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Example peoplefone HOSTED

Initial situation

Enclosed you will find an example of some possibilities and the costs for a sample company. In the manual, you will find the corresponding settings in the virtual PBX peoplefone HOSTED for the examples.

Example:  Company Müller AG

The company has 6 employees and needs 6 telephones and 1 fax. 1 employee works half-time from home (second office). The company would like to have one main number, one fax number and each employee should have their own phone number. The sales team wants a direct phone number. All salespeople’s phones should ring at the same time for incoming calls. The support team wants only one internal speed dial number. For repairs and complaints, calls are made to the main number and then transferred internally. Mrs. Jost is the first point of contact. She can answer simple questions herself, otherwise she transfers to the support team. There, Mr. Baumann takes over first, followed by Mr. Rieder and then the sales team. If they are all busy or unavailable, the call goes back to the switchboard/answering machine. From Monday-Friday, the official office hours are 08:00-12:00 and 14:00-18:00. The main number is answered first by Silvia Jost. Outside office hours, a telephone answering service is on. Saturday and Sunday from 07:00-19:00 a stand-by service is established. This goes first to the mobile number of the first employee, if he does not pick up, to the mobile number of the second employee, etc. The sales team, with their own phone number, is always in the office in the morning from 08:00-12:00. After that, they are on the road for the whole afternoon. Thus, in the morning, it should ring in the office to all the sales staff; in the afternoon, to the main number.

The user Peter Meier has the following needs:

  • He wants every call to be forwarded to his cell phone.
  • He wants a call to be transferred to the sales team if he is already busy on the phone.
  • He would like the call to be transferred to his secondary office if, after 1 minute (60 seconds), it is not

Die Firma will kein neues Fax kaufen, da sie nur Faxe erhalten, aber keine Faxe senden müssen.

Kosten

You decide for the virtual PBX peoplefone HOSTED. So you don’t have new investments for a server, a new PBX and you don’t have to deal with installation costs.
For this, you need:

  • Internet connection
  • 6 Telephone sets IP
  • (No fax – because Fax2Email function)
  • peoplefone HOSTED Subscription

Login – Registration

You can create an account with peoplefone at any time, free of charge and without any obligation.

As a new customer, the first thing you do is define your needs:

  • Number of users
  • Number of phone numbers
  • Subscription period; select 1 month TEST here, and you will receive an initial test credit, users and test numbers.

Example: Company Müller AG

  • The company has 6 employees and needs 6 telephones and 1 fax
  • 1 employee works half-time from home
  • The company would like to have a main number, a fax number and each employee should have their own phone number

Customer account

Your address data incl. login email and password can be changed at any time in the profile. Under “Additional settings” you will find additional options for the administration of the peoplefone account. For example, you define here the number of digits for the internal speed dial number. The number of extensions may not be changed or mixed afterwards.

Buy / Order

When creating a customer account, a default account is always created. So if there is no peoplefone HOSTED listed in the subscriptions overview, it still needs to be switched on. In the article Subscriptions & Buy/Order, we show you how to proceed.

My subscriptions

In Subscriptions, you can always find an overview of the number of users and phone numbers subscribed and until when the subscription is paid and therefore valid. You can renew subscriptions at any time with sufficient credit.

Payment options

You can top up credit at any time with a credit card, PayPal, TWINT, etc. With e-banking, PostFinance or with payment slip you have to initiate the payment yourself, and it can take up to 4 working days until the transfer arrives at our bank. For each payment, you will find a receipt as a PDF.

You can find more information about payments here: Payment options

Call overview

Each call is visible here with duration and rate. You can export an evaluation of a period up to a maximum of six months retrospectively into an Excel and send it to you by e-mail.

For more information, see the article: Call History

HOSTED configuration

SIP Lines / Users

In the first step, you create a user for each employee with a telephone set. The internal speed dial number is automatically assigned by the system, or you can define it yourself. You can change the user’s details at any time.

If ‘Offline’ is displayed, it means that the associated terminal is not yet configured or not connected. Once your peoplefone HOSTED is set up, all users should be ‘Online’.

Forwarding / Voicemail

MWI – Message Waiting Indicator

Newly, peoplefone also supports MWI with active voicemail. All provisioned phones from SNOM, Yealink, Mitel, Panasonic and Gigaset are supported. This feature shows you if you have received a new voicemail message. This is indicated by flashing LED light on the phone. Using the designated button on the phone, you can retrieve the new messages directly.

Examples:

  1. User Peter Meier wants every call to be forwarded to his cell phone in case he is “offline” or has no internet one day.
  2. User Peter Meier wants the call to be forwarded to his secondary office if he does not pick up after 1 minute (60 seconds).
  3. The User Peter Meier wants the call to be forwarded to his secondary office if he does not pick up after 1 minute (60 seconds).

If you want to define forwarding with different times, go to Time Routing Example 3 can be created only after the “Sales” group has been created under Groups. Rules can be edited with the pencil tool. You can also pause a role by clicking on the status.

At Voicemail Box you define your PIN code, the language and the desired answer option (whether by e-mail and whether to be saved in the voicemail box) and upload your own personal greeting (.wav file). If you don’t have your own greeting yet, activate voicemail for now and call yourself and record one.

For more information on call forwarding and voicemail box, click here: Call forwarding/Voicemail

Recommended phone devices

So that peoplefone can ensure the range of functions on the devices, we recommend using devices that have been configured and tested by our engineering department. Thus, we keep a certain standard and can influence and make changes to the device configurations in case of circumstances. Basically you can also configure every VoIP capable device manually with the SIP credentials with peoplefone, peoplefone can then not provide device support.

How devices can be autoconfigured via the customer portal, which devices which of our partners and customers have in use and even more information about devices can be found in the article: Devices

Example: The company will not buy a new fax because they only receive faxes but do not need to send faxes.

Fax to Email / Email to Fax

Thus, the Fax2Email function is sufficient. A fax is sent via email as an attached PDF. To do this, create a new user under SIP Lines/User with the name Fax, enter the direct fax number and convert the account by clicking on Add and select the fax line and activate the service

Example:

  • To/A: Enter the fax number followed by “@p-fax.com” for Switzerland, “@p-fax.de” for peoplefone Germany and “@p-fax.at” for peoplefone Austria; you can enter multiple recipients.
  • Cc and Bcc These fields are not taken into account
  • Subject: Enter the password here

You can now write an email text and attach PDF files. You can send multiple PDFs. The limit is 20 MB per PDF file and maximum 30 MB per email.

The automatically generated password must be sent in the subject.

Groups

Example: The sales team would like to have a direct phone number. For incoming calls, all salespeople’s phones should ring at the same time. The support team needs only one internal speed dial number. For repairs and complaints, calls are made to the main number. Mrs. Jost is the first point of contact. She can answer simple questions herself, otherwise she transfers to the support team. There, Mr. Baumann takes over first, then Mr. Rieder and after that the sales team. If they are all busy or unavailable, the call goes back to the switchboard/answering machine.

You can also find more info here: Groups

Time Routings

Define time ranges

Example:

From Monday – Friday, the office hours are 08:00-12:00 and 14:00-18:00. The main number is answered first by Silvia Jost. Outside office hours, the answering machine is on. Saturday and Sunday from 07:00-19:00 a stand-by service is established. This first goes to the cell phone number of the first employee. If he does not pick up the mobile number of the second employee, etc. The sales team with their own phone number is always in the office in the morning from 08:00-12:00. After that, they are on the road all afternoon. A separate time routing is created for the sales team. Monday through Friday at 08:00 to 12:00 a call is routed to the sales team. Outside these hours, the call is forwarded to the main number, where it is treated as a call to the main number in the time routing of the main number.

First, you need to define the desired time ranges/windows. Click on the days of the week and the squares to define the time bar. You can find more info on the topic here: Time Routing

Define routing

Routing for the sales group:

Tip: For the duration of the destination number, pay attention to whether this is a VoIP number or an external landline/mobile number. With external numbers, it can take 4-5 seconds to set up the call (until it rings at the called party). Thus, count on at least 20 seconds for external phone numbers.

Routing for the main number:

For the target numbers, you now take the time ranges and define the rules. During office hours (office hours VM/NM) the secretary Silvia Jost answers the phone. On Saturday/Sunday it goes to the standby (weekend standby). Outside these times it goes to the answering machine.

Sales entered. During office hours in the morning, all incoming calls go directly to the sales team. Afterwards to the main number. At the main number, the first schedule routing is then applied. Thus, schedule routing would be entered at the default destination number type.

Assign time routing to the number

Now, under HOSTED Configuration, go to “Assign phone number(s)”. Now select a time routing defined by you for the main number to activate the time routing. You can find more information about this topic here: Time Routing

Phone number

Assignment for incoming calls

For incoming calls, you can define for each number where the call is to be transferred. A call number can only be passed on to one object, but you are totally free in the definition of the call flow.

Outgoing calls (signaling)

For outgoing calls, it is sometimes desired to signal with different numbers. This is not a problem, you can define on the level of each individual user which number should be displayed to the outside in case of an outgoing call.

You can find more information about number assignment here: Number Assignment

Telephone directories

Companies phone book

Do you want to provide your company with a phone book? In the customer account under company phone book, you have the option to turn on the LDAP. This allows you to create up to a maximum of 3000 entries, these can either be managed manually or imported via Excel file. The advantage is that the phone numbers can be selected directly from the phone.

After activation, you must restart the phone so that the necessary settings can be applied. For more information on this topic, see the article: Company phone book

Personal phone book

Often and frequently used contacts in the personal phone book, instructions can be found here: Personal phone book

Music on hold

If a customer is set to wade On-Hold, then there is the possibility to play your own music or announcement. Please note the guidelines of SUISA when you deposit music.

The caller will hear this music if you put him on hold. You can use .wav and .mp3 files. The maximum allowed file size is 16 MB.

Conference call

For a telephone call with several participants, you can activate the telephone conference function for a certain period of time. They all receive the same dial-in number, a conference number and a conference PIN. All participants dial in to this dial-in number and pay their providers the appropriate local landline rate (free among peoplefone members). There are no additional costs for the participants. You can find more information about this under the following link: peoplefone CONF

Emergency calls

In order to forward emergency calls to the correct emergency call center, a verified address must be stored in the system for the respective location. In Switzerland, the addresses are verified using the Swiss Road Directories (CH Post).

Please make sure that you perform your emergency call configuration according to our instructions: Emergency calls