Ring groups are basically a feature that allows you to distribute, in a particular manner, your incoming calls so that all of your employees are able to partake in answering them. It can be done with a number of extensions (whether inside or outside your office’s physical location), such as those which technically address similar concerns. For example, sales and accounting, together with support, can be designated as one group. Each incoming call that comes in can be programmed to reach the extension numbers within that group. Everyone has the chance to answer the call, depending on who does it first. Otherwise, you can opt to have a particular order by which phones will ring each time a call comes in. This way, each of your staff will get a chance to answer a callç†”ne after the other.
Plus, you can have as many ring groups as you need, so calls would be distributed equally, which is definitely an effective way to organize your communication system!
Organize Your Communication System by Using Ring Groups
Using Ring Groups is an innovative way to manage and organize your communication system. Businesses use this feature to share and distribute calls effectively among employees in particular departments.
Since we’re resolute about providing you with the best features for free, the Ring Group comes without additional charges by subscribing to Zito Telecom’s comprehensive hosted PBX telephone services. The fun does not end there, as you can customize the number of Ring Groups in your phone service to meet your business’s needs. There are plenty of ways in which you can enjoy and benefit from this feature. The following are examples of how it can be utilized for specific business sizes.
- For small businesses, a it can include all employees in a specific department or area. Whenever there is an incoming call, all phones within the group ring concurrently. The person who takes the call depends on which extension is answered first.
- For medium to large scale businesses, a ring group can be set up for the sales, customer service, billing, or technical support department, and arrange a particular order by which phones will ring and receive calls. This way, each call is connected to just one extension number, and everyone is able to answer calls during their turn.
Ring Groups are obviously assigned with one contact number. Depending on your business’s preference, you can choose to get a local number, a virtual number, a toll free number, a vanity number, or even assign your main number to it. Calls that are received by your Ring Groups can be programmed in terms of distribution, forwarding, and the use of the Auto Attendant or Voicemail features.
Ring patterns are the way by which calls are distributed by your Ring Group. There are three ring patterns you can choose from:
- Cyclic pattern
This ring pattern is also called rollover. It basically sends incoming calls to each extension number, in a particular order, and sets up voicemail as a reserve for unanswered calls. In this pattern, all extensions are given the chance to lend a hand in taking calls. Similarly, your voicemail is programmed to make sure that there are no wasted calls, and no customers are left unanswered.An example of the cyclic pattern is a company with a Ring Group consisting of 3 extension lines. When a call comes in, the first one to ring is extension number 1. If unanswered, the call is transferred to extension number 2. If still unanswered, the call is connected to extension number 3. Once all extensions have rung yet employees are unable to answer the call, your voicemail will automatically receive it and record any important message that your caller has.
- Cyclic Repetitive pattern
In this type of pattern, calls are distributed to extension numbers in a particular order, and is repeated a couple of times depending on what you want, before finally sent to voicemail. The latter, which is considered the last resort in this pattern, is only used after trying a specific number of times yet unable to reach an available employee.For example, each extension number in one ring group (with three lines) rings in order. When a call comes is, the first one to ring is extension number 1. If unanswered, the call is transferred to extension number 2. Once this is answered, the next call will go directly to extension number 1. If unanswered, extension number 2 will ring. If still unanswered, extension number 3 will ring. You can choose to have this cycle repeated twice to try once more before resorting to voicemail. While voicemail is an extremely helpful feature, it is one-way in nature, and thus, is not effective in maintaining an active communication system with your callers.
- Simultaneous Ring pattern
Some companies want their employees to have the initiative in everything they do. This pattern is perfect for them, as it allows them to distribute incoming calls to all extensions within a Ring Group, such that all phone rings at the same time. The first employee to pick up his or her extension phone will be the one to address the customer’s or client’s concerns.