Telephone User Guide 1

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Introduction

The NextPBX is a virtual phone system designed for small businesses and

entrepreneurs. It provides you with your own private local or toll free number. This one number acts as your company’s main number where you can record your own custom main greeting. Example, “Thank you for calling ABC company, for sales press 1, for customer service press 2, for accounting press 3 or for our dial by name direc-tory press 9.” Your callers can then choose their extension and be connected with you or your employees anywhere they may be working.

The virtual extensions that are dialed from the main menu can be assigned to individuals or departments. The owner of each extension can then program his/her extension between 4 different types of applications depending on how they want the extension to work. These applications include:

Voicemail

- When using this application your extension plays a greeting and callers leave messages and send faxes for you.

Hotline

– When using this application your extension simply plays your greeting you have recorded. Callers cannot leave messages; it only plays your announcement.

Re-Direct

– When using this application your extension immediately rings through to another phone number you have programmed. There is no music on hold or greeting, the calls are simply re-directed to your home, cell, Voip line….

Personal Virtual Assistant

– This is the most feature rich application. When using this application your extension uses a presence management system custom only to VoiceNation. This application includes find me-follow me, voicemail, virtual fax and more. You get to choose from 7 different status profiles your number can follow. This application is ideal for

the mobile professional.

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3 Onine Login (Administrator)

1. Go to www.my.voicenation.com

2. On the top right corner of the page you will see the login area. Click the NextPBX login.

3. On the next screen you will need to have these 3 things: 1. Your NextPBX number

2. The administrator extension (100) by default 3. Skeleton key that you were emailed after signup

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4 Onine Login (extension user)

1. Go to www.my.voicenation.com

2. On the top right corner of the page you will see the login area. Click the NextPBX login.

3. On the next screen you will need to have these 3 things: 1. Your NextPBX number

2. Your extension number. Example “103”

3. Your EXTENSION USER password that was assigned to this extension. The admin received this password in the welcome instructions after signup. This password can be changed online or over the phone after the initital setup or login.

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Main Greeting (Recording)

RECORDING YOUR MAIN DAYTIME GREETING

1. Dial your NextPBX number

2. Press then enter your main greeting passcode 3. PRESS to record the Main daytime greeting

RECORDING YOUR MAIN AFTER HOURS

GREETING

2. Press then enter your main greeting passcode 3. PRESS to record the Main after hours greeting

RECORDING YOUR MAIN HOLIDAY GREETING

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6 HOTLINE APPLICATION

2. Enter you extension number then PRESS

3. Enter your passcode when prompted, then PRESS

2. When the default greeting plays PRESS *

3. Enter your passcode when prompted, then PRESS 4. PRESS to record your Hotline

2. When the default greeting plays PRESS

3. Enter your passcode when prompted, then PRESS 4. PRESS to reset your passcode

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Accessing your extension

Recording your greeting

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7 VOICEMAIL APPLICATION

1. Dial your NextPBX

2. Enter your extension number then PRESS

3. Enter your passcode when prompted, then PRESS

4. Once you enter your passcode you will hear the “message count” This tells you how many new and saved messages you have. From this menu you can

PRESS to listen to new messages

PRESS to listen to saved messages.

2. Enter your extension number then PRESS 3. Enter your passcode then PRESS

4. PRESS for recording options

5. PRESS to record your Voice Title or PRESS 2 to record your voicemail greeting

The “voice title” is typically recorded as your first and last name. With the voice-mail application the “voice title” will only be heard when receiving a notifcation call to your phone. If you are not using notification to a phone then it is not necessary to record the voice title.

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Accessing your extension

Accessing your messages (new and saved)

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8 VOICEMAIL APPLICATION

4. PRESS for recording options 5. PRESS to record your Voice Title

The “voice title” is typically recorded as your first and last name. With the voicemail application the “voice title” will only be heard when receiving a notifcation call to your phone. If you are not using notification to a phone then it is not necessary to record the voice title.

5. PRESS to record your Personal greeting * # 3 1 * # 3 1

Recording your voice title

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9 VOICEMAIL APPLICATION

VOICEMAIL APPLICATION

4. PRESS for Alerts

5. PRESS for Notify Options

Turn notify on/off Create a new entry Edit an existing entry Delete an existing entry

Create a custom notify message Play your notify message

When using notifcation, outbound usage fees may apply. When creating new notification entries, you

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10 VOICEMAIL APPLICATION

4. PRESS for Extension Options 5. PRESS for Wake up Calls

Turn on/off Set wake up time Set wake up number

Disable the current wake up call Record wake up message

Play your wake up message

When using wake up calls, outbound usage fees may apply. When creating new entries, you do NOT have to enter 1 before your phone number.

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4. PRESS 5 to place a call

5. You will hear a dial tone, begin dialing your number example: (678) 3181300

When placing a call using the calling card feature, your callers will see your NextPBX number as the caller ID. Whether you are calling from your cell

phone, home phone or any other phone your callers will see your NextPBX number. Outbound usage charges apply.

4. PRESS to reset your passcode

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Placing a call (virtual calling card)

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12 VPA APPLICATION

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12 VPA (Personal virtual assistant)

The VPA application is the most feature rich application of the 4 (four). This application requires you to program your extension with one of 7 (seven) different statuses. Statuses let you control how your extension works and what your callers hear when they call you. The seven statuses are:

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In-Call Controls are an advanced find me-follow me feature. This feature lets you sound more professional and gives you the ability to re-transfer calls that have been forwarded to you from your NextPBX. This feature only applies when using call forwarding statuses.

Here is a scenario to give you a good example. Let’s say that you are in the CELL status and your calls are set to ring your mobile phone. A caller calls your NextPBX and is

forwarded to your mobile phone and you accept the call. During this conversation you realize you need to place them on hold to go grab something off your desk. Instead of just telling them to hang on and letting them hear you put the phone down and scramble to find it, you can use the In-call controls to put them on hold in a professional manner. At anytime during a forwarded call from your NextPBX

PRESS to place your caller on hold. Your caller will hear music while holding.

While your caller is on hold you can...

PRESS to send this caller back to voicemail PRESS to transfer them to another number or extension in your NextPBX. Just enter the extension number or 10 digit number (example 6783181300)

PRESS to return to your caller who is on hold #

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Call Screening

Call Screening is another advanced find me-follow me feature. When call screening is turned on, your callers will be asked to announce their name before their call is forwarded to you. So when your caller dials your extension they will immediately hear “you’ve reached the personal assistant for “VOICE TITLE”, whom may I say is calling?” The system will then beep and allow them to record their name. The call will then begin transferring, when you answer the call you will hear a prompt that says, “you have a call from, “THE NAME THEY RECORD-ED” to accept this call press 1 or to refuse this call press 2 or press 3 to refuse this call with a voice note”

If you press you will be connected with the caller and begin speaking with them

If you press the caller will go into your voicemail where they can leave a

message

If you press you can record a quick message for your caller to hear before they go into your voicemail. This is a nice way to let your caller know you are acknowledging their call but cannot accept it at this time.

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The UNAVAILABLE, MEETING and VACATION statuses are statuses you will use when you do not want your extension to forward calls to you. UNAVAILBLE and MEETING are the

two most used statuses when you are not taking calls. Just like the four call

forwarding statuses you have the option of recording your own custom status greeting for each status. If you don’t record your own custom status greeting your extension already has pre-recorded status greetings that will play. This ensures that you

can start using your NextPBX number immediately with very little setup required.

4. PRESS to review your messages 5. PRESS to review new messages

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Voicemail Only Statuses

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4. PRESS to review your messages 5. PRESS to review saved messages

While you are listening to your messages you can PRESS:

repeats the message saves the message erases the message

returns the call (dials back the caller ID) forwards the message to another extension skips the message (stays new)

rewinds the message (rewinds 3 seconds) scans your messages

fast forwards the messages (ffwds 3 seconds) * # 1 2 1 2 3 4 5 6 7 8 9

Checking saved messages

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4. PRESS to change your status, THEN... PRESS for WORK

PRESS for CELL PRESS for HOME

PRESS for UNAVAILABLE PRESS for TRAVEL PRESS for VACATION PRESS for MEETING * # 2 1 2 3 4 5 6 7

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1. Open your address book on your cell phone and create a new entry.

2. Depending on your cell phone you may need to name the new entry first. The example to the right shows the name as NextPBX Ext101

3. Then you will need to enter the phone number. The phone number will contain many different characters that you may not be familiar with. This is where it may vary from cell phone to cell phone. You will need to find out from your provider how to create a pause. On the majority of providers you can create a “pause” by holding down the * (asterisk) or #(pound). This is the equivelent to inserting 3 seconds of silence in the string of phone number/characters.

4. The example to the left shows a complete speed dial for a NextPBX number of 4044196287 on extension 101 with a password of 6287 and to set the status to WORK.

4044196287p*p101p6287#p21

Speed dials are a convenient way to change your status “on the fly”. They allow you to program a single digit on your cell phone to change your status. You may already have speed dials on your cell phone for family and friends so what many NextPBX customers do is setup the speed dials on 2 digits. The process of setting up speed dials on your extension varies from person to person based on your cell phone provider. The example below will work with most cell providers. If not please contact customer support at 866-766-5050 for more instructions.

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QUICK SETUP USING DEFAULT GREETINGS (RECOMMENDED)

All extensions using the PVA application use standard “default greetings” so that there is very little setup required before the extension can actually start being used. The only thing you will need to do in order to start using your extension in the PVA mode is to record your VOICE TITLE.

The Voice Title is used in 2 different places. Callers will hear the voice title if they use the dial by name directory or when calling an extension on the PBX they will hear the voice title before they are transferred or put into voicemail.

Example: Your customer calls your NextPBX and chooses your extension. Once they enter your extension the caller hears, “You’ve reached the personal as-sistant for “Susan White”, please hold while we connect you. Or if you are in a non-forwarding status such as MEETING they would hear, “You’ve reached the personal assistant for “VOICE TITLE HERE”, he/she is currently in a meeting, please leave a message after the tone.”

4. PRESS for recording options 5. PRESS to record your Voice Title

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Basic Greeting Record Options

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5. PRESS to record your Status Greetings

Then choose which greeting you want to record

Custom AVAILABLE Greeting (WORK, CELL, HOME)

Custom UNAVAILABLE Greeting Custom TRAVEL Greeting Custom VACATION Greeting Custom MEETING Greeting

Custom Leave a message greeting Custom Busy Hold Greeting

Custom Call Queuing Greeting * # 3 1 2 3 4 5 6 7 8

Recording custom status greetings

Custom status greetings are not required for your NextPBX to function. We have designed this system so that there is very little for you to do in order to start using the service. As you know by now this system allows you to set your

extension to one of seven different status modes. Each mode tells your system how to act. You have the option of recording a custom status greeting for each of your statuses. This greeting will play if you are not able to answer a

forwarded call to your cell, home or office number when in a forwarding status. When in a non-forwarding status the custom status greeting will play to your caller either telling them to leave a message.

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4. PRESS for Alerts

5. PRESS for Notify Options

Then you have these notification options to choose from Turn on/off notification

Create a new notification entry Edit an existing notify entry Delete an existing entry

Create a custom notify message Play your notify message

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4. PRESS for Alerts

5. PRESS for Wake up Calls Turn on/off Set wake up time Set wake up number

Disable the current wake up call Record wake up message

Play your wake up message

When using wake-up calls, outbound per minute usage applies. You DO NOT need to enter a 1 before the phone number you program.

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4. PRESS 5 to place a call

5. You will hear a dial tone, begin dialing your number (example 6783181300)

When placing a call using the calling card feature, your callers will see your NextPBX number as the caller ID. Whether you are calling from your cell

phone, home phone or any other phone your callers will see your NextPBX number. Outbound usage charges apply.

4. PRESS to reset your passcode

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Placing a call (virtual calling card)

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This tool allows you to quickly record personal notes or messages to yourself. Your notes you record are then

emailed to you, to the email address you have programmed for your messages to be sent to.

To use the voice dictation tool... 1. Dial your NextPBX number 2. Enter your extension number

3. Press 8 while your greeting or personal intro is playing (you will be prompted to “record at the tone, when finished press the pound key”

VIP access is a feature of your NextPBX extension that lets you give out a secret code to your VIP customers who you always want to be able to reach you, even when you are in one of the non forwarding statuses (meeting, travel or vacation). When a caller calls your extension and you are in one of the three non-forwarding statuses your callers can bypass your voicemail and be connected directly to you. The detault VIP code is 911.

Just tell your VIP customers that anytime they call your number and they get your voicemail telling them you are unavailable to interrupt your voicemail greeting by pressing 1, then entering the password 911 when prompted.