RingCentral, one of the top Virtual Phone providers in the industry, is full of great extra features for businesses. Its sophisticated call management systems offers enough features to be a little dizzying at first glance. Here is a look at what some of these options, from call forwarding to the cryptic “answering rules,” can do for your business.
The “answering rules” give you maximum control over what happens when customers dial in. You can set your own rules for your company using a management system based on your computer. The system allows you to, among other things,
- Separate office hours for different departments or employees, with different greetings depending on whether a call comes through during or out of office hours;
- Re-route priority callers to a cell or home number, even out of office hours;
- Play special greetings on holidays or during special events;
- Handle multiple RingCentral phone numbers with different rules.
The result is an ultra-polished front that directs clients to the appropriate information or employee no matter what time they call in.
RingCentral’s call forwarding is divided into two categories: FindMe and FollowMe. FindMe is best for call forwarding to departments (such as sales or customer service) and allows for forwarding to members of teams of up to 10 people. The system automatically rotates calls to members of the team that are free.
FollowMe is a more conventional forwarding service that sends all calls to one number. RingCentral suggests using FollowMe, which overrides FindMe, as a quick fix for when you need to change phone numbers. The feature will make sure you don’t miss any calls while you are getting your new system set up. Once you enable your auto-receptionist, the system will even let you know who is calling by name so you can decide whether or not you want to talk to them.
On that note, call screening allows you to organize calls into categories ranging from priority to blocked. First, the system lets you know who is calling. The caller’s number, as well as what department the caller is trying to reach. An optional feature also displays the name of the caller.
You and your employees can choose to take the call, send it to voicemail, or even type in a message that will be read to the caller by an auto-attendant. The message feature could be excellent if a priority client or family member calls at a bad time; a message like “I’ll call you back in an hour” keeps the caller satisfied that you will get back to them.
For unwanted calls, like telemarketers, the system can block numbers entirely and even reveal numbers for “unknown” solicitors and block them.
RingCentral’s call recording feature lets users record calls from any device, even calls that are forwarded to a cell phone. You can choose to enable certain employees to record calls at their discretion, while you and other administrators can record calls for any employee at any time. Recorded calls are saved in a database that can be accessed at any time and used for training, employee reviews, and even as evidence if litigation should ever plague your company.
These are only a few of the features that the RingCentral call management system has to offer. For a full list, go to RingCentral’s Website and sit back in awe of how much sophistication this system can bring your business.