The short answer
There is no self-service setup wizard. A person builds your account with you, and this is the order it happens in.
What we ask you for
- The legal business name and the service address.
- The people who need an extension, with the email address each one signs into Webex with.
- How calls should route. Does the main number ring everyone, a menu, or a group? What happens after hours?
- Your hours, your early days, and the holidays you close for.
- The numbers you are bringing, with the account details from your current carrier. See porting your numbers.
- The phones you have or are buying. See the phone buying guide.
A short call settles the plan. After that you can let us run with it.
What we build
Every extension gets voicemail and, where you asked for it, a Webex account and Callpop. The auto attendant, hunt groups, call centers and schedules are built the way you described them. Greetings start as text to speech so the system is complete on day one; you can record your own any time. See greetings and hold music.
The welcome email
When an extension is created with an email address, that person gets one email from support@vocatech.com with a subject beginning Welcome to Vocatech. It carries the extension number, the Apps Login for Webex and Callpop with its password, the download steps, and the step to set the Webex ringtone to None so the two apps do not ring together. Nothing on their side changes the password; it stays as sent.
If someone did not get it, it is usually in Spam or Promotions. We can resend it from the extension's page, which issues a fresh password. On a company that signs in with Google or Microsoft the email carries no password at all. See adding a user.
Phones
- Bought through us: they arrive configured. Plug in power and ethernet and the extension name appears on the screen.
- Bought on Amazon: send us the MAC address from the back sticker so we attach it to the right extension, then point the phone at our server once. The steps are in setting up a Poly phone and setting up a Yealink phone.
- Phones from a previous provider: a Poly or a Yealink T4xU works after a factory reset and the same setup steps. Other brands are not supported.
Phones are optional. The Webex app and Office Anywhere cover people who do not want one.
Testing before your numbers move
You get a temporary number while the port is pending. Call it from a cell, listen to the menu, press the keys, let a group ring out into voicemail, and check that the voicemail email arrives. Anything that is not right gets fixed before a customer ever hears it.
Port day
The port completes at the time the carriers set, and calls to your numbers start reaching the new system at that moment. Nothing on your side has to change. Keep the old service in place until we confirm the port is done. Texting moves over with the voice; sending texts starts once your carrier registration is approved, and receiving works from day one.
The days after
Install Callpop on the desks that answer calls, put the team on Textdock for texting, ask for recording on the extensions that need it, and tell us who should have a portal login and what it should see.