Secretarial Service

Advanced Virtual Extension Application

Like many people these days, Mr. Stone has taken the leap out of the corporate arena to start his own business. His company is small, with only one employee - himself. Mr. Stone rents a very small office suite. He doesn't have an assistant but wants to provide an image to his customers that his company larger and more established than it actually is. He wants all phone calls to be handled in a manner similar to a larger company: someone picks up the call reciting a company greeting, transfers the call, or takes messages accordingly.

He is looking for a solution to meet his requirements without having to pay for full-time secretary/assistant.

How can Mr. Stone achieve the benefits of advanced call management?

TeleSynergy's Secretarial Service is the answer!

Secretarial Service is an application designed for companies without a full-time operator but still need the secretarial services such as answer calls, transferring, calls, or taking messages. Secretarial Service allows every incoming call to receive that personal touch.

Through the use of a screen phone (User Console), a secretary can easily identify the phone number of the company that the caller is trying to reach, and then deliver the proper greeting. Thus, a single secretary can simultaneously serve multiple companies. Several small companies can have the desired secretarial service by sharing the expense of hiring one secretary.

Secretarial Service provides your customers with numerous services to meet their requirements in an economic manner.

FUNCTIONS AND FEATURES FOR SECRETARIES

• On Screen Scenarios When Sending Greetings

  Incoming calls with Trunk Information listed where the system will pop-up with the proper greeting that the secretary should deliver for the specific company being called.

• On Screen Information for Quick Reference

  Extension Status with subscriber/company info listed. A secretary doesn't need to memorize all the office's phone numbers or check the phone book when transferring calls.

• Screen Phone (User Console) with simple mouse control

  With mouse clicks on the screen, a secretary will be able to make calls, pick calls, toggle between phone calls, hold calls, transfer calls, etc.

• Function Icons for Easy Operation, No Extra Training Needed
  • A "Record" icon to record incoming calls, and the recorded messages will be forwarded to the call recipient's voice mailbox.
  • A "Transfer" icon to "blind transfer" or "assistant transfer" the incoming call to the proper recipient.

  • A "Leave Message Directly" icon to transfer incoming call to recipients voice mailbox.

• Message Note with Caller ID Attached

Secretarial Service provides a "Memo" window for secretary to make notes for the recipients. The Memo with Caller ID attached will surely ease the contact between the callers and the recipients.

FUNCTIONS AND FEATURES FOR SUBSCRIBERS

• Virtual Extension

  Every office can have more than one extension number providing flexible use.

• Remotely access

  Office users can remotely access the secretarial system by phone set or browser to:

  • Real time modifying the "script" that pops up on the secretary's screen when they are answering phone calls. (Web Access)
  • Read "Memo" secretary made for incoming call. (Web Access)
  • Change password for voice mailbox.
  • Retrieve voice mail.
  • Retrieve fax mail.
  • Change call forwarding number, and "one number follow me" numbers.
  • Office users can remotely record "personal greetings" and change "personal greetings" settings for their voice mailbox. (Phone Access)