August 4, 2017

How to setup Schedules

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The Schedule allows you to define an event or a series of events so that some of the HPS features can be different depending on the time and/or day, such as opening and closing hours. You can make these events a regular occurrence or you can setup Holiday events to allow for different routing during different times of the year.


 

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Step 1 – Once in the HPS, select “Site Management”.

 

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Step 2 – Select the Site of whose schedule you want to edit.

 

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Step 3 – Select “Schedules”.

 

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Step 4 – You always create your schedules as “Open”, so make sure that the “Open Hours” tab is selected and click “+ Add”.

 

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Step 5 – Name the Schedule something memorable. The schedule needs to be set to “Open”, even if you are setting up a schedule for outside of business hours, the colour you’d like to assign to the schedule for appearing on the calendar and then click “+ Create”.

 

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Step 6 – Now you can Add Events to the schedule, therefore building the schedule. Name the event, if the event is all day keep this ticked, if it is between two times, un-tick the All Day Event option and this will give you extra options under the Start and End Date fields which allows you to set the time. Select how often you want the event to occur and then click create.

Please note the following when creating a schedule:

  1. An All Day Event is from 00:00 until 23:59 on the selected day.
  2. To define hours (such as office hours), un-tick the “All Day Event” box and define the time. Also select the “Weekly” option and tick all the days you wish to have selected.
  3. Recommended if you want an out of hours schedule – select all days apart from Saturday, as Monday morning would need to be covered.

Example Schedule, Out of Hours (Weekends and 17:00 until 09:00 weekdays)

 

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Step 1 – Your first event should cover week day evenings, in this case from 17:00 today until 09:00 tomorrow. We want this to recur every Monday, Tuesday, Wednesday, Thursday, Friday and Sunday and to never stop recurring.

 

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Step 2 – Your first event should cover week day evenings, in this case from 17:00 today until 23:59 the same night. We want this to recur every Monday, Tuesday, Wednesday, Thursday, Friday and Sunday and to never stop recurring.

 

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Step 3 – Select “Add” when on the Events screen.

 

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Step 4 – For your second event you need to cover from 00:00 until 09:00. We again want this to recur every Monday, Tuesday, Wednesday, Thursday, Friday and Sunday.

 

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Step 5 – We have left all day Saturday and Sunday from 09:00 until 17:00 that do not have a schedule. So again we create a new Event.

 

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Step 6 – For Saturday, set up an All Day Event, which is from 00:00 to 23:59 to recur every Saturday.

 

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Step 7 – For Sunday, set up an event to run from 09:00 to 17:00 to recur every Sunday.

 

Note: Schedule for Auto Attendants is slightly different, and this section of the page is only to serve as an example.