SNAPCOMM USER GUIDE SETTING UP EMERGENCY E911. Powered by ConnectMevoice INTRODUCTION YOUR PHONE NUMBER AND ACCESS CODE

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1 SNAPCOMM USER GUIDE Powered by ConnectMevoice INTRODUCTION Welcome to SnapComm phone system. You have just subscribed to the most powerful Hosted Internet Phone and unified messaging service on the market today. Unlike other services available which may offer just a few of our features, the SnapComm system serves as your total office phone system. YOUR PHONE NUMBER AND ACCESS CODE Your Snap Fitness Digit Phone Service comes with a main phone number (your Snap Fitness Digital Voice number), along with separate local phone numbers which are directly connected to your Internet Phones. You will receive your Main phone number and administrator access code by along with your order confirmation. If you are going to be retaining your current phone number, you may use the assigned number temporarily while your service is setup and provisioned. We will then provide you with instructions to have your current phone number moved to the SnapComm system. Your Internet Phone (IP Phone) or Adapter Within 5 business days, you will receive the Internet phone devices (Internet Phone Adapters, or Internet Telephones). Your service will automatically be set to use the number of this internet phone as your first followme setting. This means, that calls will automatically go to your Internet phone whenever somebody calls your main number. NOTE: For Grandstream adapter users- To speed up your dialing, please press the # key after dialing any phone number from your adapter phone. SETTING UP EMERGENCY E911 E911 allows you to call 911 from your Internet phone, and where available, the physical address information you have entered into the end user site will help route the call to the appropriate center. Please see E911 terms and conditions listed on our Web site for information and limitations. It is extremely important that you update the E911 information for each extension on your service. 1. Login to the End user site and enter your mailbox per the above instructions. 2. Click on the E911 address update bar on the left side panel Page 1

2 3. Update the system with your physical address location. 4. Should you move your Internet phone to another location, please be sure to update the physical address information. Logging to the Snap Fitness End user Portal Please refer to the 10 digit phone number, and 4 digit access code assigned to you when you received your service confirmation Your assigned 10 digit phone number: Your personal 4 digit access code: 1. Go to and click on the Login button found at the top right corner (or go directly to 2. Enter your Snap Fitness phone number, and your 4-digit access code. 3. Click Login. 4. Once you are logged into your account you may click on HELP for additional assistance on using the site. Our unique audio help, along with written explanations, will assist you with a brief overview of each section of the site you may visit. 5. The SnapComm Web Interface makes it easy for you to setup your Follow Me preferences, upload greetings, enable message notification, get call reports and manage your account. We recommend taking a few minutes to visit each section. Be sure to listen to the audio help explanations found under HELP to familiarize you with all the features of the SnapComm system. Dialing into the system: 1. If you are calling from your Snap Fitness Internet phone, just pick up the phone and press the [*] key. (If you are using a Grandstream adapter, please press [*#]) If you are calling from any other telephone, you must first dial your Snap Fitness phone system number, and then press the [*] key once connected. 2. When prompted, enter your 4-digit access code. 3. Follow the prompts to allow the system to lead you through recording your name, and voic greetings, along with changing your access code. 4. From the main menu, you can follow the prompts to listen to messages, record greetings and more. Please see the User Guide for details on using the phone system. Page 2

3 Recording your Voic Greeting over the phone Your Snap Fitness online system will come with your Initial introduction greeting, and music-on-hold pre-loaded. You may however wish to record a personal voic greeting, which will be played when you are not able to answer the phone. If you have a greeting recorded as a WAV or MP3 file, you may upload your voic greeting online, through the Greeting Manager. Otherwise, follow these steps to record a greeting over the phone: 1. If you are calling from your Snap Digital Phone, just pick-up the phone and press the [*] key. If you are calling from a standard phone, you must first dial your Snap Digital phone system number. 2. When prompted, enter your 4-digit access code. 3. Record your name when prompted. 4. From the main menu, follow the prompts to press 4 to record greetings. 5. Select 1 to record your voic greeting. Making outbound calls You can make outbound phones calls directly from your Internet phone. 1. Pick up the handset. 2. Dial area code, and phone number of the party you wish to call. In addition, we recommend pressing the # key after the dialed number, in order to make your calls faster. For example, you would call #. Changing you access code through the Web Portal: Log into your account (and extension) and go to the Mailbox Settings tab. Enter your new 4 digit code twice, then click Save. Changing your access code over the phone: 1. Enter your voice mailbox. 2. From the Main Menu, press [8] for User Options menu. 3. Press [1] for Access Codes. 4. Follow prompts to change your Personal Access Code. Recording your name: Always record your name, so others will know from whom the message was sent. 1. Enter your voice mailbox 2. Press 4 for Greetings Options Menu 3. Press 2 to record your name Page 3

4 4. After saying your name, press the # key to finish Recording your FOLLOW-ME Introductory greeting: This greeting will be pre-loaded as part of your SnapComm system setup. You may also record your own greeting as follows: 1. Enter your voice mailbox 2. Press 4 for Greetings Options Menu 3. Press 4 to record the Alternate Follow-me. 4. After saying your name, press the # key to finish Sample: Please hold for the next available Customer Service Representative Follow-me setup: 1. Login to the Snap Fitness web portal, send select the FOLLOW-ME tab on the left. 2. You will see your IP phone number listed as the first priority number. You can edit this as needed. 3. The system can then find you at other alternate locations by setting up additional priority numbers. Please see online instructions for more details. You may chose from the following settings for each followme number: Call screening / Call Announce We recommend using the Call Announce setting, which will not ask the person calling for their name. When you answer your Follow-Me calls you should answer as you normally would any other call. The system will then play the name of the person calling followed by your recorded name. You will then have the option to press 1 to accept the call, press 2 to send the caller to voic , or press 3 to listen to the caller-id information. If the number was setup without call screening, the call will just go through directly with no prompts. If you select Call Screening On, then the caller will be prompted to record their name before the calls is completed. We do not recommend using this setting for your Snap Fitness business. If you select Screening off, then the call will be sent to you directly, without giving you any options. Page 4

5 Notification Anytime a caller leaves a voic message or a fax in your mailbox, an will be sent to as many different addresses as you wish. You may decide if you want the original voice message attached to the or not. You can also have a Text Message (SMS) sent to any cell phone by entering the cell number and selecting the appropriate type. This can be done by going to logging into your account (and extension), then selecting the Notification icon under the Control Panel tab. To add an address, simply click on Add new notification Now, just enter the address(s) that you wish to have the voic s and faxes sent to and then select the Notification Type. Then click Save Please note: Your SnapComm service is automatically setup to use the address you used when signing up for service as your first notification setting. Call Blasting Each single follow-me extension can be set up to ring all the phone numbers in that group all at once. Through the Follow-me settings up to six phone numbers can be set up as the primary call blast group. To turn this feature ON, go to the Mailbox Settings icon in the Control Panel tab. Check the Call Blasting box. Listening to messages over the phone: The easiest way to listen to voic messages is to simply have them sent to you by , or by logging into our web portal. If you do wish to listen to your messages over the phone, please use these instructions: 1. Enter your mailbox. (See above) 2. You will be presented with the Main menu. Press [7] from this menu to play your messages. (Refer to Options While Playing Messages to see what choices you may select while listening to messages) Options while listening to messages over the phone: Use this as a quick reference for actions that you may take while listening to a message Delete Message: Press [3] Save Message: Press [2] Page 5

6 Call Return (during call) Press [*4] (Instantly return call without dialing number) Forward (Copy) Message Press [*6] Caller ID Information (no time stamp info.) Press [*5] Caller ID / Time & Date Stamp Press [*9] Rewind Message Press [4] Fast Forward Message Press [6] Pause/Unpause Message Press [0] (Note selections without a * may only be made while message is playing) Options after listening to all messages: Use this as a quick reference for all options that you have after listening to your messages over the phone. Press 1 Press 2 Press 3 Listen to all saved messages Review messages that you just marked as deleted. You may now delete them or choose to save them. (Note: You only have one chance to listen to a message marked as deleted, and re-save it.) Return to the main menu Page 6

7 Call Recording setup Your call recording features are automatically set to record all inbound and outbound calls. You may also change the settings by going to Control Panel then Call Recording. You can have all calls recorded or be prompted to record just that call. By default, you will need to go login to the web site to listen to the recordings A new folder will be created (after the first recorded call) titled Call Recordings. This is where your recordings will be stored. They are stored for 30 days. As an option, may select to have the recordings sent to you by , which will allow you to permanently archive the recording on your computer. To do this, you will also have to set a call recording address using control panel/notifications. Transferring a call This is performed during the call INTO the system (incoming calls only). While speaking to your party, you may transfer the caller to another party. You may transfer the call to another ConnectMe extension or to an outside phone number. 1. To use this function (while on the call), hit (*) and follow the prompts. This will allow you do perform an instant blind transfer. 2. If you wish to select from more advanced options, such as supervised transfers, then press (##) and follow the prompts. Page 7