UNDERSTANDING OFFICE MANAGER VIEWS AND ACCESS

As an office manager, you can view, change, and create various functionalities for yourself and your company. This article will overview all of the office manager views and explain how each view offers different access points to the features that are available to you.

There are three views an office manager can assume in SONAR:

  • Manage Organization
  • My Account
  • Account Preferences

MANAGE ORGANIZATION

Within the “Manage Organization” view, you will have access to the following tabs:

Home

Frequently-accessed information such as all active calls, call graphs, and some statistics, such as the number of currently active calls, users, connected devices, and more.

Call Center 

This section displays call queues, the number of active calls, callers waiting, wait time, and idle agents. From this screen, you can edit the agents in each queue, as well as the queue itself.

Users

Shows a list of all users, including system users when Hide System Users is unchecked. System users are extension numbers for auto attendants, call queues, ring groups, etc. The default on the first login checks Hide System Users—if you want to see them in your list of users, ensure you uncheck this box.

Auto Attendants

If your organization has an auto attendant—or multiple auto-attendants—you can edit them in this section.

Call Queues

Sometimes called “ring groups,” call queues are for inbound call centers. Any call queues configured to an organization will be listed here. Call queues can also be listed in the Users section since they have extensions associated with them. Call queue extension numbers are generally four digits and begin with an 8 or 9. You can edit the Automatic Call Distributor (ACD), call agents, and music-on-hold in this section.

Time Frames

Time frames are necessary for any answering rules you have created—together they allow you to choose what happens based on a day of the week, a specific date, or a time range.  In this section, you can create, search, and edit time frames.

Music On Hold

Versature provides a default hold music. In this section, you can configure optional introductory greetings, as well as upload a custom song or sound files in .mp3 or .wav formats.

Phone Numbers 

This section lists all phone numbers within your organization. For each phone number listed, its treatments, destinations, and any notes will display. You can export a .csv file of phone numbers can by clicking the Export button.

Call History

This section displays every inbound, outbound, and missed call made to or from an organization. You can export a  .csv file of call histories by clicking the Export or Export Billed Calls button.



MY ACCOUNT

Within the “My Account” view, tabs will be the same as a basic user. Here you can access features and settings for yourself rather than for the company.

Home

Frequently-accessed information such as new messages, recent call history, your active answering rule, and any active phones display in this section.

Messages

The messages section contains your voicemails and your voicemail settings.  You can only view voicemail messages here if voicemails are configured to stay on your Versature phone/SONAR portal. If voicemails are configured to go to your email, then no messages will be displayed in this section, but you still have access to voicemail settings.

 Contacts

In this section, you can view, filter, and search for your contacts. Contacts display by name, extension number, status (online/offline), and department. You can star contacts and set them as a “Favorites.”

Contact Quick-Access – When not in the Contacts section, you can quickly access your contacts by clicking on the contacts pop-up tab at the bottom right corner of the screen. Additionally, you can bring up your contact list into a new window by clicking on the outward pointed arrow.

Answering Rules

This section allows you to view, edit, and create answering rules. Answering rules dictate if, where, and when calls are forwards. You can adjust how many second calls will ring before they timeout and which extension is preferred. This section also allows access to features like Versature SmartAnswer and Versature SureAnswer.

Time Frames

Time frames are necessary for any answering rules you have created—together they allow you to choose what happens based on a day, time, or date.  In this section, you can create, search, and edit time frames.

Phones

This section displays which phones are connected to your extension. A phone that is properly configured and turned on will have a black checkmark beside it. A phone that is configured but not turned on will have a gray X beside it. If you have multiple devices, multiple extensions will be listed with a letter beside your extension number (i.e., 200b, 200c). The device configured with no letter (i.e., 200) is considered the primary extension.

Music on Hold

Versature provides a default hold music. In this section, you can configure optional introductory greetings, as well as upload a song or sound file if it is in .mp3 or .wav format.

Call History

This section displays every inbound, outbound, and missed call made to or from your personal extension. You can export a .csv file of the call history by clicking the Export button.



YOUR PROFILE

You can only access your profile from “My Account” view. In your profile, you can change your name, email address, caller ID information, and your PIN.



ACCOUNT PREFERENCES

In the “Account Preferences” view have access to additional features.

You will be asked to log in again after clicking the account preferences link at the top of the page. 



TIPS!

  • You must be in the “My Account” view to access the “Manage Organization” view.
  • You must be in the “Manage Organization” view to access “Account Preferences” view.
  • The “Manage Organization” view automatically opens upon login.
  • You will also have access to “Account Preferences” through this portal. Account Preferences give you access to additional features such as paying invoices online. 
  • To access your profile information, you must be in “My Account” view.

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