If your business is closed for a certain period, you can create a scheduled rule that is active only during the designated period.
Important: remember to only create a scheduled rule for the days the company is closed, to avoid modifying the current rules you have already created.
It’s very simple. Select the action for your Voxloud PBX to perform and create a rule based on your needs.
You can choose from:
Call forwarding: you forward incoming calls to an external number (mobile or landline) of your choice during the days when your business will be closed;
Answering machine: you set an audio message to be played to callers, after which they can leave a voice message that will be forwarded to an email address as an Mp3 attachment.
Audio message: you set an audio message to be played to callers, telling them that your offices are closed from day x to day y.
Finally, you need to associate the rule with the days concerned.
We’ll show you how:
Step 1:
Log into the Control Panel as Administrator.
Step 2:
Once inside, go to the left column, click on Company Name, select Rules and click on New Rule.
Now under “Time slot” select the “Scheduled” option.
Important: remember to only create a scheduled rule for the days the company is closed, to avoid modifying the current rules you have already created.
Select the rule you prefer from:
Call forwarding
Audio message
Voice mail
finally, click on Create.
Step 3:
Once the rule has been created, click on Add time slot and set the days and time when you want the rule to be active, in this case, all the days when your business is closed, and finally click on Confirm.
If you have selected the Call Forwarding rule, you can decide whether to play an audio message before forwarding or to forward the call directly.
Before clicking on Save at the top right, remember to select the phone number to which your calls will be forwarded.
If you have selected Audio message, you simply need to write the message or upload an mp3 file to be played during your holiday/festivity period and, as always, click on Save at the top right.
For answering machine, you will have to follow the same instructions as for audio message, remembering to indicate the email address to which the voice messages will be sent at the bottom of the page, and finally click on Save at the top right.
Here are some examples of messages to include:
Christmas closing:
“Happy Holidays from Xyz Agency. We inform you that we will be closed for the festivities from December 25th to January 1st. Our offices reopen on Thursday 2nd January. Please leave a message after the tone. If you leave us your contact details, we will get in touch as soon as possible. For information on our services, visit our website www.agenziaxyz.it. Thank you for calling and we wish you Merry Christmas.”
“Hi, the Xyz Agency offices are closed for the Christmas period from Wednesday 25 December to Wednesday 1 January. Please leave a message after the tone indicating your contact details and we will be happy to get in touch with you when we return. In the meantime, happy holidays and a happy 2020!”
Closing for Summer Holidays:
“You have reached Xyz Agency. Our offices are closed for the holidays from August 8 to August 28. Please leave a message after the tone indicating your contact details and we will be happy to get in touch with you when we return. Thank you.”
“Greetings. Our offices are closed for holidays from 8 to 28 August. Please leave a message after the acoustic signal giving your contact details and we will be happy to get in touch with you when we return. For emergencies, call 333 3333333. Have a nice day.”
Note:
The messages below should be modified by including your company name and changing the message to your actual closing days.
If you do not activate the answering machine, you will have to remove the part where you invite the caller to leave a message.