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Glossary

Product & Service Features

Live Virtual Receptionist


From our offices, we answer your calls according to your customized script, screen the callers and then transfer them to your extension, outside number or voicemail. Our friendly and professional live virtual receptionists handle your incoming calls so seamlessly that your customers will believe we are sitting in your office.

Live Call Answering


Our highly trained receptionists will answer your incoming calls with your customized greeting during business hours Monday – Friday (8:00 AM – 6:00 PM Pacific / 6:00 AM – 9:00 PM Eastern)


We can provide callers with essential information about your business such as hours of operation, directions to your office, description of our services, etc. During after business hours, weekends & holidays we offer a variety of automated options which your callers can get to you wherever you are – at no additional charge.

Simultaneous Calls


With normal telephone services you can have only one call on one telephone line at any moment. To get more simultaneous calls you have to install and pay for additional lines and equipment. With CallmyOffice all that changes. Our services offer you almost unlimited concurrent calls as they come into our equipment.



  • – No more your customers hear a busy signal or getting dropped.

  • – Increase your customer satisfaction and caller experience.

  • – Please let us know, in the event you are running a very large national campaign so we could prepare your account appropriately.


Call Screening


When answering calls, we ask callers how we can help them or whom they are looking for. We take caller information and let you know who is on the line before transferring the call. Per your instructions we can send some callers like Telemarketers to voicemail or prevent other unwanted callers to get to you. We ensure you are not being interrupted with callers when you are busy and keeping unwanted or undesirable callers from reaching you.

Customized Greetings


Provide us with verbiage as to how you would like your phones to get answered. We can greet callers Live and/or record automated greetings so your callers will have the same experience every time they call during business hours or after hours. We can have our system prompt, have our receptionist record your after-hours greetings or we can record your greeting with a professional voice talent for an added fee.

Call Announcing


We can call you and ask if you are available to take a call. If not, we can get back to the caller and state you are not available, send them to voicemail or other instructions.

Live Call Transferring


From our offices, we answer your calls according to your customized script. We screen the callers and then transfer them to their destinations. We handle your incoming calls so seamlessly that your customers believe we are sitting in your office.

Custom Call Handling


We set individual call answering and transfer instructions for each of your extensions. We offer during business and after-hour call answering and transfersWe handle unsolicited incoming sells calls, Telemarketers, Auto-Dialers, etc.

Auto Receptionist



  • – Advanced routing and forwarding without operator assistance

  • – Welcome Callers with a custom company greeting

  • – Announce employee or department extensions

  • – Allow access to your dial-by-name company directory

  • – Create a call flow for your incoming calls to get routed to any extension, voicemail or external phone numbers

  • – Simplify phone routing management for multiple locations and offices

  • – Deploy separate IVR menus for multiple locations

  • – Create flexible phone menus for your entire company

  • – Available 7x24x365


Advanced Call Routing



  • Utilizing our back-end Telecommunication and Telephony equipment, we are able to provide you with a variety of call routing to handle your incoming calls:

  • – Business Hours

  • – After Hours, Weekends, Holidays

  • – Transfer to Another Extension or External Telephone Number

  • – Transfer to Voicemail

  • – Priority Transfer

  • – Find-Me, Follow-Me Feature

  • – Time of the Day Routing

  • – Others


Call Forwarding


All of your incoming calls during business hours will be answered by one of our friendly and professional receptionists from our offices in California.


During after business hours, weekends and holidays, our Auto-Receptionist will forward your calls to any internal extension, outside telephone number or voicemail 7x24x365.

IVR


Interactive Voice Recording (IVR) is a technology that allows customers to interact with a phone system. It is a kind of telephone menu that enables the callers to hear a custom business greeting, and then are given options for routing their calls: For Sales Press 1, For Customer Services Press 2, etc. Some refer to an Auto Attendant as an IVR.

ACD


Automatic Call Distributor (ACD) is a phone system feature that distributes incoming calls to a specific group of agents based on customer need, type, and agent skill set.

Business Hours


We provide Live reception services Monday – Friday (8:00 AM – 6:00 PM Pacific / 6:00 AM – 9:00 PM Eastern)


After business hours, weekends & holidays we offer a variety of automated options which your callers can get to you wherever you are – at no additional charge.

Message Taking


Your callers can leave you a voicemail message straight in your own voicemail box or one of our friendly receptionists can take a message from your caller and relay it back to you.

Message Delivery



  • We can deliver your messages in the following ways:

  • – Try to locate you and tell you in person.

  • – Email

  • – Voicemail

  • – Text


Live or Email Notification


All your voicemail messages will be emailed to you with an attachment in the form of a .wav file. Our system can also notify you via Text that you have a new voicemail.

On-Hold Music



  • – Place music or message to play for callers based on time, day or extension

  • – Customize each extension with its own selection of messages

  • – Answer FAQs

  • – Provide directions to your office

  • – Announce new product, service or event

  • – Provide us with your recorded message in .wav and we will use them appropriately

  • – We can provide a professional talent to record your messages for additional fee


Audio Conferencing



  • We offer 2 types of audio conferencing:

  • – Hosted: Simply call your main business number and ask one of our friendly receptionists to conference you with your party.

  • – Automated: You will be given a number and you can provide this number to your party and all can call the conference number at a set time and date and conduct your conference call


Voicemail



  • – Access to your voicemail messages anywhere online or by calling your extension.

  • – Voicemail to Email: Your voicemails are sent to your Email in the form of .wav files. Save valuable time by never having to call for your voicemail messages again!

  • – Voicemail to Text: Get a notification that you just received a new voicemail


Voicemail Boxes


Your Live Virtual Receptionist plan comes with a number of Voicemail Boxes. Callers may leave you voice messages that can be securely accessed by you 7x24x365. When you receive a voicemail, an Email notification will be sent to you including the voicemail in the .wav format or you will receive a Text notification that you have just received a voicemail.

Phone Extensions


Depending on your plan, you will have a set number of phone extensions that callers can call you directly. Your extensions are for incoming calls only. We can answer your calls LIVE or utilizing Auto-Receptionist, your calls can be forwarded to any other extension, outside number or voicemail 7x24x365

Online Faxing



  • – Fax service is always on and you never get a busy signal

  • – Eliminate costly hardware and dedicated phone lines

  • – All incoming faxes are handled online, so you’ll never miss a call or fax

  • – Callers never hear a busy signal, even if you’re on the phone or receiving a fax transmission.

  • – Choose a toll-free or local number to send and receive faxes

  • – Send a fax directly from your PC or laptop

  • – Transmit faxes securely over an encrypted connection

  • – Store incoming faxes in a password protected online account

  • – Total maximum number of faxes or pages may apply


Toll Free Number


Have a National presence. We can assign you an available Toll Free number (800, 888, 877, 866, 855, 844) for your customers to call you or for you to display for any Regional or National advertisement for your business.

Local Number


Provide a local presence to your customers. We are able to provide you with a local number in almost any region in the U.S. to use for your business.

Per Minute Charges


Telephone charges incurred for any calls made based on 1 second intervals at low rates.

Term of Agreement


We will not force you to sign long term contracts. All of our agreements are month-to-month. You can cancel anytime with a written 30 day notice.

Free Calls each Month


Your Live Virtual Receptionist plan will include a set number of free calls each month. There are additional charges for exceeding your Plan’s monthly Free Calls.

Customizable Plans


Custom plans are available beyond our Professional, Premium and Executive packages. Please speak with one of our sales representatives.

About Our Services

1. Live Virtual Receptionist


From our offices, we answer your calls according to your customized script, screen the callers and then transfer them to you, any extensions or voicemail.


Our friendly and professional live virtual receptionists handle your incoming calls so seamlessly that your customers will believe we are sitting in your office.

2. Outbound Calling



  • Let your CallmyOffice virtual receptionists make outbound calls on your behalf:

  • – Respond to customer inquiries

  • – Follow-up Calls

  • – Subscription Renewals

  • – Third Party Verification Services


3. Lead Capture



  • Take advantage of your marketing and advertisement campaigns by having CallmyOffice capture your incoming leads:

  • – Forward your marketing campaign telephone number to us

  • – We receive and answer your incoming calls

  • – Provide caller with a custom script

  • – Qualify the callers against your criteria

  • – Forward callers to your sales

4. Calendaring



  • – We provide you with an online calendar for your event(s)

  • – We answer your phone calls and take messages

  • – Our receptionists take caller information, time and date

  • – Your Calendar is updated with caller information for your event(s)

  • – Calendar is securely accessible online

  • – Designed for Appointments, Conferences, Seminars, etc.

  • – Service is provided per person only


5. RSVP Services



  • – Affordable and simple to fit your busy event planning schedule

  • – Forward the RSVP telephone number to us

  • – Our live receptionists will take your confirmation or denials

  • – After hours callers can leave us voicemail which we will process the next day

  • – We will notify you via Email or Fax at the end of each day

  • – Designed for Weddings, Corporate Events, Marketing Campaigns, Parties, etc.


6. Survey Services



  • – Discover what your customers like or dislike about your company and services

  • – Have a system to gather this information to make crucial decision about your business

  • – Provide us with your survey checklist

  • – Forward your survey telephone number to us

  • – We take calls on your behalf and fill out your checklist

  • – Checklist is forwarded to you via Email or Fax at the end of each day

  • – Let us do the footwork and you concentrate on fixes or areas of attention

  • – Designed for Consumer Surveys, Research, Political Campaigns, Marketing Campaigns, etc.


Call us Toll Free at: (800) 350-5604