VOIspeed’s continual improvement process with new UI features consistently provides you with a high-level user experience.

Alongside help on the User Interface Status, the VOIspeed Support page contains many useful pages for navigating VOIspeed’s UI.

Manage your User Interface status and your time by opening the drop-down menu of the UI in line with the coloured ring to the right of and below the user avatar, and select the desired status:

Call routing on Do Not Disturb

By clicking on the Setting icon highlighted next to your name you can manage the calls if busy or on “Do not Disturb” to your voicemail or to another extension, perhaps a colleague in the same team.

Difference between Absent and Do not Disturb status

The two statuses differ in managing calls from the phone system.  Please note that when the call arrives for a group of users and they are all on “Do Not Disturb”,.the group would appear engaged.

• Do Not Disturb (DND): the phone system’s extension is unavailable but outbound calls can be made.
• Absent: the phone sytem’s extension is unreachable and outbound calls cannot be made.

If all users were using the status “Absent” instead the group would appear unreachable, and the person calling may think the phone system isn’t working!

We suggest therefore that you set your extension to DND when away from the workstation temporarily and use the Absent status if away for longer periods.  You can set “Absent status set on logout” too.

User Interface Status Phrase

You can edit the Status Phrase by clicking the text box next to your profile picture and User Interface Status. this is just a short sentence or phrase to let colleagues know if you are in a meeting or ready and available to help.

Alongside help on the User Interface Status, the VOIspeed Support page contains many useful pages for navigating VOIspeed’s UI.

View a short video of the App by clicking here

How to Use the App

When you first select the VOIspeed App, you see a window to enter the user name and password.  Please enter those stored on the phone system when your extension was created (or the one you personalised after the first login on your User Interface).  With this information, the APP will connect to your UCloud phone system and allow integration with your extension.  Please select also the language: English or Italian.

The bar above the home page is fixed and is shown on all the windows, with the following features:

• User status:  the icon with user status is clickable and allows you to choose your current status: Present, Do Not Disturb, or Absent or Log Out;
• User info:  where the name; and extension of the user is listed;
• Device in use: displays the mobile device currently in use.

The Settings icon provides access to an additional settings menu from which you can:

• Choose the device used for an outgoing call
• Reject the call on busy
• Use the mobile for direct incoming calls (You would like to receive the calls, if you have a DDI number)
• Use the mobile for group incoming calls (You would like to receive the calls, if you are part of a hunt group)

The first window after the App login will show you a series of icons illustrating the features available when using this mobile extension:

Phone icon is obviously for all those functions linked to the phone.  These include:

• User list
• Phone book with both contacts shared across the company and those stored in your mobile phone. Here you can also make any company contact as your favourite;
• List of all missed calls, together with the list of all inbound and outbound calls
• Keypad for making specific calls not linked to the previous ones.
• Chat widget identified by the icon has the Chat history feature activated already. This button enables you to a start new chat or group chats.

International calling from your VOIspeed App

When you make a call with the App, it is actually the phone system calling you.  When you then call a number (National or International) it is the phone server making the call, therefore all charges are applied to the company bill and not your mobile.

If you are using the App from another country whether you are charged or not depends on your mobile provider and how they charge for roaming calls.

For further advice on the VOIspeed App, read about how our team members Charlotte uses the App when she works from home: https://www.linkedin.com/pulse/my-day-working-from-home-voispeed-app-charlotte-venturini

Setting up your VOIspeed App

Download the App by searching “VOIspeed” on the Apple Store or on the Google Play Store.

If you find any problems with the configuration our engineers will be more than happy to speak to you: get in touch with us by email or phone.

CALL PANEL

ACCESSORIES PANEL

		User Management			Contacts Management
		Call List			Chat
		Parking lines			Access to user area

It is quick and easy for you to make a call from VOIspeed UI.  There are several ways to make a call from the User Interface:

CALL ANOTHER USER ON YOUR PHONE SYSTEM

The VOIspeed UI allows you to locate users within the phone system by:

1. 1. typing the user’s name or extension directly into the call panel on the left hand side
   2. looking for the user’s name or extension in the user and status display panel

CALL A CONTACT IN THE PHONE BOOK

The VOIspeed UI allows you to use the centralised phone book (contacts shared with all phone system users and personal contacts) to look for names and call them at a click. To find and call a contact in the phone book you can:

1. 1. type the contact’s name directly into the call panel on the left hand side
   2. search for the contact’s name in the search space in the phone book contacts display panel

CALL A NUMBER IN THE CALL REPORT

The VOIspeed UI allows you to retrieve the numbers and names of contacts with whom you have already spoken (Incoming calls and Outgoing calls) and those who called without managing to contact you (Missed calls).

The software can retrieve and present a full report of calls in any specified period. To obtain this call report click on the Reports icon (step 1 of illustration), select what type of list you wish to analyse from the Calls made, Calls received and Missed calls (step 2 of illustration), set the time filter you want (step 3 of illustration) and click on the green phone receiver icon corresponding to the name/number you want to call back.

DIALLING EXTERNAL NUMBERS

If the number to be called is a new external number (not already in the phone book) it can be dialled directly on the UI in the top left hand section.

To dial the number, place the mouse cursor inside the box, type the number and press the SEND key on the keyboard or the grey call button beside the box which will turn green.

To search for a contact within the UI, you can see them listed by name/photo by clicking this icon . Alternatively, from any tab in the UI in the left part of the screen below your profile is a search bar that you can use to search for Users within your UI and to make calls externally.

The UI will organise users by group or department. The departments created by the administrator will be automatically downloaded from the phone system when the UI starts. If a user does not reside in any department, VOIspeed will create the group ‘No department’.

You can also search for the user by typing the user name directly into the search bar at the top of the User page.

Also, you can search using the phone book by typing in any information about the contact you are trying to find, such as a first or last name or even a company name, number or email address.

Then you can filter your search results by selecting whether the details you entered should be in the name or surname or company name etc… (for a full breakdown of how to search within the Phone book please see this help page: How to Search for a Contact in the Phonebook )

Whether you need to make a quick call or find out an email address, VOIspeed’s UI can help.

To search for a contact in the UI phone book, just go into the Phone book with the icon and type the keyword in the search field (name, surname, company, or telephone number) relating to the contact. The contact search starts by typing at least two characters and the resulting list is updated with every new character entered.  The UI searches all the contact fields (Company, Name, E-mail, Surname, Office Number, Mobile Number, House Number, Other number). With single filters you can activate/deactivate fields: in this case, the list of resulting contacts is updated showing only the contacts from the new combination of active filters.

A contact is searched for by comparing the string inserted by the user with the first characters from all fields of all contacts. For example, if you are searching for Garath in contact surnames, you will get positive results by entering the characters GA, GAR, GARET, etc, but not if you are searching for the final letters in the surname.

NB: with a large number of contacts in the phone book, the list of results will be very long.  If you want to limit their number, naturally apart from writing a string (or a number) that is more complete and close to the information searched, you can delete the results that do not meet requirements, disabling the fields that affect the search.  Using the example, if you search only the contacts whose surname begins with “Gar”, you can disable the Name field.

MANAGING FAVOURITE CONTACTS

You can select a favourite contact  by clicking on the star beside it. Contacts set as a favourite will be shown first on loading the Phonebook before carrying out the text search. A text search will make the filtered display of favourite contacts disappear.

This function is useful when you want to isolate a set of contacts (e.g. the most frequently contacted, without having to search for them by text search).

The arrival of a new call, besides making the user’s telephone ring, is simultaneously notified by the VOIspeed UI in two ways:

1. By displaying an orange-edged box in the left-hand section of the UI: this box, apart from inviting the user to answer, shows other information relative to the caller, namely telephone number, name if available, department and group to which caller belongs (if available);
2. Through an operating system notification balloon with information on the number calling or the contact (if present amongst users or in the phonebook).

To answer the call just use the standard method provided by the device (e.g. lift the receiver of an SIP/USB telephone, use the button of a USB headset, answer a mobile or DECT appliance normally, or alternatively click on the key with the green receiver.

NB. The key with the green receiver only appears with devices managing auto-answer, such as the Yealink telephone (Polycoms do not manage this functionality).

To decline a call just click on the red receiver in the box or use the command provided by the device (e.g. ignore call for V-IP6060 telephones)

To terminate a call in progress use the standard method provided by the device (e.g. hang up the receiver of an SIP/USB telephone, use the button of a USB headset, close the call on a mobile or DECT appliance normally). Alternatively, you can click on the button with the red receiver.

The VOIspeed UCloud UI allows you to have an immediate view of the status of phone system extension. Possible statuses are colour coded by the dot colour of the user’s avatar as follows:

User Free	User in Do Not Disturb extension that does not receive calls	User Engaged	Away – extension unable to make and receive calls	Flashing – Ringing

For each of the above, UCloud also allows you to display an avatar (customisable profile images for each user – for further info see here) and other possible statuses according to the users’ potential to use their own UI (if authenticated at the PBX) or their own terminals:

	UI not registered: the user cannot have a chat, exchange files or receive instant messages.
	SIP terminal not authenticated: the user cannot make/receive voice calls.

Right-clicking on a user’s avatar will bring up a context menu with which to perform various actions:

	Forward the current call blind to a user (call deflection)
	Capture the call (only if the selected user is ringing)
	Send a brief text message to a user
	Start a chat with the user
	Leave the user a voice message
	Dials one of the numbers associated with the contact or sends mail to the mail address specified
Call when Free	Calls the user as soon as he/she is free from a conversation
Notify when Status changes	Displays a notice when the user changes status