Configure your executive service

As an executive, you can set when and which types of calls an assistant can handle. Assistants can opt in when needed or opt out when not.

executive option in user hub

Before you begin

  • Your administrator must have enabled the executive and executive assistant services for you to access and configure it. If you don’t see this setting, check with your administrator.

  • The executive must assign you to their assistant pool.

  • You can configure all the call settings from the User Hub by navigating to Settings > Calling.

    The Calling option is available only for users with the Webex Calling license. If you don’t see the Calling option, it means you don’t have the Webex Calling license.

    If you want to find out which calling service you’re set up with, you can check from the Webex App. For more details, see Find out what calling service you have.

Set up ring options, rollover options, and caller ID presentation

With the alerting feature, you can configure ring options for inbound calls, rollover options, and caller ID presentation.

1

Sign in to User Hub.

2

Go to Settings > Calling > Call settings.

3

Go to the Executive section and click More settings.

4

Choose one 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.
5

Choose how calls are handled if no one answers:

  • 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.

6

Choose the caller ID name and number to show on the assistant's phone for incoming calls from your line.

7

Click Save.

What to do next

After you've added the assistants into your assistant pool, they can handle your calls the same way they'd handle any other call. Also, assistants can opt in or opt out of the executive assistant service and forward the calls to another destination. For more information, see Manage your executive assistant service.

Enable call notifications to additional locations

You can choose to alert additional locations using the executive service. You can also choose to add a ring splash to these alerts.

1

Sign in to User Hub.

2

Go to Settings > Calling > Call settings.

3

Go to the Executive section and click More settings.

4

Turn on the Location to ring toggle.

5

Choose the Alert Type from the drop-down:

  • Silent

  • Ring Splash

6

Choose the locations that you want to alert:

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

  • Mobility location—The phone number specified in your mobility settings.

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

7

Click Save.

Filter calls sent to your assistant

With the call filtering option, you can decide which calls should go to your assistant.

1

Sign in to User Hub.

2

Go to Settings > Calling > Call settings.

3

Go to the Executive section and click More settings.

4

Turn on the Call Filtering toggle.

5

Choose one of the following options:

  • All Calls—Choose this option to send both internal and external calls to the executive assistant.
  • All Internal Calls—Choose this option to send all the internal calls to the executive assistant.
  • All External Calls—Choose this option to send all the external calls to the executive assistant.
  • Custom Call Filters—Choose this option to ensure that only specific calls are redirected to your executive assistant. If selected, click Add New Filter to develop 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.

6

Click Save.

You can activate or deactivate the call filtering option using your desk phone. Use the following Feature Access Codes (FAC), which can be entered through the phone keypad to control certain features—to activate or deactivate the call filtering options that you have set up in the User Hub.

  • Activate call filtering (executive) - #61.

  • Deactivate call filtering (executive) - #62.

Assign assistants to your assistant pool

1

Sign in to User Hub.

2

Go to Settings > Calling > Call settings.

3

Go to the Executive section.

4

Search and select the users to add to your assistant pool.

5

Click Save.

Manage your executive assistant service

If your administrator has set you up as an Assistant with the Executive Assistant feature (also known as Boss-Admin), you can make and answer calls on your boss' behalf. If you've more than one boss, you can select the appropriate line when making a call. And you'll always know which boss an incoming call is intended for.

Opt in or out of executive assistant service

You can either opt in when the executive needs your assistance or opt-out when you’re not needed.
1

Sign in to User Hub.

2

Go to Settings > Calling > Call settings.

3

Go to the Executive Assistant section.

The list of Executives you're assigned to as an assistant appears along with the Opt-in option.
4

To opt in to an executive assistant service, select the Opt-in option of the respective executive.

If you want to opt out of the executive assistant service, uncheck Opt-in.

5

Click Save.

You can opt in or out of the executive assistant service by entering the respective Feature Access Codes (FAC) with the phone keypad.

  • Opt-in (executive assistant) - #65

  • Opt-out (executive assistant) - #66

Forward your executive assistant calls

You can forward your calls to another destination by setting the phone number.
1

Sign in to User Hub.

2

Go to Settings > Calling > Call settings.

3

Go to the Executive Assistant section.

4

Enter the phone number to which the calls to be forwarded in the Set phone number field and select the Forward filtered calls.

5

Click Save.