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:

	Logs in to the phone system and activates the UI.
	Prevents calls from arriving at the extension. (However, you can continue to use messaging and file transfer functions)
	Blocks calls from/for other extensions.
	Activates diverted status.
	Logs out from the phone system and deactivates the UI.

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.

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 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

In this section you will find call reports, divided into missed calls, received and sent, calls recorded and voicemail messages
For calls 3 different types of report are accessible through the following selection keys:

	Calls Made (outgoing)
	Calls Received (incoming)
	Missed Calls (not answered)

Every call displays information on date, time and duration, name of interlocutor (if saved in contacts) and telephone number. In addition, only for calls received and sent, every item has a coloured dot indicating:

	Call answered (green label)
	Call not answered (red label)

To call back the interlocutor involved in a call retrieved from one of these sections just click on the green receiver icon.

By clicking on the key you can obtain more detailed information on traffic; for more information see How to display the statistics of your own calls on the UI.

NOTIFICATIONS OF MISSED CALLS

When there is a new missed call, a flashing bullet   appears on the Reports icon; when this indicator is present, clicking on the reports icon will automatically open the section relating to missed calls, where the new calls are marked

with an orange bullet to distinguish them from the others (unlit bullet).

There is a field where you insert a string for a focused search of calls (a match is sought in the name string on the left of the number in brackets: if the number is not entered in the phonebook, the search may be made by writing the telephone number).

REPORTING CALLS TO GROUPS

When a user receives a call by virtue of his/her membership of a group, the display of the report on the call where a call is missed provides more detailed information with respect to what is seen for the generic call direct to the extension.

In the picture on the right, we see two examples of a missed call in the call report of a user, both received through belonging to a group: in the first call we see the wording Call for the group: followed by the name of the group called by virtue of which the user has rung. The call has been missed by all the users of the group and therefore the UI shows it with the red dot; in the second item on the list, conversely, the call still arrived at the group and was missed by the user who received it by this. However, in this case the call was answered by another user of the group, as evidenced by the wording Accepted by:. To reinforce the difference from a normal missed call, in this case the dot by the item on the list is blue.

To retrieve messages from your own UI voicemail you need to access the reports section by clicking on the  icon.  In this section you will find call reports, divided into calls missed, received and sent, calls recorded and voicemail messages.

For messages in your own voicemail just click on the   icon to obtain a list of all files.

The first file which is always displayed at the top is the welcome message of the voicemail selected; this is the message played to the interlocutor when he/she is connected to voicemail.
This message can be managed using the keys available directly on the item. Specifically:

	Reset the welcome message (this operation restores the welcome message to the default)
	Record a new welcome message (the recording is made via your own UI in connection with the audio peripheral selected)
	Listen to the welcome message (this operation allows you to listen again to check the welcome message set)

The audio files of the recordings are presented providing information on the date and time of the recording, duration of the recording and number/name of the interlocutor with whom the call was held.

For each recording, 3 function keys are immediately visible:

	Reproduce the recorded file
	Call the interlocutor with whom the call was held
	Open an additional function menu on the call

When you press the menu key, the following additional functions appear:

	Add the interlocutor’s number to the phonebook contacts (visible only if the number is not already present)
	Cancel the message (seeking confirmation before making the operation final)
	Scrap the message on the user’s PC
	Close the menu

MESSAGE AND FILTER DISPLAY LOGIC

The list of voicemail messages is displayed, at each new access, in accordance with a precise logic:

1. New voicemail messages not yet listened to are displayed
2. If there are no voicemail messages not yet listened to, preferred voicemail messages are displayed
3. If there are no preferred voicemail messages, the time filter is activated on the day’s messages

Above the list is presented a customisable filter allowing you to retrieve and display the list of recordings as you please; the following options are available:

1. To be listened to
2. Preferred
3. Today
4. From yesterday
5. Last week
6. Last 30 days
7. Select period (after selecting this two fields appear, to indicate the customised period)

ADMINISTRATION OF COMPANY VOICEMAILS

Where the user accessing the voicemail section is also the administrator of one or more company voicemails, he/she will find the section divided into two parts; on the left will be displayed the list of company voicemails for which he/she is the administrator (indicated with the name the switchboard administrator has assigned to him/her) as well as his/her own, indicated by the name “Personal”.

If you select single voicemail, the list of messages (including the welcome message) will alter accordingly; the display logic will always be that seen at the previous point.

To add new contacts, enter the Phonebook section of the UI and press the key.  By clicking on the plus key you can choose whether to add a single contact or add a list of contacts via csv file.

 

 

ADDING A NEW CONTACT

For each new contact added via your own User Interface you can decide to make it visible to and/or editable by all users of your own company.
Three options are visible for each contact:

• Visible to everyone: the contacts are visible to all users
• Can be edited by anyone: the contact can be edited by all users, otherwise only by the administrator
• Favourite: a favourite contact is the first to be displayed on entering the Phonebook, without needing to carry out a text search

UPLOADING CONTACTS FROM A CSV FILE

Please note that only csv. files are supported with this function.

The first line of the file should not be amended as it has the relevant fields required for matching and upload.

The field below that can specify:

• Name
• Surname
• Company
• Email
• Office number
• Mobile number
• Home number
• Other number
• Fax number
• Visible to everyone
• Can be edited by anyone
• Favourite

 

Each of the fields should be completed, and should be separated by semi-colons.

In this section we will see how to select settings for managing calls on your own UI; this enables you to personalise the behaviour of the communication devices connected to your UI when a call comes in.

Clicking on the icon gives access to the settings area of your UI; from here, in the Call section you will find the following options:

• Decline on engaged, the call is automatically declined if the user is engaged on another conversation.
• Use mobile. on direct call, the incoming call will ring the mobile which, where other communication devices are present (e.g. IP telephone), will be contacted together* with these.
• Use mobile. on group call, as above, but the mobile will ring if the call goes to a group of which the user is part
• Enable call waiting notification: activates a sound alert in the headset when the second call comes in.
• Enables calls broadcast: If the capability is available, the key can be displayed on your own call panel to broadcast the call over all extensions in the same broadcast group.
• Setting to Absent on logout:Selecting this option, the status of your own extension will be automatically set to Away as soon as the UI logs out. Connected to this is the next option Setting to Present on login which allows you to return to present status  on the next login of the UI (where this option does not come up, the extension will remain as Absent until you decide to change your status).

^*The mobile could ring with a slight delay with respect to the user’s SIP/USB peripherals. The delay depends on the time taken by the Gateways and on the GSM network to route the call to the mobile.

In the Maximum ring time field, you need to insert the timeout (in seconds) after which the associated event is triggered (On expiry ring time).

In the three boxes below, you can instead establish what happens to the call when the user is engaged, unavailable or the maximum ring time expires. In each of the three cases, you can choose from the following options:

• User voicemail: allows you to launch the user’s voicemail and leave a message;
• Close the call: the call is declined;
• Transfer to:allows you to transfer the call to an internal number from the list of users. NB: calls can only be transferred to extensions of the PBX (and possibly behind a WAN route); transfer to external numbers is not allowed.

Call divert settings: with this option you can divert an incoming call when the UI is set to Divert mode. In this status the user’s terminal can be used to make calls. The following 3 options can be chosen:

• Divert to another user: allows you to divert to a user of the PBX selected from the list of users of the PBX (local)
• Divert to a number: allows you to divert the call to any number (including external)
• Divert to mobile xxxxxx: diverts the call to the number configured as the user profile’s mobile. In this mode your own terminal will not ring, therefore the settings “Use mobile. on direct/group call” are bypassed.

NB: the divert status is not indicated in the UI of other users who will continue to see the user as available (free). The option of setting the GUI to divert is deactivated by default and must be activated in the user profile if required.

Attention: the PBX allows a single “level” of diversion; i.e. the user receiving the diverted call cannot be in the same status. In this case the PBX will return a decline for the call and activate a ring for the user on divert or the group of which the user on divert is part.