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FIND ANSWERS TO YOUR BUSINESS VOIP AND UNIFIED COMMUNICATIONS QUESTIONS

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Archive for December, 2013

How to Set Up: Voice Mail

Voicemail allows your callers to leave a message when you are not able to receive a call for whatever reason.  This feature allows you to access the voicemail portal to create a personalized greeting that your callers will hear prior to leaving a message as well as allowing you to access the messages left by your callers. To protect your security, you may also create a personalized PIN that allows you to access your voicemail portal.

How to setup from phone

1. To setup voicemail from the phone, dial *86 OR 9999#

2. You will then be asked to enter your PIN.  If you have never set up your voicemail before, the default PIN is 0000#

3. You will now be asked to change your PIN to a personalized 4-digit number. 

4. Once you create a personalized PIN, you will be prompted to record your name.  You can then record your name and press #

5. Once your name has been recorded, you can now access your voicemail portal to record a personalized greeting, or check any messages that have been left by your callers.

 

From an external phone:

1. From any Nextiva phone, dial *86 OR 9999# (From an external phone, dial your office phone number and wait until you reach your voicemail greeting.  Once you reach your greeting, press the star [*] key.

2.You will then be asked to enter your PIN. Immediately press the star (*) key.

3. You will then be prompted to enter the MAILBOX ID.  The mailbox ID is the extension of the voicemail box you are trying to access, followed by the # sign.

4.You will then be asked to enter your PIN.  If you have never set up your voicemail before, the default PIN is 0000#. You will now be asked to change your PIN to a personalized 4-digit number. Once you create a personalized PIN, you will be prompted to record your name.  You can then record your name and press #.Once your name has been recorded, you can now access your voicemail portal to record a personalized greeting, or check any messages that have been left by your callers

Hunt group tutorial

How to Set Up Auto Attendant

Auto attendants allow companies to have automated a receptionist that provides a personalized message and routes callers to the correct person or group of people. Callers have the ability to connect to an operator, access a dial-by-name directory, direct dial an extension or connect to a specific department. Nextiva allows customers to have multiple auto-attendants

How to setup from portal: 

1.     Log into your Nextiva portal by visiting www.nextiva.com and clicking on the Customer Login found at the top right. You must be in the admin’s account in order to create an auto attendant.

2.     When you login with the  admin credentials, it will pull up the NextOS portal, from here click Sites and Employees. Find the site you would like to add the auto attendant and click Login under the corresponding admin login.

3.     Now on the left-hand side select Services, then select Auto Attendant, one on this page select Add. On this page you will be required to fill out: auto attendant ID, name of auto attendant, first and last name you calling line ID. Make sure that you have selected the correct time zone as well as the Business Hours schedule that you would like to have for this auto attendant. You have a variety of additional options, most customers stay with the default options with the exception of the Name Dialing Entries, the alternative choice is preferred.

4.      After selecting OK, you will be taken to the Business Hours Menu. On this page you will be able to upload a personal greeting and set up your transfer options for your customers. The Key will correspond to the number your customers will select and the Action will be the result of that selection. For example key 0 you may select Transfer to operator, and type in the operators extension number in the Phone Number box that should now appear.

5.     Once you have set up all of your routing selections press OK.  This will take you to the After Hours Menu, here you should make few options as most of your employees will not be in the office. This might be a great opportunity to have one of the options transfer to the company Voicemail. To do this choice a number, label it Voicemail in the description and select Transfer without prompt. Within the Phone Number box type *55100, this is the option you should also use for the operator.

Auto-Attendant

How to record a call?

New user profile

How to create an employee?

Supervisor Dashboard- A Call Center Utility

How do I check voicemail with Nextiva Connect

There are a few different ways you can check your Nextiva Connect voice mail. You can check messages on any phone worldwide, via the online portal and your email.

Voice mail messages left on your Nextiva Connect account can be forwarded as an attachment to the email address of your choice. You can listen to the recording on your mobile phone, laptop or desktop computer. You can store the files or delete them from your email after listening. Keep in mind that listening to and deleting voice mail messages from your email does not delete and/or mark the message as read in your online Nextiva Connect portal.

From any phone:
To listen to voicemails on any phone, you will first need to call your main business line or direct dial number of a specific employee. Let the number ring and wait for your voicemail greeting to pick up. Once you hear your voicemail greeting hit the * key. It will then prompt you for your 4 digit voicemail passcode. The passcode default is 1234. Once the passcode is entered, you can follow the prompts to check voicemails from there.

Online Portal:
To check your voicemail from the online portal, sign in to your Nextiva Connect account at
http://www.nextiva.com/customer-login.html and follow these steps:

  1. Click into Sites, and then click Employees.
  2. Click the blue Login link next to the employee for which you wish to check voice mail messages. This will open a new webpage on your Internet browser.
  3. Click on the new browser window and you will now see the online portal for that employee only.
  4. On the top left corner of the page you will see a blue Voicemail link, click on that link to see your voice mails visually listed.
  5. From this page, you can listen to voice mails or delete them.

To listen to a voice mail, click the small yellow speaker icon next to the voice mail. To delete a voice mail, click the check box next to the voice mail and then click the delete button.

Email:
To have voice mail messages forwarded as email attachments, sign in to your Nextiva Connect account and follow these steps:

  1. Click into Sites, and then click Employees.
  2. Click the blue Voicemail link next to the employee for which you wish to make voice mail setting changes.
  3. Under Email Options, you can select what type of messages to have sent and specify the email address of your choice. Be sure to click the check box that says to send voice mail messages as an attachment.
  4. To add multiple emails, just separate each with a comma (no space).
  5. You can also change your voicemail PIN code and set the amount of rings before voicemail pick up from this page

If you have any questions directly ask an Amazing Service Team member here or email us at support@nextiva.com

How do I create my first user?

Creating a new employee allows you the ability to use your Nextiva Phone. Unlike Copper line phone that require a phone number to be able to make and receive calls, VoIP phones do not require a phone number, but instead require a user with an extension. To be able to make and receive calls an employee must be created so that a phone can be linked to the user. This allows the system to correctly  route calls.


Setting up from portal:

1. Log into your Nextiva portal by visiting www.nextiva.com and clicking on the Customer Login found at the top right.

2.     Once logged in select Go to Site, select the site you want the employee added to.  On the new page that appears click on the blue Employees link for the default site. Then click View Employees. On the new page click on the blue Create New Employee link in the upper right hand corner.

3.     Fill out the information marked by a red * starting with a unique UserID. The User ID is like the first part of an email address, and needs to be unique, try utilizing a naming convention such as company name, employee first initial, employee last name, (i.e. NextivaJSmith). Click Submit and the employee will be created. Fill  in the remaning information, make sure to select the correct time zone for the site.   

4.     Next, you will assign a number or an extension to that employee. This information is found in the Phone Information box. If you select a number the last for digits will automatically become the extension, you can change this if you would like. Then, verify that the e-911 information is correct and press Continue.

5.     You will now be on the Assign a Device page, here you will select the phone you want assigned to this employee. Make sure to select the correct phone model and Mac address. Finally, select Generate on both the authentication name and authentication password and select Sumbit.

 




 
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