What Are Business Hours?

Voipfone’s Business Hours feature allows you to define your opening hours, and route calls to alternate destinations when you are closed.

You can define multiple sets of opening hours, to suit different parts of your business, add special hours for specific dates such as bank holidays, and even apply a temporary closure (for example, closed for the rest of the day).

When your business is closed, you can send your calls to voicemail, or forward them to another destination such as a mobile phone, call group or queue.

What Is Call Forwarding And Divert?


PBX Business Hours

PBX Business Hours

You can set the hours that your business is open and closed so that when you are closed your calls go directly to your voicemail, or to another destination.

 

You can set different times for each day so that if you have an early day closing or close over the weekend your phones can match your working day.

 

You can change your hours any time you like and as often as you like from your Control Panel on our web site from anywhere.

 

 

How much does it cost?

 

It comes free with the Virtual PBX.

 

 

How Do I use it?

 

The first step is to create your Business Hours Schedule(s). A schedule is a set of weekly opening hours and holiday dates that can be applied to one or more of your Call Groups and Extensions. You can define as many different schedules as you need, allowing you to have different opening hours for the various departments in your company.

 

Weekly Hours

 

The weekly hours are your basic opening hours that will repeat every week, unless overridden by the Calendar or a Temporary Closure.

 

Start by heading to the Business Hours page and click "Create Your First Schedule" or "Add".

 

Give your schedule a name, and decide whether you want your business hours to apply to internal calls (calls between your extensions). Click "Next".

 

Business hours create schedule

 

Now set your weekly opening hours. Untick the "Open all Day" box and set your opening and closing times. If you have already defined another schedule, you have the option to copy its opening hours to your new schedule to save time.

 

Business hours weekly

 

If you need more than one opening period in the day (for example, if you are closed for lunch), click the + icon at the end of the row and then set the hours for the next period.

 

Business hours extra periods

 

You now have the opportunity to copy the holiday calendar from one of your other schedules, or import a set of UK bank holidays. The bank holidays default to "closed all day". if you have special opening hours on those days, you can edit the calendar once you have finished creating this schedule.

 

Business hours copy calendar

 

When you are happy with your hours, click "Next" and then "Finish" to save them. Your new schedule will appear in the list of schedules on the Business Hours tab. If you want to rename your schedule or change how the hours are applied to internal calls, click the "Settings" button. To change your regular weekly hours, click the "Weekly" button.

 

You can now use the "Extensions" and "Groups" tabs to select which schedule to apply to each of your extensions and groups.

 

Business hours list

 

Calendar

 

The calendar allows you to set special opening hours on specific dates such as Bank Holidays, or for a range of dates (for example if your company is closed for Christmas). From the list of schedules on the Business Hours tab, click the "Calendar" button, which brings up a list of all the dates you have set so far.

 

Business hours list of calendar items

 

 

Business hours calendar item

 

Temporary Closure

 

You can close without disrupting your weekly hours or calendar settings by applying a temporary closure.

 

From the list of schedules on the Business Hours tab, click the "Temporary Closure" button, and then select the type of closure you would like:

 

Until end of today. You will be closed until at least midnight tonight. After midnight, the system will revert to the weekly hours and calendar as normal.

 

Until end of date. When this option is selected you then choose a date. You will be closed until the end of that day.

 

Until further notice. You will remain closed until you set the temporary closure back to "None"

 

Business hours temporary closure

 

 

Routing Calls When Closed

 

Business Hours Schedules can be applied to Call Groups or to individual Extensions.

 

Call Groups

 

To set the Schedule for a Call Group, visit the Call Groups page in your Control Panel, click the Groups tab, and then choose your Schedule from the Business Hours drop-down list. If you do not choose a Schedule, the Call Group will be treated as always open.

 

When the Schedule says that the Call Group is closed, the caller will normally hear an engaged tone. To send the call to voicemail instead, enable Group Voicemail for the Call Group on the Configure Voicemails page.

 

Alternatively, the call can be diverted to another Call group, Extension, mobile number etc. Simply go to the Call Diverts page, click the Groups tab and choose your desired destination from the "When Closed" drop-down list.

 

Extensions

 

To set the Schedule for an Extension, visit the PBX Extensions page in your Control Panel, and choose the Schedule from the Business Hours drop-down list. If you do not choose a Schedule, the Extension will be treated as always open.

 

When the Schedule says that the Extension is closed, the caller will normally hear an engaged tone. To send the call to voicemail instead, tick the Voicemail box for the Extension on the PBX Extensions page.

 

Alternatively, the call can be diverted to Extension, Call group, mobile number etc. Simply go to the Call Diverts page, click the Extensions tab and choose your desired destination from the "When Closed" drop-down list.

 

 

Voicemail Greetings When Closed

 

You can upload an alternate custom voicemail greeting to be used when the Call Group or Extension is closed. Either a Professionally Recorded greeting or one of your own can be used. All greetings must be in MP3 format.

 

If a "When Closed" greeting has not been uploaded, the custom "When Open" greeting will be used (if one has been uploaded), otherwise the default Voipfone voicemail greeting will be played instead.

 

 

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