Here are some sample corporate communications to help you set up your Freedom series of voice systems within your organization.

Subject: Update Your Personal info using *web-access*:

Dear User:

To access your after-hours account information go to: www.VoiceInformation.com

At the top right of the webpage you will notice a sign in area to WebLink. WebLink allows you to administer your personal after hours contact information via the web.

Enter our toll-free number 800xxxxxxx (no spaces, no dashes, no one before the prefix).

I have set up a personal pin number that you will be able to change once you log in. That number is xxxx. Enter your pin and click go.

Familiarize yourself with the various menus and their contents. I have already set up the after-hours phone times with a phone number or two. Review the information for correctness please.  Add additional contact numbers as necessary.

I will provide you with written instructions on how to navigate around the WebLink online administration tool, but you should find it fairly straightforward.

Please let me know if you have any questions.

Yours Truly,
Susy SystemAdmin

Subject: New After Hours Service - beginning May 1st

Effective May 15th, XYZ Corporation will be discontinuing service with our current after-hours answering service for 555-555-1234.

In it's place we have chosen a virtual *follow-me* system that will work in conjunction with our current phone system. We will also utilize our evening security staff at 123 Main Street as a back up to this system should a caller with an emergency fail to reach their respective contact. The security staff is already familiar with what constitutes an emergency call.

When callers dial into 555-555-1234 after hours they will:
1. Be provided the option of leaving a voice mail for the respective manager to return the call the following business day
2. Be provided the option of tracking down the respective manager if they are calling with an emergency.
3. Be provided the option to transfer to the operator (building security in our case) if the manager is not able to take the emergency call.

In the second circumstance, the virtual system would try to find the manager (*follow me*), and forward the call. The auto attendant announces the call, and if the  manager is unable to take the call, the auto attendant could take a message and email it to the manager and/or save it for later voice retrieval.

*Follow me*, live call transfer: This service tracks you down at home, office, pager or on a cell phone to deliver a caller to you (using whichever phone numbers you have provided for after-hours calls). The system announces the name of the caller and lets you choose to talk to the person or send them to voice mail.

Features:
1. Provides the manager the ability to save permanent email records of tenants calls.
2. The manager has the ability to select the times of day and days of the week for taking calls at particular numbers.
3. Call Screen Feature can ask callers for their name so the manager can decide whether to take the call or send them to voicemail.
4. Phones are answered in a timely and consistent way
5. On hold music adds a touch of sophistication
6. Web interface (WebLink tool) allows the manager to adjust call times, phone numbers, track calls as well as retrieve messages by email.

Please feel free to call me if you have any additional questions. It is quite user-friendly so hopefully this will be a comfortable transition.

I will follow this email up with another providing you with the web access information to modify your personal account.

Yours Truly,
Susy SystemAdmin

Subject: After hours system is up and running

Your Virtual follow-me system is now up and running and will begin forwarding calls to you as early as tonight.

When a caller rings into 555-555-9199 after hours, this is the recording that they will hear:

"You have reached XYZ Corporation. Our office is closed at this time.

"If you know your parties’ extension, you may dial it now. To access our company directory please press the pound sign.

"If you are experiencing a life-threatening emergency, please hang up and dial 911.

"If this is an after-hours emergency that requires attention, press 1, and you will be connected to your property supervisor.

"To reach an operator, dial two.

"To leave a message in our General delivery mailbox, press zero or stay on the line."

Once a caller selects your specific mailbox they will hear the following default greeting:

"Thank you for calling. All representatives are tied up with other calls at the moment. Your call is very important to us. Please leave your name and telephone number after the tone and a representative will call you back. Thanks again for calling."

This greeting can be changed. To change your mailbox greeting please refer to the information packet that you should have received from me or follow the below instructions:

Dial the toll free number (800-xxx-xxxx)

Press * and your extension number (provided to you)

Enter your pin number followed by # (provided to you)

Press 5 -> This takes you to your mailbox set up

Press 1 -> This takes you to your greeting set up

Press 2 to begin recording.

Press any key to stop recording. Press 2 to re-record, Press 1 to listen and press 3 to Save.

Additional notes:

You can transfer a call that you are on to another extension owner in the system. (For instance if the caller dialed incorrectly)

Mailbox 88 has been set up to dial our security desk at 123 Main Street office. (If the caller mistakenly dialed your extension, you can transfer them to the Security guard your phone by pressing 88. The security guard has all after hours emergency contact information and can further assist the caller)

Mailbox 89 has been set up to dial 555-555-9199. (If the caller mistakenly dialed your extension, but their call is not of an *emergency* nature, you may choose to transfer the call back to the main office number to leave a message in the general delivery mailbox for retrieval next business day.  You can transfer them from your phone by pressing 89)

Please let me know if you have any questions and let me know how it goes.

Yours Truly,
Susy SystemAdmin