Copyright XenVoice 2018
Getting Started

XenVoice Communications is the New Age Business Communication System offering services through Voice and Text. Given below are the steps to start.

Signup Page

Enter www.xenvoice.com from the browser and click on Sign Up Button

signup_page

Step 1 - Enter the First Name in the corresponding field as shown above.

Step 2 - Input the Last Name in the designated field as shown.

Step 3 - Enter the Email Address to which all the notifications related to XenVoice would be received.

Step 4 - This field requires the user to enter a Username with which one would like to login into the XenVoice account.

Step 5 - Now, enter a Password of choice.

Step 6 - Reenter the password in the Confirm Password field.

Step 7 - Click Create Your Account option after ensuring that all the details have been entered correctly.

Notes: - XenVoice sends an Email Verification to the user’s registered email address after successful registration. This is different from the Welcome email received. Please refer to the screen below.

Email Verification

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Step 1 - Click upon the link received in the verification email.

Step 2 - Upon clicking, the user will be redirected to the Login page of XenVoice.

Login Page

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Step 1 - Enter the username in the Username field.

Step 2 - Enter the password in the Password field

Step 3 - Click on the Login button to enter the dashboard.

Note: Please note that the trial version of XenVoice is available for a period of 7 days. In order to access the full features after the completion of 7 days, a user needs to subscribe by recharging the respective account.

Users need to add number/s to make or receive calls and to utilize all the features.

Adding a Card

XenVoice features such as Call Settings, Custom Greetings, Extensions and more are available completely to the user upon buying a number of preferred choice.

adding_a_card

From the account’s dashboard, please perform the below activities to buy a number/s from XenVoice.

Step 1 - Click upon the home icon from the dashboard

Step 2 - Navigate towards left side corner and click on the Buy button

Step 3 - A pop-up generates with the message No Payment methods available. Please add card as depicted below.

Step 4 - Click on OK

Step 5 - Enter the card details by filling all the details

Step 6 - Click on Submit Payment Card to complete the process of adding the card.

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Alternatively, the user can buy a number by going to the top right side corner of the XenVoice application.

Buying A Number

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Step 1 - Click upon Add icon.

Step 2 - Choose Buy Number from the list.

Buy Number

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By clicking upon Buy option, the user will be led to the Number page.

Please perform the below the actions to buy a number of personal choice.

Step 1 - Click upon My Numbers option to find the list of numbers the users have added.

Step 2 - Choose Released Numbers option to know about all those numbers that is no longer in use

Step 3 - Select Buy Number option if the user would like to add a new number.

Step 4 - Enter the Area Code for which the user prefers to buy a number.

Step 5 - Click upon Search button to know about all the area codes listed.

Available Numbers

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Step 1 - Find a list of numbers based upon the area code the user has just entered.

Step 2 - Click upon Buy button corresponding to the specific number the user prefers

Try searching with a new Area Code in case its no longer listed in buying a number.

Number Alert

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The user will be prompted with a decision box about choosing the number.

Step 1 - Click upon OK option if one prefers to buy the number chosen.

Step 2 - Select Cancel option to search for a new Area Code altogether.

Purchased Numbers

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The above screen displays the number the user has bought successfully. Please note that the user could buy more than one number depending upon the flexibly.

Step 1 - Enter a name corresponding to the number in the Name option.

Step 2 - Click in the Description box to enter details about the number.

Step 3 - Input an email address in the Add option to receive notifications.

Step 4 - Click upon Save button to start using the number.

Step 5 - Click upon Release Number button if the user no longer use the number.

The user will receive all the notifications about the number to the email address, which has been added as shown above.

Adding Extension

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XenVoice offers the privilege of adding unlimited number of extensions for the number as required. Irrespective of the number of extensions created, there is never a need to compromise with the security factor.

Step 1 - Click upon Extensions section from XenVoice app.

Step 2 - Click upon Add button to create an extension.

Step 3 - Navigate to Create New field as show below.

adding_extension

Step 1 - Enter preferred extension number in the Number field.

Step 2 - Input the Name field with the corresponding name.

Step 3 - Type the details in the Description field.

Step 4 - Prefer a number of choice from Outgoing Caller ID drop-down menu.

Step 5 - Click upon Save to apply the changes.

Alternatively, there is an option available on the top right corner in the Add icon for adding extension.

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Dashboard

The dashboard is the single point access for all the user’s call details. By navigating to the Numbers section from the dashboard’s left side panel, one can go through all the details of the specific number chosen from the list.

Inbox

Viewing a Call Log

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Step 1 - By default, the All Calls option would be highlighted.

Step 2 - Go through in detail a comprehensive log of all outgoing and incoming business phone calls made.

Given below are the fields corresponding to the calls history.

Step 3 - Status: A list of icons would be displayed here such as DND, Go to Voicemail, etc.,

Step 4 - From: The incoming number would be displayed here.

Step 5 - To: The outgoing number would be displayed here.

Step 6 - Date: The details of a call with Month, Date and Year are displayed here.

Step 7 - Time: The exact time at which the user receives it upon the number.

Step 8 - Duration: The duration of call is displayed in HH: MM format.

Voicemails

Voicemail is a Voice Message feature that a caller leaves when the person is unavailable. In brief, it is a centralized electronic system that store messages from the callers.

Checking Voicemails

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Step 1 - Click upon Voicemail option to through all the user’s voicemails in detail.

Step 2 - If the user has not received any voicemails, then "No voicemails" message is displayed.

Step 3 - Receive any number of voicemails as recorded by the callers.

Step 4 - Listen to all the voice mails voicemails by selecting that specific voicemail record from the log.

Adding a Voicemail

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If the user would like to receive voicemails on a specific number from the list of numbers added, please perform the below mentioned activities.

Step 1 - Choose the number from the left side panel of the dashboard.

Step 2 - Enter a name for the number chosen on the right side panel

Step 3 - Select a description (optional) for the number for quick reference

Step 4 - Input an email address to which the user prefers receiving instant notifications

Step 5 - Click on Add button to get notified whenever the user receives a voicemail.

Step 6 - Click on Save button to activate name, and other details.

Step 7 - Stop receiving voicemails by clicking upon Delete button.

Accessing Your Voicemail

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Upon successful setting up of the voicemail, one can set options to receive voicemails delivered directly to the inbox.

View the voicemail details by choosing the specific number upon which it was received.

Given below are the fields corresponding to the voicemails the user receives.

  • From: This is the Caller’s number from which the voicemails are received.
  • Date: The delivery details of the voicemail with Date, Month, and Year.
  • Time: The exact time at which obtains it upon the number.
  • Play voicemail by clicking upon the button.

NOTE: If the user would like to delete a voicemail, the corresponding voicemail needs to be checked. Click upon Delete button.

Call Settings

This option allows users to choose various settings with respect to the incoming call made by the business contacts or customer prospects. Please remember that XenVoice provides with the flexibility of choosing each number with unique call settings.

Ring My Phone

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By clicking upon Ring My Phone option, the user can perform several actions as described below.

Step 1 - Click upon Ring My Phone For dropdown menu to set the time limit for the phone to ring ranging from 10 seconds to 40 seconds as shown below.

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Step 2 - Select a specific greeting from Play Greeting dropdown menu to greet the callers.

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Step 3 - Click upon Save button to ensure that the changes are applied.

Forward Call

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This option is chosen whenever the called is unable to receive a call from their callers. It is also helpful to redirect the callers to designate a specific number in order to obtain the exact information directly without wasting time.

Please perform these options in order to set up Forward Call settings.

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Click upon Forward Call option from the Call Settings menu.

Step 1 - Navigate to Incoming caller Id dropdown menu.

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Step 1.1 - Select “Display caller number” if the user prefers the caller number to be displayed over the forwarded number.

Step 1.2 - Select “Display my number” if the user would like the receiver to know that the call has been forwarded.

Step 2 - After choosing the suitable option, please add the number to which one would like all the calls to be forwarded by entering the desired number in the Forward to Number text box.

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Step 3 - Remove the number by clicking upon Delete button if there is no need to forward calls to it.

Step 4 - Click upon Add button to add a new number to which one prefers forwarding all the future calls.

Step 5 - Forward the chosen calls to an Extension directly by entering the extension number from the Forward to Extension dropdown menu.

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Step 6 - Click upon Add button.

Step 7 - Click on Save button for the changes to apply.

Go To Voice Mail

This option ensures that the callers are able to record voice messages. Choose this option in case the users are not in a position to receive calls.

Step 1 - Click upon Play Greeting dropdown option.

Step 2 - Select a greeting that one prefers to play.

Step 3 - Click upon Save to save changes.

go_to_voicemail

Disconnect Call

XenVoice allows the users to make use of Do Not Disturb (DND) option in case the user is not in a situation to accept calls.

Step 1 - Click upon Disconnect Call option from Call Settings menu.

Step 2 - Click upon Save option for the changes to apply.

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Go To Menu

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Step 1 - Select Go To Menu option from the Call Settings menu

Step 2 - Click upon Menus dropdown menu from the Goto Menu section on the right side.

Step 3 - Choose the desired feature such as Sales Reports from the list.

Step 4 - Click on Save for the changes to take effect.

Show Notification – Browser/Skype/Slack
Show Notification - Browser

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Step 1 - Hover to the options in the Call Settings menu.

Step 2 - Select Show Notification option by clicking upon it.

Step 3 - Select the Browser checkbox from the Notification list.

Step 4 - Click on Save to apply changes.

NOTE: Please note that the user is free to select a single checkbox or all three of them depending upon the requirements.

Accepting calls from the browser

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Upon setting this option, the user would receive calls directly in the browser with the options to Answer or Reject the call. Additional details such as Call from and Call to are displayed depending upon the priorities a user has set in Call Settings menu.

Show Notification - Skype
Setting up calls to receive over Skype

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XenVoice offers advanced communication features while allowing the users to make or receive calls. It is integrated with Skype to realize seamless business communication in real-time. The above screen displays how to select Skype for the calls.

Step 1 - Go to Notification panel by clicking upon Show Notification from Call Settings menu.

Step 2 - Click upon Skype checkbox to start receiving on Skype.

Step 3 - Click upon Save for the changes to apply.

Authenticating XenVoice on Skype

Log on to the Skype account to ensure that the user start accepting call notifications over Skype by adding XenVoice interface. To add the bot, navigate towards the bot icon in your Skype account.

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Click on the Bot icon to enter the bot’s name (XenVoice) in the search field. Click upon the ‘Add to Contacts’ option, which appears on the bottom right corner of the pop-up.

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XenVoice is a business communication system with packages available as per the requirement. A verification text message would be sent to Skype account as depicted below.

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From the Skype account, please copy the Verification Code to sync Skype and fully integrate with the XenVoice application.

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Step 1 - 1.Select Channels option from the left side pane.

Step 2 - Opt for Channel Settings feature to enter channels and code as desired.

Step 3 - Choose Skype from the dropdown menu by clicking upon Channels from the menu.

Step 4 - Enter the code just received from Skype in the Verification Code field to validate received from any one of the callers.

Step 5 - Click upon Verify button.

Successful Token Validation

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An alert message Successfully Done would be displayed in case the token entered is valid.

Token Validation Message on Skype

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Upon successful validation, the user would receive a message in Skype account as well displaying Token verified successfully.

Receiving Calls on Skype

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After successful validation, the user would receive a call notification prompting to answer it. Click upon Answer button so that a new browser window opens up as depicted below.

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Step 1 - Start speaking in case it is required to answer the call.

Step 2 - Click upon Hangup if it is not necessary to answer the call.

There are several options available such as Mute, Dial, Off, Hold and Transfer Call based upon the user requirements.

Show Notification - Slack

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XenVoice offers advanced communication features while allowing the users to make or receive calls. It is integrated with Slack to realize seamless business communication in real-time. The above screen displays how to select Slack for the calls.

Step 1 - Go to Notification panel by clicking upon Show Notification from Call Settings menu.

Step 2 - Click upon Slack checkbox to start receiving on Slack.

Step 3 - Click upon Save for the changes to apply.

Click up on Add to Slack button from the XenVoice homepage.

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Send a message or greeting (Hi or Hello) to the XenVoice app using the message field to get Verification Code.

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Login to the XenVoice app and go to Accounts > Channels section to choose the Slack Channel and paste verification code in the respective field.

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Then the user gets a confirmation message from the XenVoice bot regarding token verification.

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Click upon the Answer to receive incoming calls, which opens up the additional tab as depicted below.

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Greetings

XenVoice provides the option of recording personalized greetings for each number. The user can set up Welcome, Good Morning, or any custom greetings depending upon the business communication standards maintained.

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If there are no greetings recorded earlier, then a default message would be displayed You do not have Greetings under the Greetings section.

Add Greetings

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XenVoice customers could make use of advanced features with respect to calls. Recording a customized greeting is just one of them.

Step 1 - Click upon Greetings menu.

Step 2 - Click again on Add button for greetings options.

Step 3 - Enter the greetings name in the Name field.

Step 4 - Enter description about the greetings in the Description field.

Step 5 - Browse a file from the location to choose as preferred greetings.

Step 6 - Click on Save to play the chosen greetings whenever customers call.

NOTE: The user can add files only in MP3 format as greetings of not more than 1 MB size.

View Greetings

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Any greetings that have been successfully added will appear in the Greetings section. The user can add multiple greetings of choice by clicking upon Add button again.

Shared Greetings allow admin to apply custom greetings valid to all numbers by default.

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Menus

XenVoice users can avail another great feature in the form of Menus resulting in customization. The user can set various Menu Properties depending upon business needs.

Creating a Menu

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Every menu created will help in defining a specific business activity.

Step 1 - Click on Menus option.

Step 2 - Click on Add button to set Menu Properties.

Step 3 - Enter the name of Menu.

Step 4 - Enter the details of the menu to be created in Description field.

Step 5 - Choose a specific message from the Welcome Message dropdown menu.

Step 6 - Select the option from dropdown menu for Invalid Message field.

Step 7 - Opt Yes for Allow Extension Dial for the callers to reach extensions.

Step 8 - Click upon Save for the changes to take effect.

Likewise, the user can create any number of menus as preferred.

Display a Menu

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A list of menus the user has created newly will appear in the Menus section. The user clicks upon Add button to create more menus similarly.

Shared Menus allow the admin to apply custom menu options to be accessible commonly by all users.

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Setting Up IVR

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Step 1 - Click upon Account option.

Step 2 - Assign a number for the specific menu chosen from the Click to add call setting section.

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Users could hear automated voice whenever they dial the number. For example, please press 1 for Sales Reports. A unique number could be assigned for a menu by choosing from the dialpad.

Blocked

Activate the Do Not Disturb service to the XenVoice account. It will save time from unwanted calls and help in maintaining effective business communication with the clients and prospects.

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Click upon Blocked menu from the XenVoice account.

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Step - Input a number in Enter Number to be blocked as shown above.

Step - Click upon Block button. The user will no longer receive calls from the number entered.

The blocked number/s will be added to the blocked number section as shown below.

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Click upon Unblock button, in case the user prefers not to block the number anymore.

SMS

SMS is a text messaging service that uses to exchange short text messages between the users.

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Step 1 - Navigate to the homepage and click on the SMS tab

Step 2 - Click on New Message button

Step 3 - Enter Recipient Number in the given field

Step 4 - Type the text in the message field and click on Send button

Note: Every single SMS is billed as one minute.

Call Handlers

XenVoice provisions its users with options and features customized as per their exact business requirements.

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Step 1 - At first, the user would be displayed a message You do not have any Call Settings

Step 2 - Click upon Add button in case the user would like to add call handlers.

Create a Call Handler

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Step 1 - Navigate to Create New Call Handler section

Step 2 - Enter a name in the Name field for the Call Handler desired.

Step 3 - Input the description in the Description field detailing about the call handler.

Step 4 - Point to the Select How Calls Should Be Handled section

Step 5 - Click upon Select Action drop-down menu.

The user can select a choice of preference such as Forward Call, Disconnect, Leave Voicemail, or Goto Menu.

  • Forward Call – Redirects the caller to a new number specified in Call Settings.
  • Disconnect – Cuts the call immediately whenever a caller rings the number
  • Leave Voicemail – Leads a caller to Voicemail box prompting to record a message.
  • Goto Menu – Allows the caller to go to a specific menu the user has created already.

Specifying a call handler will save time and offers clarity for the callers leading towards effective business communication.

Creating Call Handler for Forward Call

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Step 1 - Enter name in the Name field.

Step 2 - Input a short description in the Description field.

Step 3 - Fill all the fields in Select How Calls Should Be Handled section

Step 4 - Choose Forward Call option from Select Action field

Step 5 - Pick up the option to display a number in the Caller ID field

Step 6 - Set the option to PHONE from the drop-down of Forward Calls To Phone (Or) Extension

Step 7 - Input the phone number preferred in Enter The Phone Number field.

Step 8 - Select the time duration as 5, 10, 20 or 30 seconds for Ring Above Number For field.

Creating Call Handler for Disconnect

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Step 1 - Click on Name field to enter name Disconnect in it.

Step 2 - Enter the details in Description field.

Step 3 - Navigate to Select How Calls Should Be Handled section.

Step 4 - Click on Select Action drop-down menu.

Step 5 - Choose Disconnect option.

Step 6 - Click on Save to apply changes.

Successful adding up of Disconnect Call Handler will display the details in the Call Handlers section as depicted below.

Displaying the Call Handlers Added

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The user can add as many handlers as possible by click upon Add button on the right top corner.

Creating Call Handler to Leave Voicemail

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XenVoice improves business communication by not allowing the user to lose a crucial prospect. If the user is unable to receive a call, please set Call Forwarding option.

Step 1 - Input in Name field as Leave Voicemail to begin with.

Step 2 - Enter the details in Leave Voicemail field.

Step 3 - Navigate to Select How Calls Should Be Handled section.

Step 4 - Click on Select Action drop-down menu.

Step 5 - Choose Leave Voicemail option.

Step 6 - Click upon Play Greeting option to choose a greeting to be played.

Step 7 - Click on Save to apply changes.

The voicemail will be shown in the Call Handlers section if it is successfully added. Add more Voicemails based upon the call needs.

Creating Call Handler for Goto Menu

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Redirect all the callers to the desired by customizing the Goto Menu.

Step 1 - Enter Menu in the Name field.

Step 2 - Input the details in the Description field.

Step 3 - Navigate to Select How Calls Should Be Handled section.

Step 4 - Click on Select Action drop-down menu.

Step 5 - Choose Goto Menu option.

Step 6 - Click on Save to apply changes.

Assigning Call Handlers

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Step 1 - Click upon Menus tab.

Step 2 - Select a menu to which the user would like to add Call Setting.

Step 3 - Click on Menu Properties button.

Step 4 - Select a number from the dialpad to add call setting

Step 5 - The user would be prompted with Select Call Handler for Option 1 as shown below.

call_handler_goto_menu

Step 6 - Pick an option of the choice from the drop-down menu and click on Save button.

Step 7 - Click on Cancel option in case the user is interested in editing the settings.

Add any number of dialpad call settings the user prefers for increased ease of access.

Make Voice Calls
Selecting Default Number for Outgoing Calls

Using the XenVoice account, a user could be able to choose a number from the list of added numbers as the default number for making outgoing calls.

Navigating to the Account Link

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Step 1 - Click upon User icon from the top right corner.

Step 2 - Select the Account option to navigate to the dashboard.

Step 3 - Choose a number from the list of added numbers from the Numbers section.

Selecting Numbers or Extensions

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1 - Select a number for making outgoing calls.

2 - Choose an extension for that number if available.

NOTE: By default, the number chosen by the system already for making outgoing calls is 000.

Accessing the Dial pad

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Step 1 - Navigate to the right side corner of XenVoice application.

Step 2 - Click upon Dialpad icon.

The next screen prompts the user to dial numbers and make calls by making use of a dial pad.

Making a Call

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Step 1 - Enter the number preferred to dial.

Step 2 - Click upon Call button to start making calls.

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Step 1 - Start speaking in case the user would like the answer call.

Step 2 - Click upon Hangup if nobody is interested in answering the call.

After the user has dialed a number, there are several options available such as Mute, Dial, Off, Hold and Transfer Call based upon the requirements.

Customizing the incoming calls is possible through the way in which the user sets up the dial pad.

making_a_call

Step 1 - Select the option as Ring My Phone in the Call Settings.

Step 2 - Set the time duration as 10 or 20 seconds as per the needs

Step 3 - Choose a greeting to be played if the call is not answered from Play Greeting.

Step 4 - Click upon Save.

Answering a Call

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Call in Progress

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A new screen will be opened once the user receives a call. Here the user could:

Step 1 - Mute the ring

Step 2 - Dial numbers while in call

Step 3 - Mute the caller’s voice.

Step 4 - Keep the call on hold.

Step 5 - Transfer the received call to the desired number.

Step 6 - Hangup the call if not interested in talking.

Account
Account Settings

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After clicking upon Account option in the dashboard, the user would be directed to the Account Settings page.

Given below are the activities that could be performed from this page.

Step 1 - Edit the First Name & Last Name

Step 2 - Alter the Email Address.

Step 3 - View the Voice Settings and Default Number set.

Step 4 - Change the Password.

  • Enter a new password of choice in the Password field.
  • Please re-enter the new password in the Confirm Password field.

Step 5 - Click upon Save button once all the changes desired have been made.

Manage Cards

Step 1 - Add a card of preferred choice to make the XenVoice account fully operational.

Step 2 - Click on Cards option from the Preferences & Billing section in the dashboard.

Step 3 - Now, click upon the +Add button to add a card the user would like to get billed.

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Step 4 - Enter the card details by filling all the details

Step 5 - Click on Submit Payment Card to complete the process of adding the card.

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Find the card the user has added just now in the Cards section. The below activities can be performed further.

Step 1 - Add more cards by clicking upon a +Add button.

Step 2 - Make a card as default by choosing Make Default option.

Step 3 - View a card as Current Default chosen for billing purposes.

Step 4 - Click upon Delete button corresponding to the card preferred as not to be used.

XenVoice provides users the option of using credit and debit cards flexibly as far as making a payment towards the business communications is considered.

Users

Managing multiple users through XenVoice account is easily possible with Users menu available.

Creating a User

Step 1 - Click upon Add icon from the top right side corner to create a new user.

Step 2 - Click on Add User option from the menu.

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Step 1 - Enter the email address of the user in the Email field.

Step 2 - Username field will have a unique name chosen.

Step 3 - Set a password by choosing from Password field.

Step 4 - Re-enter the password by inputting in the Confirm Password field.

Step 5 - Click upon Save.

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Adding Number

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Step 1 - Navigate to My Numbers section.

Step 2 - Click upon Search & Buy to proceed further.

Step 3 - Enter the details such as Name and Description for the number.

Step 4 - Set email address to receive voicemail notifications.

Step 5 - Delete the email address if the user would like to add another email id.

Step 6 - Click upon Add to enter a new email address.

Step 7 - Click upon Save button to have the details in the repository.

Step 8 - Release Number will remove the number from the list.

Adding Extensions

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XenVoice allows users to add as many numbers and/or extensions as they desire.

Step 1 - Select the Username for which one would like to add details.

Step 2 - Enter Email, Username, Password, Confirm Password and other user information.

Step 3 - Navigate to Allowed Numbers

Step 4 - Enter a number as per the requirement.

Step 5 - Navigate to Allowed Extensions

Step 6 - Enter a number to set as the desired extension.

Follow the process to add more numbers and extensions depending upon the situational business needs.

Numbers

XenVoice provides the feature of viewing all the added numbers. It will be helpful to know which number has been assigned to which user.

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Extensions

Each number could have unlimited extensions. It will be helpful to know which extension has been assigned to which user. This feature allows users to view all the added extensions.

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Click upon Extensions option from the left side panel.

All the extensions added against that specific number would be on display here. Also, the user can find additional details such as the person using the extension.

Desk Phones

Users can utilize XenVoice services on desk phones too. There exist multiple processes to integrate XenVoice into the desk phone according to its manufacturer such as Cisco, Grandstream and more. Integrate XenVoice to the Mainline and Extensions by performing the below procedure.

Step 1 - Select Desk Phones and Click on the +Add button

Step 2 - Enter Description in the given field

Step 3 - Enter unique MAC ID of the desk phone

Step 4 - Choose Number or Extension as per the requirement

Step 5 - Add desired Number/Extension from the Select One field.

Step 6 - Select the Desk Phone Product’s Make and Model

Step 7 - Click upon the Save Button

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Now open your Slack account and click on Applications, which situated on the bottom left corner of the app. Enter XenVoice in the search bar and click on View button.

All the extensions added against that specific number would be on display here. Also, the user can find additional details such as the person using the extension.