Configure a user as an executive assistant

1

Sign in to Control Hub, and go to Management > Users.

2

Select a user and click the Calling tab.

3

Go to the Between-user permissions section and select Executive/Executive assistant.

4

Turn on the toggle and choose the Executive assistant option.

If a user, who is an executive assistant, is assigned to an executive, the list of executives appears with their phone number, extension, and opt-in status.

If you're a location administrator, only the executives pertaining to your assigned locations appear.

By default, the executive assistant is opted in. If you don't want an executive assistant to handle the executive's calls, uncheck the respective opt-in check box.

5

To forward the executive assistant calls to another destination, check the Forward filtered calls check box and enter the phone number in the Set phone number field.

6

Click Save.

Configure a user as an executive

1

Sign in to Control Hub, and go to Management > Users.

2

Select a user and click the Calling tab.

3

Go to the Between-user permissions section and select Executive/Executive assistant.

4

Turn on the toggle and choose the Executive option.

5

Search and select the users to add as executive assistants to this user.

If you're a location administrator, you can add users only from your assigned locations as an executive assistant.

The added executive assistants appear with their phone number, extension, and opt-in status. You can delete the added executive assistants using an icon or Remove All option.

6

Filter calls sent to the executive assistant: Turn on the Call Filtering toggle and select the type of calls that you want to go to the executive assistant from the following options.

  • All External Calls—Choose this option to send all the external calls to the executive assistant.

  • All Internal Calls—Choose this option to send all the internal calls to the executive assistant.

  • All Calls—Choose this option to send both internal and external calls to the executive assistant.

  • Custom Call Filter—Choose this option to ensure only specific calls are redirected to the executive assistant. If selected, click Add New Filter to set up a custom call filter using the following parameters.

    • Filter Name—Enter the filter name.

    • When—Select your predefined schedule from the drop-down list.

    • Calls from—Select the calls from Any Phone Number, Any Internal, Any External, or Select Phone Numbers that you want to go to the executive assistant. If you choose Select Phone Numbers, enter the additional details.

    • Filter or Don't filter—Choose to filter or not to filter the calls that fit within these parameters.

User can also use the following Feature Access Codes (FAC)—codes to control certain features—to activate or deactivate the call filtering options you have set up.

  • Activate call filtering (executive) - #61

  • Deactivate call filtering (executive) - #62

7

Enable call notifications to additional locations: Turn on Location To Ring and choose the Alert Type from the drop-down list.

  • Silent

  • Ring Splash

When you enable Location To Ring, the primary number of the user is alerted by default.

You can choose the additional locations that you want to alert:

  • Single Number Reach (Office Anywhere) location—The phone number specified in the single number reach settings.

  • Mobile location—The phone number specified in the mobility settings.

  • Shared call appearance locations—The devices where shared call appearance is configured.

8

Set up ring options: Choose any of the following Alerting Mode:

  • Simultaneous—Selecting this option rings all the added executive assistant phones at the same time. Any one can pick the call.

  • Sequential—Selecting this option rings the executive assistant phone in the order they appear in the executive assistant table. The call goes to the first executive assistant and then to the second.

9

Divert unanswered calls: Choose any of the following options if the call is unanswered:

  • Send to Voicemail—Select this option to send a voicemail to the executive.

  • Forward—Select this option and enter the number to which the calls to be forwarded.

  • Do nothing—Select this option if no action is to be taken.

You can specify the time (in seconds) after which the unanswered calls to be forwarded.

If sequential alerting mode is selected, you can set the number of rings before the calls are redirected to the assistants in a sequential manner.
10

Set up Caller ID: Select the Caller ID Name and Number to be shown on the executive assistant's phone for the incoming calls on the executive line.

11

Click Save.

Executive and executive assistants must have phone numbers, not just extensions, assigned to them. You can configure the number of assistants. Assistants can be configured for a number of executives. Irrespective of the number of assistants, you can only place a number of concurrent calls on behalf of an executive at any time.

A user (executive) can also add executive assistants, filter calls, set up ring option, and caller ID on their own in the user portal. For more details, see Configure and manage your executive service. Any changes made to these settings by the user reflect in both the user portal and the Control Hub.

When the Executive answers the call, all the Executive Assistants receive the CallReleasedEvent with the completedElsewhere indication. When one of the Executive Assistants answers the call, all the other Executive Assistants receive the CallReleasedEvent with the completedElsewhere indication.

Shared line setting option

Shared line appearance can be used along with the executive service when the users are within the same location. Configuring shared line appearance with the executive service provides easier use of the feature. For more information about how to configure shared line appearance, see Add and reorder lines for an MPP phone.