Hosted VoIP Services Business Portal Employee User Guide Document Version 1.0 GCI Global House 2 Crofton Close Lincoln Lincolnshire LN3 4NT www.gcicom.net 2014 GCI Page 1 of 21
Copyright Notice Copyright 2014 BroadSoft, Inc. All rights reserved. Any technical documentation that is made available by GCI is proprietary and confidential and is considered the copyrighted work of GCI. This publication is for distribution under GCI non-disclosure agreement only. No part of this publication may be duplicated without the express written permission of GCI. GCI reserves the right to make changes without prior notice. Trademarks BroadWorks, BroadTouch, BroadTouch Business Communicator, and BroadCloud are trademarks of BroadSoft, Inc. Other product names mentioned in this document may be trademarks or registered trademarks of their respective companies and are hereby acknowledged. 2014 GCI Page 2 of 21
Document Revision History Release Version Reason for Change Date Author SDAH (R307-F13) 1.0 Document created April 25, 2014 Development, CloudPBX 2014 GCI Page 3 of 21
Table of Contents Copyright Notice... 2 Trademarks... 2 Document Revision History... 3 1. Introduction... 5 2. Login... 6 3. Quick Reference... 7 4. Overview... 9 4.1. Tabs... 9 4.2. Service Offering... 9 4.3. Saving the BP as a Home Screen icon on ios devices... 10 4.4. Live Search... 11 4.5. Views and Filters... 11 5. Dashboard... 12 5.1. Click to Dial... 13 5.2. Call Logs... 14 5.3. Quick Feature Management... 16 6. Features... 17 7. Devices... 19 8. Applications... 19 9. My Account... 20 9.1. Resetting Passwords... 21 2014 GCI Page 4 of 21
1. Introduction The New Business Portal (BP) allows you to manage your communications features and settings from anywhere. Whether you want to update your Call Forwarding settings, manage your Contacts or Voicemail settings simply login to the Portal from your desktop, smartphone or tablet. It offers a new and improved graphical interface that is simple to navigate and introduces a number of new features. Cross Browser Support Internet Explorer 8.0 and higher Firefox Chrome Safari Cross Device Support: with optimised view for device type Desktop (Windows/ MAC) Tablet Smartphone Home Screen icon on IOS Tablets and Smartphones. Live Search: to quickly search for employees within your Company Integrated Help and Information: hovering your curser over, or touching the icon brings up a help screen with information and service descriptions. Service Offering Tab: A single click view of the feature packs and the services available to the customer.. Using the Business Portal, an Employee can perform the following tasks: Manage Account Details and Passwords View and use your Dashboard for key service information and Features View your Devices View and download your Applications Configure your Features 2014 GCI Page 5 of 21
2. Login Browse to the following URL https://voipportal.gcicom.net/businessportal/login Your service provider will send you your login details once they have provisioned your service. Username - The employee s Identification name within the system. (This cannot be changed as the username is associated with Employee user account) Domain This should be your company Domain e.g. mycompany.com Password - The password for the employee s account Some service providers may use the Login page to display additional information about the services that are available to you and provide links to other content. Welcome Email When your account is provisioned Welcome emails are sent to you that can include the following information: Phone Number Extension Applications and Voicemail details including any usernames and passwords Your device(s) Support Information If you have not received the Welcome Email, your provider may have sent the information via an alternative method which may have included your company Administrator. 2014 GCI Page 6 of 21
3. Quick Reference Dashboard Summary Information Call Logs Quick Feature Management Features Manage your Features such as Call Forwarding, Voicemail etc Devices Displays your Primary Device along with any other associated devices. 2014 GCI Page 7 of 21
Applications View the applications available to you. Quick Links to download your applications. My Account Employee details. Reset passwords. Please note: 1. Features has two views, List and Grid, the display above shows Grid view 2. Applications will only show applications that are available to you ie, if you have not been allocated UC Office you will not see these app s 3. My Account access will not allow a change to be made to the end users username and only an administrator will be able to change the DDI/extension number. An end user can make all other changes to name and password settings. 2014 GCI Page 8 of 21
4. Overview 4.1. Tabs The new Business Portal uses tabs to navigate to the different sections of service management. By default, the Dashboard is displayed when you log in to the Business Portal. 4.2. Service Offering A single click view of the feature packs and the services provisioned to the Employee User Account. A feature package represents a specific collection of features and services. Optional Add-on Feature Packages are features or groups of features that can be added to a base feature package. 2014 GCI Page 9 of 21
4.3. Saving the BP as a Home Screen icon on ios devices ios touch icons are used when the portal is added to the home screen. By adding the Business Portal to the home screen, it effectively behaves like an app 2014 GCI Page 10 of 21
4.4. Live Search You can use the Search at the top of the page to search for employees within your Company. The Search Tab offers a dynamic search facility across a number of fields Username Firstname Surname Phone Number Type in your criteria (full or partial) and it will list all matches. 4.5. Views and Filters You can view your features, in two options, List or Grid: List Grid Or 2014 GCI Page 11 of 21
Wherever there is an Information Icon, you will be able to place your mouse curser over it to get more information, for example: You can use filters to find Features quickly, simply start typing the Feature Name in the filter box: 5. Dashboard By default, the Dashboard is displayed when you log in to the Business Portal. 2014 GCI Page 12 of 21
Visual Quick Stats Include: Voicemail Notifications Missed Calls Number, Date and Time Dialled Calls Number, Date and Time Received Calls Number, Date and Time 5.1. Click to Dial The Employee Dashboard contains a Click to Dial feature which allows the user to call any of the numbers shown in any of the following fields 2014 GCI Page 13 of 21
Click the telephone icon next to the telephone numbers in the missed, dialled, received calls lists to perform a click-to-dial to the number. Your device(s) will ring and connect you with the other party when you answer your device. To hang up click the telephone icon next to the number you dialled. Click-to-Dial Hang-up 5.2. Call Logs Call Logging is a set of call analysis features that allow Employees to view and analyse call logging information. Call Logging provides comparison and analytical tools for tracking and improving the efficiency and effectiveness of business communications. An intuitive, feature rich interface allows you to visualize trends and patterns, zoom in on detailed data or view key headline information at a glance. User: Business Number (by full or partial telephone number), Calling Number (by full or partial telephone number). Traffic: All Traffic, International, Premium Rate, Non- Geographic, Mobile, National, Off-Net, On-Net. Direction: Outbound, Inbound, Any. Status: Answered, Unanswered, Any. Date/Time Range select from the predefined options or enter/select a custom date/time range (maximum 1 month) 2014 GCI Page 14 of 21
Graphical View and Comparison Once you have selected the call log criteria and clicked search, a graph with various options become available. The following options become available for you to tailor your analysis: Minutes or Calls - Switch between total minutes and total calls Use the interactive graph to pan and hover for more data A comparison feature overlays the previous period s data results, allowing you to analyse patterns and trends. You can switch between the views detailed below using the View Buttons: The List View provides individual call information on the results of your search including the Business Number, Time, Duration, Calling Number, Destination and Call Status. 2014 GCI Page 15 of 21
The Type View allows you to instantly compare different types of calls to provide key information including the amount of Off-Net calls versus On-Net calls, Inbound versus. Outbound and Answered versus. Unanswered. The Type View displays the percentage split of total minutes and total calls for each call type. The Top 10 View provides the 10 highest results based on your search and top 10 category selection. For example, this allows you to see the top 10 destinations or numbers involved in calls across your whole company, individual users or groups. You can use the Export Tool to save the full results of the current Top 10, Type or List View to a downloadable CSV file. 5.3. Quick Feature Management Quick Feature Management allows you quick access to the most commonly used features. Call Forward Always Call Forwarding Always (CFA) feature provides the capability to automatically redirect all incoming calls to another phone destination. Remote Office To use the feature, you simply enter the phone number of their current location and activate the feature. From that point on, your usual location is temporarily overridden by the newly configured location. When the feature is active, all incoming calls are redirected to your Remote Office location and are subjected to your inbound services. You can originate calls from your Remote Office location through click-to-dial capabilities provided by the Portal and other applications. This ensures that calls are processed as normal originating calls, are subjected to your outbound services and will present your normal outbound Calling Line ID. 2014 GCI Page 16 of 21
Do Not Disturb The Do Not Disturb feature allows you to set your status as unavailable. When you activate this service, all calls to your line are intercepted and processed as if you are busy and cannot receive calls. CLI Display - This feature delivers your calling line identity for outgoing calls. If you turn this feature off then it will not display your identity to the receiving party. Sim Ring - The Simultaneous Ring feature allows you to have multiple phone destinations ring simultaneously when incoming calls are received on your phone number. The maximum number of phone destinations that can be set is 10. The first destination to be answered is connected. Call Director - The Call Director user feature allows you to define one or more phone number locations e.g. a Mobile Phone that can be used as extensions to your account. These numbers are all alerted for inbound calls, similar to the Simultaneous Ring/Remote Office feature. Call Director supersedes the Simultaneous Ring feature and both features should not be On/active at the same time. You can dial a Call Director Portal from these locations and follow the interactive menus to place a call through the Call Director Portal. Outbound calls from your Call Director locations through the Call Director Portal are processed as normal originating calls, are subjected to your outbound services and will present your normal outbound Calling Line ID. 6. Features Select the Features Tab to manage any of the features included in your service. Features are categorised in the following categories: Mobility Subject to Feature Package, this category will allow you to configure the features that allow you call mobility e.g. Call Director, Remote Office etc. 2014 GCI Page 17 of 21
Call Control - Subject to Feature Package, this category will allow you to configure the features that allow call control e.g. Call Forwarding, Call waiting etc. Contacts - Subject to Feature Package, this category will allow you to configure the contacts and directories related features e.g. Personal Contacts, Phone Services or Speed Dials. Messaging - Subject to Feature Package, this category will allow you to configure the Employee Voicemail, Fax Messaging features etc. Filter Search Filter Search allows you to type in the first few letters of the feature you re looking for displaying the matches. 2014 GCI Page 18 of 21
7. Devices Select this Tab to view the Devices (IP Phones, Smart Phones, Desktop clients etc.) associated with your account. These devices share the same line, so that incoming calls ring on all of the devices simultaneously and outbound calls can be made from any one of the associated devices. 8. Applications The Applications area allows you to view and download any applications that are part of your service. These can include PC, Mac, Smart Phone and Tablet applications. 2014 GCI Page 19 of 21
Application Username Should your ever need to confirm your username for your Application log in, refer to this. Application List Any applications that are included in your service are listed. Application Download Links The links allow you to download the Apps by either downloading directly to your PC/Mac or via the Apple App Store or Google Play. 9. My Account User Details Username - Employee s log in name used to access the Portal. Directory Number Your main public telephone number. Extension Your internal extension number. Password Reset Change your Portal, Application or Voicemail password/pin. Contact Details First Name - Your given name Surname - Your surname Email Address Phone Number Address information is optional 2014 GCI Page 20 of 21
9.1. Resetting Passwords You can reset your password for your Voicemail (Numbers Only), Applications and Portal Login by selecting the drop down list Password to Change option under User Details. New Password - Use this field to specify a new password for your account Confirm New Password - Re-type the new password to confirm it Please contact your company administrator for any further information regarding the GCI Hosted VoIP Business Portal. 2014 GCI Page 21 of 21