Authorizing and Adding Websites for Use in SAS Flex
On Specialty Answering Service's advanced service level, agents can pop out directly to our customer's websites to help schedule appointments, submit quotes, process donations, and place orders.
Call recordings will automatically turn off once an agent leaves the script to go out to a website, and will remain off for the remainder of the call.
In this article we'll show you how to:
Authorizing a Website
Before an external website can be accessed by our operators, it needs to be authorized by the SAS team to ensure functionality.
Reasons Why a Website May Not be Authorized
Typically, most websites are approved to use by SAS. However, there are some circumstances where websites are not approved, including the following:
- Restricted Content: SAS cannot go out to any website to make purchases of marijuana, tobacco, alcohol, or any other restricted products.
- Overly Complicated: SAS cannot go out to any website that is overly complicated. Simple is best!
- Single-User Access: SAS cannot go out to any website that is restricted to one user at a time. Since multiple agents may be handling your calls at the same time, a website needs to allow multiple logins.
- Persistent Cookies: Websites must be configured so that any data entered or selected by agents, such as name, email address, shopping cart info, etc., is automatically deleted when the website closes. Any necessary cookies must be "Session Cookies," which are designed to be deleted once the agent closes their browser window.
- Unrestricted Credentials: When agents are required to log in to a site to access specified procedures, agents must not be able to see or alter any backend information. This includes but is not limited to administrative privileges, billing and payment details, user credentials, password resets, the ability to add, edit or remove accounts or website pages, etc.
Creating a Website Block
Once your website has been authorized, you can create a Website block. In our example, we want agents to use our website to submit quotes. So, we'll configure the Website block accordingly.
Heading
The Heading section is for short instructions that don't require any additional information. You can think of each Heading as an individual step for the agents. For example, our 1st step will be to instruct the agent to select the Get Quote icon on the website. Because that is the only instruction for step 1, we will leave the Instructions section blank.
After adding your first step, click the Save Instruction button in the bottom right-hand corner of the block.
To continue adding additional steps, click the Add instruction step as shown below.
Instructions
The Instructions section is for instructions that might require a bit more depth. For example, our 2nd step will be to instruct the agent to enter the caller's contact information. We will put that instruction into the Heading section. Within the Instructions section, we will add the information that we want agents to enter into the form. In this case, it will be the caller's name and email address.
When you are finished with your second step, go ahead and click Save Instruction again to be brought back to the main Website block. Then, click Add Instruction step to continue adding more instructions.
Additional options
This section allows you to add any additional pieces of information within a particular step. For example, in step 2 we are instructing the agent to enter the caller's name and email. Under the Additional options section, we can activate the Note option to add a note for the agent to let them know the email they enter must be a valid address (i.e., don't enter "none@none.com")
Other additional options include;
- Agent speech: This option allows you to add text that you want the agents to say to your callers while on the website.
- Images: This option allows you to add an image to go along with your instructions so that agents can easily identify a specific part of your website, like a Submit Quote button.
- FAQs: This option allows you to associate any FAQs that you've added to your account with the website so that agents can easily access that information while on your site.
Below is an example of what the completed website instructions will look like for an agent, including an example of if a website requires a username and password to enter.
Adding a Website to your Script
Once your website has been authorized and your Website block has been created, it can be added to your script.
Within SAS Flex, go to the Builder icon on the left-side menu. Then select Scripts.
Removing a Website From your Script
If you no longer want agents to go out to your website, it can easily be removed. First, we'll need to remove the website block from your script.
Within SAS Flex, go to the Builder icon on the left-side menu. Then select Scripts.
Adding an Append URL to an Authorized Website
If you're having issues where the data from previous calls is auto-populating on your site, or if you want to have information auto populate onto a form after agents have collected it within the script, you can add an Append URL which allows our agents to pass information to your website via query string without having to input the same information twice.
If you are using Calendly, check out this article to understand what information you can add to your Calendly link.
?first_name={{first_name}}&last_name={{last_name}}&email={{email_address}}