you add by User, the answering rules for that user will be follow through the queue. If you wish to avoid following user answering rules, add the agent by their phone.

Status

Select whether the agent is ready to take calls (Online) or not active (Offline).

Wrap up time

Use the slider to specify the amount of time the agent is allocated to complete paperwork after finishing a call and before a new call is dispatched.

Max Simultaneous calls

Use the slider to specify the maximum number of calls an agent can take at one time. This will almost always be 1.

Order in Linear Hunt

Sets the dispatch order. If a call is dispatching, it will go to the available agent with the lowest order.

Queue priority for agent

Sets weighting for an agent that is servicing multiple queues. If you have an agent servicing two queues and both queues have a person waiting, for example, the agent will get the call from the queue whose priority is highest (lowest number).

Request Confirmation

Enables or disables request confirmation. Choices are:

·         Checked = requires the agent to confirm receiving the call.

·         Not checked = agent does not confirm the call.

Auto Answer

Enables or disables auto answer. Choices are:

·         Checked = agent phone answers automatically (not all phones support this feature).

·         Not checked = agent phone not answer automatically.

When complete, Click Save.

There is also an option to 'Convert Agents' at the bottom when editing a queue (if the users in the queue are added as the phone device and not as users). If you press this button the system will convert each extension added from the 'Phone' to 'User' type. Doing this will make the call queue send calls to each user to follow each individual's answering rules. This will remove any web phone or mobile app extensions, as well as any additional phones they have registered to their user. As long as SIM ring (simultaneously ring all user's devices) is enabled, it will ring all devices for that user from the queue. You will see the Icon beside each user change from a phone to a person if the convert button did its job correctly.
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You will notice that in the images above, after converting the agents to 'users' from 'phones', the system removed the web phone (101wp) since 101 will simultaneously ring their web phone now.

NOTICE: If you are having issues converting the phones to users, check to make sure the phones that are not converting do not have '#NAME' in their user information it will not work. You will need to update that user's profile and replace '#NAME' with anything you want without special characters.


The color-coded status of the new agent is displayed:

  • Green = available
  • Gray = offline
  • Red = on a call
  1. To edit agent settings:
    • Hover over an agent, and then click the mceclip20.png icon at the far right of the window.
  •  
  1. To delete an agent:
    • Hover over an agent, and then click the mceclip21.png icon at the far right of the window.
    • When a confirmation prompt appears, click Yes to delete the agent or No to retain it.

  1. When you finish working within the pop-up window, click Done.

 

 

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