This is an overview and setup for the Agent Response Phone system.

 

The phone system gives you more options to automate handling customer’s calls, allowing you to also direct them to complete a form that will progress their enquiry and provide you with all the details. This can help your staff to focus on the most important tasks and the phone system is also helping to direct customers 24/7.

 

The phone system can provide you automate

• Automate Lettings Leads - directing them to a lead form
• Recieve Maintenance Calls - directing them to your maintenance form (e.g. FixFlow)
• Take Voice Messages - Take calls, record their needs and direct them further

We are going to walk you through how to set this up.

 

1. Select the office

Choose the office you wish to have a number set up for.

 

2. Go to phone set up

From the top menu, choose to got to the phone area.

3. Add new phone

There are different types of phone response that can be set up, you can choose:

• Lead - used to direct people to either the Lettings or Sales lead forms.
• Maintenance - used to direct people to maintenance request forms
• Messages - used for taking messages. If selected, below you can enter your text.

4. Label

This is what you will name the phone system for identification purposes.

5. Choose message customers will hear

Under 'How would you like the phone number to respond to customers' will be options for the message that will play, the options are:

• Premade audio - the default audio recording that will play. You can listen to it below.
• Audio file - upload your own audio file that will be used.
• Text to speech - type in what you want the message to be and the text to speech will change it to audio

6. Enable SMS response

This sends the SMS message to the caller with a link to the form

If this is enabled, at the bottom of the page the tet can be customised. Remember to replace the [company-name] with your own.
{$tinyConversionFormLink} inserts the link to the form.

7. Form

For Leads
If setting up a phone response for lead forms, you can select from the default Lettings or Sales form.

 

If you have a bespoke form, turn off ‘use the agent response form’ and input your special bespoke form link in the input area that comes up.

For Maintenance & Messages
Insert your maintenance form in the input area.

8. Save once you are done

Once you've finished click the Save and close button, this is now all set up and you will be returned to the main phone menu.