A Department forwards calls to a group of employees. Once the department is set up, incoming calls will ring on all extensions in the group at the same time or one at a time. With all extensions recieving the same call, Departments ensure that an important call is never missed.

To add new Department:

1. Log into Aptela as the admin: my.aptela.com.
2. You will be defaulted to the User tab within the Extensions page.
3. Click the Departments tab.
4. Click the Create New button.
5. A dialog box will open to assist with creating a department (see screen shots below).
6. In the first page:
   • Create a Department Name.
   • Assign an extension number.
   • Assign a voicemail PIN.
   • Select the Dialing Method – how you want inbound calls to ring members of your department?
   • Click Next.
7. On the second page, select the department members.
8. On the third page, select the department manager(s).
9. Click Create.

Tips

• After adding the department, be sure to setup its voicemail box and name prompt. If you want new department voicemails sent to email inboxes, setup the voicemail notification feature.

• Refer your department managers to learn about the Department Dashboard (the tool they will use to manage department settings and the department's call activity). If your department managers are tasked to produce call reports, grant him/her reporting permission.

• If the department should have an assigned phone number, assign it (if you need to purchase the number, submit an Account Change ticket on our support page).

 

When calling into support or submitting a web ticket to perform these tasks, be prepared to provide the administrator security answer.