Any Business That Has Inbound Phone Calls Will Find The Automated Phone Logging System Convenient, Efficient and An Important Tool For Their Business.

The process of creating and dealing with phone messages just got a whole lot easier with the release of the Automated Phone Logging system.  It works like this ...

How It Works ... Creating A Phone Message

Your receptionist has the Automated Phone Logging system opened up on their computer.  When somebody calls in requiring a phone message to be created (employee, agent or CSR's on the phone or not in the office or doesn't want to take the call right now), the receptionist clicks "New Msg".

Then just start filling it out.  In the "To" field you type in the first letter of the recipient of the phone message and it auto-fills that persons name and email address.  One key stroke fills in the recipients name and email address pulling for the staff table you populated after installing the system.  If you have another staff person who's name starts with the same letter it may require 2 key strokes.  How much time did that save you?

Then you come to the "From" fields.  If the person calling in has called in before which means their information is already in the system, two mouse clicks later and you have their information automatically filled out.  How much time did that save you?

Under the Action Section, you have quick action choices.  Click any of the checkboxes and it fills the "Action" field out for you.  If none of them fit, type in your own action.  When you type in your own action the system remembers it so you can easily remember it if that action is ever needed for another message. 

For example, let's say the action is "Fax him the Quote".  If another call in has the same request, when you type in "F" into the Action field it fills in "Fax him the Quote" automatically for you saving you even more key strokes.

Then you fill in the message.  It's been my experience that most people can type faster than they write, not to mention it's easier to read!

When you tab out of the message field you type in your name as the person who created the message.  Here again it fills the field out for you as you type it in.  It also pulls the name from the Staff table you populated when you setup the program.

The last step is simply clicking "Email" to send the email to the recipient.  If you want a backup email sent to another person you can put an email in the CC Field on the Main Menu and when you send the email, both the recipient and the email address you designated as your backup email address will get the email.

Pretty easy, isn't it?  And look at all of the steps and time you saved!

If you're a busy office and the phones are constantly ringing, the receptionist can fill multiple phone messages at the same time.  Just open up another window by clicking "New Window".  In fact, you can open up an unlimited number of windows limited only by how much RAM your computer has.