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Archive for the ‘Nextiva Office’ Category

CPNI (Customer Proprietary Network Information)

What is CPNI?

The U.S. Telecommunications Act of 1996 granted the Federal Communications Commission (FCC) authority to regulate how customer proprietary network information (CPNI) can be used and to enforce related consumer information privacy provisions.

The Federal Communications Commission (FCC) enacted rules protecting the customer information gathered by local, long distance and wireless (and now VoIP) phone companies such as the phone numbers that a customer calls, when the calls are made, and the different services a customer uses. This information is referred to as Customer Proprietary Network Information (CPNI).


How Nextiva Regulates CPNI:

Federal law gives you the right, and NEXTIVA the duty, to protect the confidentiality of your customer proprietary information. This customer information includes the type and number of lines you have, class of service (business or residential), technical characteristics, as well as where, when, and to whom you place a call and the related billing for these services. This notice allows NEXTIVA to use this information to enhance our ability to offer products and services tailored to your specific telecommunications needs. NEXTIVA may offer complementary or other products or services. NEXTIVA also may share this information with its affiliates, agents, partners, joint ventures, or other related entities for administrative and marketing purposes.

You have the right to disapprove or withdraw NEXTIVA’s use of your customer information for these purposes. Your decision to restrict use of your customer information will not affect the service you receive from NEXTIVA. If you do not restrict NEXTIVA’s use of your information, we can use your customer information for the purposes described in this notice, such as offering you products and services that you may find valuable. If you wish to restrict NEXTIVA’s use of your customer information, please notify NEXTIVA, attention Customer Care, in writing at the address below or call us at 800-285-7995. You may change your decision at any time and your decision will remain valid until you tell us otherwise.

You may receive marketing information from NEXTIVA even if you restrict NEXTIVA’s use of your customer information. These materials are developed without using the customer information described in this notice. You can contact us at any time to find out about NEXTIVA products and services. If you decide to restrict NEXTIVA’s use of your customer information, we may still use your customer information to talk to you about those products and services if you contact us to ask about products and services.

NEXTIVA will not sell, trade, or share your service and usage records with anyone outside of NEXTIVA personnel or others authorized to represent us to offer products and services, except as required by law. NEXTIVA would like to take this opportunity to thank you for your business. NEXTIVA, Inc. Attn: Customer Care 8800 E. Chaparral Rd., Suite 300 Scottsdale, AZ 85250


How Nextiva authenticates accounts:

Disclosure of any CPNI is prohibited unless one of the following authorization requirements has been met:

  • Account owner or Authorized User has validated using their Security PIN.
  • An outbound call has been made to our primary contact phone number and validated the Account Owner or Authorized User.
  • Outbound email correspondence has been provided to our customer’s primary email on record.

The FCC is empowered to investigate consumer complaints about unauthorized or unlawful disclosure of customer information, and can issue citations and propose fines.

How to Setup Nextiva Anywhere User Level

Nextiva Anywhere allows you to make and receive calls from any device, at any location, with only one phone number, one dial plan, one voice mailbox, and unified set of features.This will allow you to move seamlessly to and from the devices you choice for this feature. You can now leave the office without leaving your business behind. 

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

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2.     Once in your Nextiva portal select Call Control on the left hand side. Next, under advanced select Nextiva Anywhere. There should not be an area for you to enter in the cell phone number. Make sure you select Require Answer Confirmation and Use Nextiva-based Call Control Services

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3.     Selective Criteria can be set to forward or not forward calls based on a schedule. When in this tab click Add, type in your description and select the schedule you would like to be added to you Nextiva Anywhere feature. This will allow Nextiva Anywhere to work on your schedule. 

 

NextOS Feature Access Codes

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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

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 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.

 

How to Set Up Call Forwarding


Call Forwarding Always – automatically forwards incoming calls to a different phone number, such as your home office or cell phone.

To set up this feature, access your Personal Web Portal. On the left-hand side of the panel, select Incoming Calls and select Call Forwarding Always. Once selected, you can add or change the number where you want to send your incoming calls.

This feature is able to be turned on and off from the keypad on your phone. To activate this feature, simply press *72, then follow the prompts to enter the forward-to number. To deactivate this features, press *73.

Call Forwarding Busy – forwards your incoming phone calls when your phone line is busy and cannot receive another call. This feature can be used when you would rather have a secretary or coworker receive the call instead of going to your voice mail if your line is busy.

To set up this feature, access your Personal Web Portal. On the left-hand side of the panel, select Incoming Calls and select Call Forwarding Busy. Once selected, you can add or change the number where you want to send your incoming calls.

This feature is able to be turned on and off from the keypad on your phone. To activate this feature, simply press *90, then follow the prompts to enter the forward-to number. To deactivate this features, press *91.

Call Forwarding No Answer – allows you to forward all of your calls to a phone number, instead of voice mail, whenever you do not answer your phone. This feature can be used when you would rather have a secretary or coworker receive the call instead of going to your voice mail if you are unable to answer the call.

To set up this feature, access your Personal Web Portal. On the left-hand side of the panel, select Incoming Calls and select Call Forwarding No Answer. Once selected, you can add or change the number where you want to forward your calls if you are unable to answer.

This feature is able to be turned on and off from the keypad on your phone. To activate this feature, simply press *92, then follow the prompts to enter the forward-to number. Deactivate this feature by pressing *93.

Call Forwarding Not Reachable – forwards calls to a different number when your device is not accessible by Nextiva.

If your telephone gets physically disconnected, or the telephone system does not have your information entered correctly, the call won't be lost; it will get forwarded to a different number that you specify. Note: The number to where you forward your calls must be permitted by your outgoing calling plan.

To set up this feature, access your Personal Web Portal. On the left-hand side of the panel, select Incoming Calls and select Forwarding Not Reachable. Click the On button, and enter the forwarding number to add.

Call Forwarding Power Outage – Nextiva voice services will not work during a power outage, as Nextiva's service requires an active Internet connection. However, within Nextiva's portal, there are features that allow for automatic forwarding in the event of a power outage.

To set up this feature, access your Personal Web Portal. On the left-hand side of the panel, select Incoming Calls and select Call Forwarding Not Reachable. Click the On button, and enter the forwarding number to add.

For Office Manager accounts, after logging in to the Personal Web Portal, select Phone Settings on the left and then enter the forward-to number under Alternate Phone Number.

Call Forwarding Selective – automatically forwards your incoming calls to a different phone number when predefined criteria, such as the phone number, time of day, or day of week, are met.

This feature activates when certain conditions are met. These conditions include:

  • Phone number
  • Time of day
  • Day of week
  • Caller ID is Private or Unavailable
  • Holiday

To set up this feature, access your Personal Web Portal. On the left-hand side of the panel, select Incoming Calls and select Call Forwarding Selective. Click the On button and the forwarding number to add. Then, define the criteria based on the incoming caller's identity, ranges of digits, or time schedule.

This feature is able to be turned on and off from the keypad on your phone. To activate this feature, simply press #76, then follow the prompts to enter the forward-to number. Deactivate this feature by pressing #77.

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

Note: If the incoming call does not match any of the criteria, normal call handling applies.

 

How do I record voicemail and auto-attendant greetings?

 

When creating your voicemail greeting, you must already have the user created. When creating an auto-attendant greeting, you must already have auto-attendant set up.

Voicemail

To record a voicemail greeting for yourself, you must first have the user created.  Once the user is created, if you have a Nextiva phone assigned to the user, you can dial 9999 from the phone.  The user will be prompted to enter a voicemail PIN.  The default PIN is 0000.  Once this is entered, the system will prompt you to change the PIN.  You will enter the new PIN twice and then go into the main menu.

There are two greetings the user can setup: the “Busy” greeting (Option 2) or the “No Answer” greeting (Option 3).  After you select the greeting you wish to record, you’re prompted to record the greeting.  After you record the greeting, you will get the option to record a new greeting, listen to the current greeting or use the system greeting.  Once satisfied with the greeting, you can exit the voicemail portal.

Auto-attendant

To record your own auto-attendant greeting, you will also dial 9999 from any phone on the Nextiva system.  When the voicemail portal begins, press the * key.  When it prompts for the mailbox ID, press 9999 again.  You will be prompted to enter the PIN.  It should be 0000 unless you have previously changed it.  The prompts will ask if you are recording an auto-attendant greeting for the business hours or for after hours.  You will be able review the greeting.  Once you are happy with your greeting, you can select that greeting and exit the voice portal.

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

How to Set Up: Hunt Groups

This feature allows for you to have a single or multiple numbers ring to multiple users in your account. This can be setup to ring each phone at the same time or in a specific order. This feature is perfect for a company that either needs multiple people to answer your phone calls or for calls to roll over to other users if for example your receptionist is busy.  

How to setup from the portal: 

1.Log into your Nextiva portal by visiting www.nextiva.com and clicking on the Customer Login found at the top right. After that you will want to click on Sites and employees on the left side. From this new page click on Admin login.

2.Once logged in to your admin panel, click on services on the left side of the page. Under the basic side of the page click on Hunt Groups.  Then click Add.

3.The first box you will come to is the Hunt Group ID. This is a user name for the hunt group, this can also be anything you would like it to be as long as it is unique. IE: MycompanyHG. The next box names the hunt group. This is for your reference, your callers will not see this name. IE: Main Hunt Group. The calling line ID in the next field is set for the Inbound Caller ID which will be displayed on your office phones when a customer would call in. This is great if you have multiple hunt groups which need to be answered in a specific way, allowing you to see on the phone which hunt group they are calling in to and how you would want to pickup that call. IE: Main Support. The last part of this first area is called Group Policy, this is how the users in the hunt group would ring. Most cases you would want it setup as Regular ( Default) this rings 1 phone at a time in a set order, or Simultaneous, this rings every phone at the same time.

4. The next area you will want to setup is the No Answer Settings. The first option you will see in this box is used if you are using the Regular setting under the Group policy. This will set how long each phone will ring before it skips to the next employee. To enabled this feature click the check box and enter the amount of rings. Note: You want to try and keep the number of rings around 6 rings or less. The next option is Call forwarding after waiting. This feature allow you to forward you calls out to either another user outside the hunt group or an outside line like a cell phone. To enable this check the box to the left and enter how many seconds you want it to ring in the office before forwarding out. Note: your average ring is around 5 seconds per ring. Then enter the number you will forward to in the box below.

5.The Not Reachable Settings box will allow your hunt group to forward out if our system detects the phones offline. This is useful if you lose internet connection or have a power outage. To enable this feature check the box next to Enable Call Forwarding Not Reachable. Then enter the outside line in the box below.

6. Next you will want to add the users to this hunt group. In the field Enter Search Criteria click on the Search button on the right side of the page. The box below labeled Available users should populate with each user in the account that can be assigned to your hunt group. To add these users to the hunt group simply click on their name and click add in the center of the page. Or if you want everyone in your account on the hunt group you can simply click Add All in the center. This will moved the Users over to the Assigned Users Box. To change the order in which they will ring if you are using the Regular Group Policy click on the assigned user then click Move up or Move down at the bottom of the Assigned users box. Once you are satisfied with your assigned users. Click on OK at the bottom of the page.

7. After you click on OK you will be brought back to the main Hunt Group page. On this page click edit on your newly created hunt group. This will load the profile page for your new hunt group. The final step to the setup is assigning your phone number or extension to the hunt group. On the profile page click on Addresses under basic. On the addresses page you will see a drop down box labeled Phone Number. Click this drop down and chose the number you will want to have assigned. If you do not want to use a phone number you can also enter an extension in the Extension box instead.  

How to Set Up: Do Not Disturb

If you don’t want your calls to be disturbed, you can send all incoming calls to your voice mail. The caller hears no rings, just your voice mail message. Once Do Not Disturb (DND) is active, all incoming calls will be forwarded to your voice mail. If there is no voice mail configured, all callers will hear a busy tone.


To activate this feature, form your phone you can:

  • Press the Do Not Disturb button on your phone. If your phone does not have a DND button, follow the instructions below.  
  • You can dial *78 to activate, or *79 to deactivate.

To activate this feature, form your Portal:

  1. Log into your Nextiva portal by visiting cp.nextiva.com. From this page type in you will need to type in your login credential and select login. 
  2. After logging in, click on “Incoming Calls” under the “Options” menu on the left side of the screen and under “Basic” select “ Do not Distrub”
  3. Then select On and press OK.  You should now see it say Do not Disturb-on.  

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

How to Set Up: Call Parking

Call Parking, by definition, is taking a call and parking it against an extension so that you can retrieve it from another extension. Calls can only be parked against extensions on the account. Only one call can be parked at a time per extension.

How to park a call:

  1. Press the Park button, if your phone has a Park button.  Otherwise, place the call on hold and dial the Transfer button.
  2. Dial the extension to park the call against
  3. Press the Enter or Dial key

For example: HOLD – Transfer – dial 101 – Enter

How to retrieve a call:

  1. Press the Unpark button, if your phone has an Unpark button. Otherwise, dial *88.
  2. Enter the extension the call is parked against
  3. Press the Enter or Dial key

For example: *88 DIAL – 101 enter

Please note:

  • Calls can only be parked against extensions on the account
  • Only one call can be parked per extension
  • If a call is parked for a certain period of time the call will ring back to the phone where it was originally parked

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




 
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