Bizfon 680 Instructions Manual

							Bizfon Owner’s Guide11
Section 2
Setting up to Handle 
Inbound Calls
IntroductionThis section provides information about how 
to set up your Bizfon to handle inbound tele-
phone calls. 
Inbound call handling refers to how calls are 
handled as they come in to the Bizfon 680. 
This section provides information on how to 
configure the inbound call greeting options 
for the automated attendant day and after 
hours modes, how to configure the recep-
tionist’s extension, and how to set up infor-
mation messages. Once an inbound call is 
directed to an extension, you can choose how 
to handle the call at that extension. See Sec-
tion 3 for information on configuring how 
calls are handled once they reach an exten-
sion. 
Automated 
Attendant 
GreetingsThe Bizfon automated attendant provides an 
immediate, automated greeting for callers to 
your business. By configuring your system 
greeting options in different ways, you can 
be responsive to callers by providing specific 
information through your system greetings.  
You can change the greeting that people hear 
when they call your company. Your Bizfon 
comes with this default auto attendant greet-
ing:
“Thank you for calling. If you know your 
party’s extension, you may dial it now. 
For a list of extensions, press 1. To reach  
						

							Section 2 Setting up to Handle Inbound Calls
12 Bizfon, Inc.
the receptionist, press 0, or wait and you 
will be transferred.”
You can use this generic greeting, record 
your own, or purchase a professionally 
recorded greeting by calling Bizfon Cus-
tomer Care at 299. 
Tips for writing a greeting: 
• Write down what you plan to say.
• Include all of a caller’s options. (See 
sample greeting below.)
• Describe each option before telling the 
caller what number to press (for exam-
ple, “For a list of extensions, press 1.”) 
• Read the greeting aloud before you 
record it to be sure you like the way it 
sounds.
Sample greeting:
“Thank you for calling Phassenphepher 
Consulting. If you know your party’s 
extension, you may dial it now.  For a list 
of extensions, press 1. For directions, 
press 4. For hours, press 5. To reach the 
receptionist, press 0, or wait and you will 
be transferred.” 
NOTE:
If you want to purchase a professionally 
recorded greeting, dial 299 for Bizfon Cus-
tomer Care.   
						

							Section 2 Setting up to Handle Inbound Calls
Bizfon Owner’s Guide13
Changing the System Day 
Greeting
You can change the system greeting at any 
time. Before changing it, we recommend that 
you write it down and practice speaking it 
before making the recording.  
To change the default system day greeting, 
do the following: 
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If 
using a non-BizTouch telephone, press  
to enter Personal Settings, then continue 
to the next step.
2. Dial extension 200, then enter the owner 
password (if one has been configured) to 
access General Settings.
3. Press  to change the Automated Atten-
dant greeting. 
4. Press  to change the System greeting.
5. The current greeting is played and you 
are prompted to accept the greeting or 
change it.
6. Press  to record the new greeting.
7. Press any key when done recording the 
new greeting.
8. The greeting will be played back to you. 
Press  to use the greeting or press  to 
re-record the greeting. 
						

							Section 2 Setting up to Handle Inbound Calls
14 Bizfon, Inc.
After Hours Mode
The Bizfon After Hours mode enables you to 
set up your system for operation after normal 
business hours.
When After Hours mode is enabled, the Biz-
fon plays a selected After Hours Greeting, 
then it rings all extensions. After a specified 
number of rings, calls are directed to the 
Receptionist’s mailbox at extension 201.
To enable After Hours Mode:
1. Pick up any extension.
2. Press  
for Personal Settings.
3. Enter the extension’s password. 
4. Press  to enable After Hours Mode.
Once After Hours Mode is enabled, you can 
disable it and return to Day Mode by repeat-
ing the steps above. 
Changing the After Hours Greet-
ing
You can change the after hours greeting at 
any time. Before changing it, we recommend 
that you write it down and practice speaking 
it before making the recording.  
To change the After Hours greeting, do the 
following: 
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If  
						

							Section 2 Setting up to Handle Inbound Calls
Bizfon Owner’s Guide15
using a non-BizTouch telephone, press  
to enter Personal Settings, then continue 
to the next step.
2. Dial extension 200 to access General Set-
tings.
3. Press  
to change the Automated Atten-
dant greeting. 
4. Press  
to change the After Hours greet-
ing. 
5. The current greeting is played and you 
are prompted to accept the greeting or 
change it.
6. Press  
to record the After Hours greet-
ing.
7. Press any key when done recording the 
new greeting. 
8. The greeting will be played back to you. 
Press  
to use the greeting or press  
to 
re-record the greeting.
Turning Off the Automated 
Attendant
You can have the automated attendant turned 
off so that all incoming calls go directly to an 
extension.  Call Customer Care at 299 if you 
would like the automated attendant turned 
off.   
						

							Section 2 Setting up to Handle Inbound Calls
16 Bizfon, Inc.
Call Routing 
Directly to a 
Specific Exten-
sionYour Bizfon 680 can be configured to 
answer a particular incoming telephone line 
and immediately ring a specific extension. 
This can be configured by Bizfon Customer 
Care at extension 299.  When configured this 
way, Day and Night modes are ignored.  
Changing the 
List of After 
Hours Exten-
sionsIf you do not wish all extensions to ring in 
After Hours Mode, you can contact Bizfon 
Customer Care at extension 299 to configure 
which extensions you wish to ring. 
Receptionist: 
Extension 201The receptionist is the person whose tele-
phone rings when the Automated Attendant 
greeting finishes or when callers press  
or 
dial extension 201.
Choosing which extension rings 
when callers press 0
By default, extension 201 rings when callers 
press . Therefore, the person at extension 
201 is the receptionist. If you want a differ-
ent extension to ring when callers press , 
you can use call forwarding to forward 
extension 201 to another extension number. 
						

							Section 2 Setting up to Handle Inbound Calls
Bizfon Owner’s Guide17
Choosing how calls are handled 
when the receptionist is not 
available
If the receptionist is on the phone or if he has 
enabled Do Not Disturb on his phone, an 
inbound caller will be presented with the fol-
lowing choices:
“ is 
not available. Press 1 to leave a mes-
sage; to try another extension, dial it 
now; or for more options, press *.”
Additionally, the Bizfon 680 automated 
attendant can be configured to ring a given 
set of extensions or all extensions. This must 
be configured by Bizfon Customer Care at 
extension 299.
Changing personal options for 
the receptionist
You change personal options for the recep-
tionist the same way you change personal 
options for any extension. 
To change personal options for the reception-
ist:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If 
using a non-BizTouch telephone, press  
to enter Personal Settings, then continue 
to the next step. 
2. Enter the extension number, 201, and the 
password, or press  if you are at exten-
sion 201. 
						

							Section 2 Setting up to Handle Inbound Calls
18 Bizfon, Inc.
3. Follow the prompts.
Informational 
MessagesThe Bizfon 680 supports two informational 
messages. Informational messages are typi-
cally used to provide specific information to 
callers.
In your system greeting you should refer to 
the information available in the informa-
tional messages and instruct callers how to 
access the mailboxes. For example, your sys-
tem greeting might sound something like 
this: 
“Thank you for calling HomeSteader 
Realty. For directions to our office, press 
4. For a list of extensions, press 1.”
Creating Informational Mes-
sages
You can create up to two informational mes-
sages that callers can hear by pressing  
or 
. Each message provides 30 seconds of 
recording time.
An informational message can contain direc-
tions to your company, hours of operation, 
interest rates, a list of open houses, or any 
other information that callers often need to 
know. 
When you create an informational message, 
you must choose the number callers press to 
hear it. 
To create an informational message:  
						

							Section 2 Setting up to Handle Inbound Calls
Bizfon Owner’s Guide19
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If 
using a non-BizTouch telephone, press  
to enter Personal Settings, then continue 
to the next step. 
2. Dial extension 200 and enter the Owner 
Password, if configured, to access Gen-
eral Settings.
3. Press  to select System Greetings. 
4. Press  
to select Create an Informational 
Message. 
5. Press the number associated with the 
informational message, either  
or .
6. Record your information message and 
press any key when finished. 
7. The information message will be played 
back to you. Press  
to use the message 
or press  
to re-record the informational 
message.
8. Whenever you create a new information 
message, be sure to re-record your auto-
mated attendant greeting and refer to the 
new information message. 
						

							Section 2 Setting up to Handle Inbound Calls
20 Bizfon, Inc.
Music-on-HoldYou can enable music-on-hold so that callers 
can listen to music or a pre-recorded looping 
message. 
To enable music on hold, you need to con-
nect an audio device, such as a CD player or 
a tape deck, to your Bizfon. See Section 4 for 
information on connecting an audio device 
to the Bizfon 680.