Managing your SAS Flex Number
When you sign up with Specialty Answering Service, you are given a phone number that you can either forward your business lines to or advertise so your customers can call it directly. For each account you have, you will be given a new forwarding number. Forwarding numbers are US-based and can be either local or toll-free, depending on your preference.
In this tutorial we'll show you:
- Where to find your SAS number
- How to configure your SAS number
- Choosing an Alias
- Turning call recordings on or off
- Update your Front End Greeting
- Adding your own Queue music
- Adding a Periodic Announcement
- Adding your own Hold music
- Activating a DTMF Tone
- Set the Caller ID for Transfers
- Add your own High Volume Announcement
- How to activate Press 1 Callback
- How to activate Queue Callback
- How to block phone numbers
- Forwarding SMS messages to email
- Adding a simple IVR
Where to find your SAS number
Within SAS Flex, go to your User icon in the upper right-hand corner and click Settings.
Then, on the left-hand side under Telephony, select Numbers.
Listed on this page will be your leased SAS number(s), as well as some quick reference details, such as if a recording is attached and the Alias you may have given your number.
How to configure your SAS number
You have total configurable control over any numbers you have through SAS. You can do things like turn recordings off or on, and add or remove upfront greetings, change the music that is played while your callers are waiting for an operator, and more.
To configure your number, you can either click directly on the phone number, or click the 3-dot menu icon on the right-hand side and select Edit. This will take you to the configuration screen.
Choosing an Alias
An alias is a friendly name for the number, which will appear throughout the SAS Flex system.
How should I name an alias?
The alias can be the name of your company, or if you have multiple accounts, you may want to label them accordingly to help tell them apart. For example, if you have one number for your sales department and another for billing, you could label them as such.
Turning call Recordings on or off
If you want your calls to be recorded, simply check off the Record Calls check box. When active, callers will be notified that their call is being recorded for quality assurance. This can be played via a pre-recorded audio file or can be read by the system via Text-to-Speech in the voice of your choosing. If you want to be able to listen to calls after they have been transferred, check the Record calls after transfer option.
If you have a Spanish account, you can select the Call Record Alert Audio (Spanish) or Call Record Alert Text (Spanish) options instead.
Update your Front End Greeting
If you want your callers to be greeted by a personal message prior to speaking with an operator, you can add a Front End Greeting. You can also choose to have an All Day greeting, which will play 24/7, or a Business and After Hours greeting.
If you choose to have a different greeting play during business hours and after hours, you'll need to select your timeframe, then choose your greetings for both Business Hours and After Hours.
Once you check the Recording check box, the subsequent fields will become accessible:
- Select greeting: If you’ve already uploaded a greeting, it will be available to select in this dropdown list. If you haven’t already uploaded a custom greeting, check out this article.
- Fallback text to speech: In the event that your recorded greeting is not working, our Text to Speech system will recite your greeting for you. Just type in what you want your greeting to say, and our system will relay the message.
- Text to speech: If you don’t wish to upload your own recorded greeting and just want to use Text to Speech, select this option and type in the greeting you want our system to say.
If you do not wish to have any Front End Greeting play on your line, you can select the No Greeting option. However, we don't recommend doing this as customers won't know they've reached your business.
Adding your own Queue Music
Before a caller reaches an agent, they may be placed in the queue. You can customize the music they hear while they wait. Select an option from SAS's music library:
Or you can add your own.
Adding a Periodic Announcement
Play an announcement in between queue music loops while the caller is waiting for an agent, e.g., "Thank you for your patience. We will answer your call shortly." For this to be effective, we recommend selecting queue music from the Short Loops for Announcement Use category or trimming the length of your own uploaded music to around 45 seconds.
Adding your own Hold Music
Occasionally, callers will have to be put on hold during a call. Customize their hold music with an option from SAS's music library, or add your own. If you haven’t already, check out our article on how to add your own custom hold music.
Activating a DTMF Tone
If you are forwarding a Google Voice number, or if your calls require agents to accept calls from bots, agents may need to press a number on their keypad to accept the call. Activating the DTMF Tone in your Number settings will allow our system to accept the call on behalf of agents. Simply click the checkbox to activate, and then choose the Tone (which number will be required to push to accept the call) and the Loop (how many times you want the system to try accepting the call).
Set the Call Transfer Caller ID
If you plan on setting up a Transfer within your script, you can decide which Caller ID pushes through during the call. Our system will automatically default to the Flex Number (your forward number), but you can change this if you'd like to see the incoming Caller's Number instead.
- Callers Number - will display the caller's Caller ID
- Flex Number - will display your SAS forwarding number
Add your own High Volume Announcement
In the event SAS is experiencing longer than normal queue times, the High Volume Announcement will automatically play, which informs callers there may be an extended wait, and to please hold.
If you don't want the standard announcement to play, you can customize your own message by uploading a recorded greeting, or using the Text to Speech option.
How to activate Press 1 Callback
If queue times are longer than normal, callers may decide to hang up instead of wait. Activating our free Press 1 Callback feature will prompt callers to press 1 for a callback, or press 2 to continue holding. For more information on how to activate this feature, check out these instructions.
How to activate Queue Callback
When activated, Queue Callback (also known as virtual callback or virtual queueing) will dial your callers back if they hang up while waiting for 30 seconds or longer while in queue. For more information on how to activate this feature, check out these instructions.
How to Block Callers
If your SAS line is getting spammed with robo-dialers, prank callers or telemarketers, you can block specific numbers right from your SAS Flex portal! Add as many numbers as you want, and separate each with a comma.
Forwarding SMS Messages to Email
If you want you and your staff to receive email notifications of new inbound SMS messages from your customers, you can activate the Forward SMS messages to Email option, and include up to 5 email addresses to receive notification.
Adding a Simple IVR
A simple IVR allows callers a Press 1 or 2 option that will route to another one of your SAS numbers. For more information on how to configure the simple IVR, check out this tutorial.
If you wish to change your current number or open up an additional account with SAS to receive another number, contact Customer Support at 866-688-8912 or via email at firstname.lastname@example.org.