The Receptionist screen enables the user to quickly look up phone numbers and record phone messages on the same screen. The screen contains a look-up box, a phone message pad, an agency dialing directory, and a list of the most recently logged calls.
To access the Receptionist program, click the Receptionist button on Home Base.
Before working in the TAM Receptionist, you must set up the system codes on your Employee Detail screens and Client Detail screens (customer and prospect).
The System Codes frame on the Employee Detail screen holds pertinent information that transfers over for use in the TAM Receptionist.
This information refers to the employee. This is not a cross-reference area in which to enter information regarding other agency personnel who work with the employee (such as CSR or producer). Double click each field (except for Usercode) to activate a lookup list. If an employee code does not appear in a specific lookup list, leave the field blank because it does not apply to that employee. (E.g., Jeff is not a producer and is not found in the Producer lookup list.)
You must enter the phone extension in the Ext. field of the employee file in order to access that employee through the TAM Receptionist.
Each Client Detail screen should have a designated Producer and CSR.
The Take Message frame is an electronic version of a message pad. Double click the TO, FROM, and RE fields (or click once inside the field and press the [F2] key) to activate lookup lists. When you select a caller from a lookup list, the business name, phone number, and extension default into the fields.
See Take Message for workflow steps.
The Agency Telephone Book enables you to view employee extensions in order of extension (Ext), First Name, or Last Name.
Click an employee to view or set the Employee Attendance information.
Note: Attendance choices within Receptionist are Present, Break, Lunch, Meeting, or Out of the Office. To designate an absence as Vacation, Sick, or Other, refer to Attendance List.
The Call History frame displays logged calls.
To display only calls that you have logged, check My Calls. Uncheck My Calls to display calls logged by all users.
Select the All Calls radio button to display all calls on record or Today's Calls to only display calls logged on the current day.
Click the Calendar button to activate the electronic calendar.
Click the Address Book button to activate the user's personal address book.
The Address Book View offers two options: User Address Book and Company Address Book. The User Address Book is a personal address book for the user. The entries cannot be viewed by other TAM users. The Company Address Book is accessible to all agency employees.
The Choose Index radio button options enable you to view address book entries By Name or By Company.
Click the buttons at the bottom of the screen to perform the following functions.