Introduction
Planning some time off from work or scheduling a few uninterrupted working blocks? The last thing you probably want to worry about during these times is your phone ringing off the hook.
Pilot Hosted Voice allows you to create time frames or schedules, putting you in charge of what happens when someone calls your line during specified hours or dates.
As an end user, you can create time frames for your own line, while your office admin will be able to create shared time frames that can be applied company-wide, like for holidays or primary office hours. You can use shared timeframes for your own answering rules.
Follow the steps below to learn how to create a time frame.
Create New Time Frame
Step 1: Log in to the Pilot Voice portal. Your Login Name will be in the format of extension@domain. Click Time Frames in the navigation bar.
Step 2: Click Add Time Frame. Add a descriptive name for the time frame in the text box.
Step 3: Select when you would like the time frame to occur. Choose between always, certain days and times of the week, or specific date ranges.
Pro tip: As you set these up, keep an eye on the time zone—exact times specified in the time frame will apply based on your time zone settings.
Step 4: Click Save to add the time frame. Repeat these steps if you’re adding multiple time frames.
Verification (optional)
Want to double-check that the new time frame is working? Go to the Answering Rules section of the correct user. A blue Active tag displays next to the current time frame.
Time frame examples
Example 1: Work Hours (if yours are different from standard company ones)
- Click Add Time Frame
- Name: My Work Hours
- When: Days of the week and times
- Select the check boxes for Monday - Friday and use the scroll bar to select your desired time frames.
- Click Save
Example 2: Weekly Team Meeting
- Click Add Time Frame
- Name: Team Meeting
- When: Days of the week and times
- Select the check boxes for Thursday. Then use the scroll bar to select the time block from 12 pm to 1:30 pm.
- Click Save
Example 3: Vacation
- Click Add Time Frame
- Name: Vacation
- When: Specific dates or ranges
- Use the calendar icon to select the date for scheduled vacations. For additional dates, use the green plus icon
- Click Save
Conclusion
You’re all set up now to use these time frames in your answering rules, giving you the flexibility to receive calls however and whenever you want.
