CALENDARS

Each phone system comes equipped with three standard calendars: Holidays, Open Hours, and Special Closures. The purpose of these calendars is to inform the phone system whether an organization is open or closed. Once the calendars have been populated with events specific to an organization, they can be linked to time controls, which will direct incoming calls accordingly.

For example, when an organization’s hours of operation have been added to the “Open Hours” calendar, that calendar can be linked to a time control set to send calls to a ring group when the organization is open, and to a voicemail box when it is closed.

System administrators have the ability to add events to the existing calendars in the Account Center. Locate Calendars in the Phone System menu and expand the heading. Here you will see the option to Manage calendars.

MANAGE CALENDARS

The Manage Calendars section is where you can access the calendars for your organization, allowing you to add, view, and edit events.

ADD EVENTS

Select one of your calendars to begin adding details. This will open your blank calendar.

From there, select the "Add Event" button to begin populating your calendar's details.

Follow these steps to add a new event to your calendar:

1. Name your event.
2. Uncheck "All Day Event".
3. Enter the Start and End Times (pay careful attention to the date and AM/PM details).
4. Select the Frequency of your event.
   • Once is the default setting, so if it's a one-time event, you are ready to click "Save".
   • If it's a Daily event, enter how often you would like this event to repeat. (Repeat every 1 day means your event will repeat every day.)
   • If it's a Weekly event, enter how often you would like the event to repeat. (Repeat every 1 week means it will repeat every week.) Select the days you would like it to repeat.
   • If it's a Monthly event, enter how often you would like the event to repeat. (Repeat every 1 month means it will repeat every month.) Decide whether you want it to repeat on the date (e.g. 16th) or day (e.g. 2nd Monday) of each month.
   • If it's a Yearly event, enter how often you would like the event to repeat. (Repeat every 1 year means it will repeat every year.) Decide whether you want it to repeat on the date (e.g. May 16) or day (e.g. 2nd Monday in May) of each year.
5. Decide when the Recurrence Ends for this event.
   • Select Never if you want it to go on indefinitely.
   • You can select After a # of occurrences such as a training session you know will occur 8 times.
   • After a specific date allows you to choose the date your event will end.

VIEW EVENTS

The Calendar View allows you to see any events created for that calendar. On the example below, you can see that Open Hours have been created for each Monday through Thursday. The red badge on each date tells you how many events have been created for that date. Selecting a badge will show you the event name, which you can then click on to edit.

The List View allows you to see a list of events created for that calendar. In this example, you can see that a separate Open Hours event has been created for Fridays because this organization has different hours on a Friday than it does throughout the rest of the week. Again, clicking on the name of the event will allow you to edit that event.