The Aptela system offers several options to screen an incoming call, allowing a User or a Department Member to decide how or whether to answer it. If an extension is enabled for Call Screening, the User will hear a brief announcement before being connected to the call. Depending on the extension's configuration, the system will announce the caller’s name, the extension the call is for, and may require the User to select an option before connecting the call.
Call Screening is optional for User and Department extensions.
About the Call Screening settings:
Call screening
Alerts you to who is calling. The Aptela system will ask the caller to provide his/her name prior to ringing the extension. When the phone is answered, the system will play the recorded name.
Announce user name prompt when call is answered
Alerts you of the extension the call is for. When the phone is answered, the system will play the extension's Username Prompt. This setting is helpful for Users part of one or more departments as it enables them to know which department the call is for. Note: for the best experience, record the Username Prompt.
Play screening menu
Provides the User with the option to accept the call, or to transfer it to voicemail or another extension. This setting will play after the system announces the caller's name or the extension's name prompt. If this setting is disabled, the system will immediately connect the call after announcing the name.
If Play Screening Menu is enabled, the User will have the following options:
· Press 1: Answer the call
· Press 2: Transfer the call to your voicemail
· Press 3: Transfer the call to an extension or 10-digit phone number
· Press 4: Transfer the call to an extension by entering the first several letters of the a coworker’s name
Hang up: The call will go to the next destination (for a user this is usually voicemail; for a department this may be the next department member)
Audio prompt
This is the audio the caller hears when being asked to state his/her name. The default prompt is, "Who may I say is calling?" Click "Change" to record a custom prompt.
Call Screening is optional for User and Department extensions.
To setup Call Screening:
User:- Log into Aptela as the user: my.aptela.com.
- Click My Account at the top of the page.
- Click the Call Preferences tab.
- Set the desired Call Screening settings.
- Log into Aptela as the admin or user (a current department manager): my.aptela.com.
- Admins: Click the Departments tab, select the necessary department, and then click Edit.
- Department Managers: launch the Department Dashboard, and then click Settings at the top of the page.
- Click the Settings tab.
- Set the desired Call Screening settings.
If you play the Screening Menu, you may customize the audio. Click the Audios tab and then Change the Call Screening Audio Prompt.
Call Screening Settings:
Call screening
Alerts you to who is calling. The Aptela system will ask the caller to provide his/her name prior to ringing the extension. When the phone is answered, the system will play the recorded name.
Announce user name prompt when call is answered
Announce user name prompt when call is answered
Alerts you of the extension the call is for. When the phone is answered, the system will play the extension's Username Prompt. This setting is helpful for Users part of one or more departments as it enables them to know which department the call is for. Note: for the best experience, record the Username Prompt.
Play screening menu
Play screening menu
Provides the User with the option to accept the call or to transfer it to voicemail or another extension. This setting will play after the system announces the caller's name or the extension's name prompt. If this setting is disabled, the system will immediately connect the call after announcing the name.
If Play Screening Menu is enabled, the User will have the following options:
If Play Screening Menu is enabled, the User will have the following options:
- Press 1: Answer the call
- Press 2: Transfer the call to your voicemail
- Press 3: Transfer the call to an extension or 10-digit phone number
- Press 4: Transfer the call to an extension by entering the first several letters of the a coworker’s name
- Hang up: The call will go to the next destination (for a user this is usually voicemail; for a department this may be the next department member)
Audio prompt
This is the audio the caller hears when being asked to state his/her name for the Call Screening setting. The default prompt is, "Who may I say is calling?" Click "Change" to record a custom prompt.
