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Voice
VoIP (Voice over Internet Protocol)
Make and Receive VoIP Calls
Make and Receive VoIP Calls
Learn how inbound and outbound VoIP calls work
Gillian Hyde avatar
Written by Gillian Hyde
Updated over a week ago

Overview

VoIP allows you to make calls directly from HCP web. Our VoIP solution can be used in conjunction with call tracking numbers. For more details, please see Voice.

Check out this tour in the product.

Accessing the Dialer

  1. To access the dialer, open up the phone next to +New.

  2. This will open up the dialer. You should ALWAYS keep that open next to HCP. NOTE: In order to receive calls your dialer must be open.

Receiving an Inbound Call

  1. When you receive an incoming VoIP call, you will receive a desktop notification. Your dialer will also start to ring and show the incoming call.

  2. If it is an existing customer, you will see the customer name, number, and the lead source associated to the call tracking number they called into. If it is an unknown customer, you will see the phone number and lead source only.

  3. From there, you can click on the incoming desktop notification or answer it through the dialer. When you answer, it will open up the customer intake flow in a new tab. As you can see, the customer profile, phone number, and address have all been populated for you. Simultaneously, you will be connected to the customer.

  4. While on the call you can use Mute or Unmute, Start or Stop the recording, and utilize the Keypad. Also, you can end the call through the dialer.

    1. NOTE: Avoid refreshing the dialer while you are on the call. This may result in a loss of connection to your customer.

  5. You can also add another person to the call if you need. This feature applies to outbound calls too.

    1. When you click Add call, you will be able to see a list of your employees and their phone numbers on the employee profile. Note: You will only be able to add external numbers to your live phone call.

    2. Once you click on a row, we will add that person to the call and you will be able to see two names on your call. At the point, there are three of you on the call. You can drop off by ending the call. The other two people will still stay on the line.

    3. You can click on the arrow next to the names to view who is on the call and disconnect one caller if you wish.

    4. If you disconnect one of them, then it goes back to the single call with two people and you have the ability again to add a call.

  6. Using the customer intake flow, you can gather information about the customer, schedule the appointment, and update their customer profile. Once you are done, you will have the option to save it as a job, estimate, or call notes.

    1. If you save it as a job or an estimate, this information will get auto-added to the call log with that information attached.

    2. If you save it as call notes, you will have to manually enter the reason and notes associated to the call for that to get added to the call log.

Making an Outbound Call

  1. To make an outbound call, you have a few options. You can either call from the Call details on the global call log or the customer call log. You can also call directly from the dialer.

    1. Global call log:

    2. Customer call log:

    3. Dialer:

  2. Once you click the call button, the customer intake flow will open in a new tab with the outbound call initiated on your dialer.

    1. NOTE: Avoid refreshing the dialer while you are on the call. This may result in a loss of connection to your customer.

  3. Just like with an inbound call, you will be able to add notes, edit the job, etc. and then that data will appear on the call log.

Using the Dialer

Configure Your Status

Note: This feature is in Alpha.

  1. When you are in the dialer, you can set your status as:

    1. Unavailable: This means the agent is not available to take calls so they will NOT receive an incoming call, even if they are a part of a call flow. If the agent does not have their dialer open then they will be considered unavailable.

    2. Available: This means you are available to take a call. If your agent is available AND they are part of a call flow through a ring group or directly, then they will receive incoming calls.

    3. On a call: This will occur automatically if you are on a call. We will automatically set you back to your status once the call is complete. While on a call, you will not be able to update the status.

  2. To set your status, you will click on the arrow next to your avatar. If you are available then the option will be to set to unavailable and if you are unavailable, you will be able to set to available.

Set Your Outbound Number

  1. On your dialer, you can select what number you call out from by clicking on Outbound calls from:

Search for Customer

  1. To search for a customer, you can enter in a number or a name in the customer field on the dialer keypad.

  2. It will populate with customers that match your search.

  3. Once you click on the customer, the name will populate in that field and the number will populate in the keypad field. You then have the option to Call or Backspace the numbers you have entered.

Using the Keypad

  1. You can click into the keypad field to use your keyboard to enter digits or you can use the keypad and mouse directly:

Accessing the Call Log

  1. You will have access to a call log within the dialer. This call log will provide the most real time data. It should match the call log within HCP web but there may be a slight delay with what you see in HCP web. To access the dialer call log, click on Call log next to the Keypad icon:

  2. In the call log, you will see All calls or Missed calls. You will also see badging for any missed calls. In order to clear the badge, you will need to select on that call row.

  3. Clicking on a call will open up the Call details where you can see what type of call it was, the number, name, lead source, and call recording. You can also make an outbound call through the Call details.

Listening to Voicemails

  1. To listen to Voicemails through the dialer, simply select Voicemail in the bottom navigation next to the Keypad icon:

  2. Voicemails work very similarly to the Dialer call log. The only difference is that it is filtered down to only calls that resulted in a voicemail message.

  3. Selecting a call in the list will open up the Call details where you can listen to those voicemails.

Accessing Voicemails

  1. If a customer leaves you a voicemail, you will be notified in a few ways:

    1. Desktop Notification:

    2. Through the global call log in the Inbox. Note: you may need to refresh to see it.

    3. Through the dialer:

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