Mass Announcement User Guide

Mass Announcement User Guide
End User Guide
Hosted IP-PBX Phone System
Mass Announcement Service
Business Voice Systems • Metro Connection Services • Commercial DirecTV • Managed Services • Data
Center
Business Voice Systems • Metro Broadband Services • Data Center • Managed IT Services • Commercial DirecTV
13.7 Mass Announcement Service
Our Mass Announcement Service enables you to automate calling a typically
large number of contacts, and playing them a pre-recorded announcement.
For example, a weather center administrator might have a Mass Announcement
Service account configured with contact numbers for all local residents, so that he
can easily notify them of a flood warning; or a school principal might have a
Mass Announcement Service account configured with contact numbers for the
parents of all his pupils, so that he can remind them of an early dismissal. The
service will typically make repeated attempts to call each contact until a call is
successful.
Depending on the type of account you have been provided with, you might have
the option to configure multiple contact lists. Each contact list can be configured
with its own contacts and announcement, and can be started and stopped
independently. For example, a school principal might have a separate contact list
for the parents of students and for school employees. The user who manages the
Mass Announcement Service account is known as the Mass Announcement Service
Administrator. Only the Mass Announcement Service administrator can start or stop
the Mass Announcement Service:
13.8 Basic Setup of an Announcement
When setting up a Mass Announcement, you will use both your phone handset
and the web interface. You are also given a Mass Announcement account
number and Password when you subscribe to the service.
1. You will record your message using your phone handset (unless you have a prerecorded .WAV file). You must dial the Mass Announcement Access Number to do
this.
2. You set up your contact/call list by using the online/web interface.
3. You adjust the settings on how your call list will be sent using the online/web
interface.
4. You send your message out to your call list by using either the phone handset or
the online/web interface. When using the phone handset, you must dial the Mass
Announcement Access Number.
MASS Announcement Access Number: 772-597-5477
Account Number: ___________ Password: ___________
Record A Message To Send
To record a message from the Telephone User Interface, follow the Mass
Announcement phone interface:
1.
Call Mass Announcement number.
2.
Enter Account number followed by #.
3.
Enter Password number followed by #.
Note: If you have more than one Contact list you can select which contact list you wish
to use-Listen for prompt.
4.
Follow menu below to start.
Telephone User Interface (TUI)
Contact List Configuration
To create your contact list(s) you must first log on to the online/web interface for
Mass Announcement.
1. Access the online/web interface for at:
https://conf.itstelecom.net
2. Enter your Account Number and Password.
3. Select Log On. You are now able to use the Mass Announcement online portion of
the service.
2
Create Contact List (s)
Use the default settings to create a list:
1. Name: ex. ITS Telecom (A name to identify this list)
2. Contact list number: 1 (A unique 2-digit number to ID the contact list)
3. Maximum attempts per contact: 2
4. Time between call retries: 15
5. Timezone: EST
6. Permitted calling times: ex.Tues
7. Save
8. Now you are ready to add contacts to your contact list.
NOTE: Repeat message during recordings.
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Add, edit and removing contact names/numbers on your list:
To add a new contact:
1. Type a Name and Number into the blank fields.
2. Select Add contact Button
3.
Select Save Contacts
To edit an existing contact:
1. Type the new Name or Number as described above.
2. Select Save Contacts
To remove an existing contact:
1. Click on the Remove button, and then confirm the action in the dialog box. The
contact will be removed immediately.
To upload a Group of Contacts:
1. Download CSV-Click on the Download CSV file button.
Adjust Additional Mass Announcement Settings:
Ringtime: The amount of time, in seconds, the Mass Announcement Service will ring a number
on the contact list before terminating the call. Range: 1-3600.
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The default is 20 seconds.
Minimum successful call time: The amount of time, in seconds, that a call must be connected
for, if the call is to be counted as successful. If a call is counted as unsuccessful, the Mass
Announcement Service will attempt to call the contact again. If the announcement being played is
shorter than the time specified here, then completion of the announcement will indicate a
successful call. Range: 0-3600. The default is 10 seconds. A value of zero indicates
that the announcement must be played in full for a call to be counted as successful.
Maximum attempts per contact: The number of times the Mass Announcement Service will
attempt to call each contact. Range: 1-1000. The Mass Announcement Service will stop when all
contacts have been called successfully, or when the specified end date and time is reached (set in
the Stop calling date / time field), or when the Mass Announcement Service has attempted to call
the remaining unsuccessful contacts the maximum number of times set here (whichever happens
first). If you have set the Stop calling date/ time field, you can leave this field blank; in this case,
the Mass Announcement Service will stop when all contacts have been called successfully, or
when the specified end date and time is reached (whichever happens first)
Time between retries: The minimum amount of time, in minutes, between call attempts for a
single contact. This field is mandatory. Range: 1-1440.The default is 60 minutes.
Disable forwarding: Check this box to prevent calls from the Mass Announcement Service to this
contact from being subsequently forwarded. For example, if the contact has configured incoming
calls to his or her number to be forwarded to a network voicemail service, using the Disable
Forwarding feature will override this behavior and cause the contact's phone to ring instead.
Delayed start date / time: The date and time at which the Mass Announcement Service will start,
after you have clicked on the Start Mass Announcement Service button. If you leave this field
blank, the Mass Announcement Service will start immediately when you click the Start Mass
Announcement Service button. Enter the date in the format yyyy-mm-dd and select the time from
the drop down list.
Stop calling date / time: The date and time at which the Mass Announcement Service will stop,
after it has been started. If you leave this field blank, the Mass Announcement Service will stop
when each contact has been called successfully, or when the Mass Announcement Service has
attempted to call the remaining unsuccessful contacts the maximum number of times, as specified
in the Maximum attempts per contact field. Enter the date in the format yyyy-mm-dd and select the
time from the drop down list.
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Permitted calling times: The days of the week and times of the day when the Mass
Announcement Service is permitted to make calls to this contact list. Setting these fields allows
you to avoid calling people during unsociable hours, or to reduce the number of unsuccessful calls
by targeting times such as evenings or weekends when people are likely to be at home.
Days: Check the box for each day that you want to permit calls to this contact list.
Start time and End time: The times between which the Mass Announcement Service is
permitted to make calls to this contact list. Select the times from the drop down list. Leave these
fields blank if you want to permit the Mass Announcement Service to make calls to this contact list
at any time of the day.
Audio files: This allows you to upload audio files in MP3 or WAV formats for the announcement
to be played by the Mass Announcement Service. To upload a file, type the file path into the text
field or click on the Browse button and find the file in the explorer. When you have selected the
file, click on the Save List button to confirm your selection. The audio file will then be uploaded.
You can upload one announcement for each contact list. If you upload a second announcement, it
will overwrite the existing announcement
ITS Fiber
Business Services
15925 SW Warfield Blvd.
P.O. Box 397
Indiantown, FL 34956
772-597-FIBER (3423)
www.itsfiber.com
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