Training Presentation
Poltys CA
Appointment Reminder Module
Benefits
Customer
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Minimizes Cancellations
Reduces no-shows
Saves The Time of the Staff
Improves Customer Satisfaction
Dealer
Increase Sales Into
• Doctor/Dentist Offices
• Any Service Business Appointment
Confirmation
• Emergency Notification
• Schools to Parents Notifications
Sales Company
• Penetrate new vertical markets and be
able to better compete (Medical,
Education, Service business companies
TDE, NCP and NS1000 series PBX
Appt Reminder Module – Presentation Content
Configuration
Overview
Features
TDE, NCP and NS1000 series PBX
Chapter 1
OVERVIEW
Overview
Works with CA
PRO/Supervisor/Console
Multi Language GUI
Multi Language Reminder
Messages
Uses Text to Speech Technology
embedded in the MS Server
2008/2011
Preinstalled on Poltys Appliance
Appointment list can be filled by
user or imported from CSV file
Online Status while running
TDE, NCP and NS1000 series PBX
Use Case – PBX mode
Automatically Call Customers and play Reminder Message
Call Every Entry in the List
Call answered- Pay message
No Answer – Retry later
Customers
CA + TDE/NCP/NS1000
Customers
SIP
Call every customer in the List
Poltys Appointment
Reminder Appliance
Customers
Poltys Appliance acts as
3'rd party SIP Extensions
If Call Answered - Play message
If No Answer – Retry later
Use Case – CA Server mode
Automatically Call Customers and play Reminder Message
Call Every Entry in the List
Customers
Call answered- Pay message
No Answer – Retry later
NCP/TDE/NS1000
Customers
SIP
CA Server
Call every customer in the List
Poltys Appointment
Reminder Appliance
Customers
Poltys Appliance acts as
3'rd party SIP Extensions
If Call Answered - Play message
If No Answer – Retry later
Appliance
Poltys Appliance
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CA Appointment Reminder Module comes preinstalled and preconfigured server on Poltys
Appliance
Benefit for End User – Easy to support remotely, easy to replace
Benefit for Dealer – Easy to install, configure and connect to Panasonic PBX
Appliance
Micro
Chassis
Specifications
Ports
Intel D2700MUD 2.13 GHz Dual Core Atom D2700, 2GB
RAM, 60GB SSD Drive
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Low profile
1U, 19”
Rackmount
Sample Images
ppliance dimensions: 9” x 8” x 2.5”
Packed: 13” x 11” x 4.5 “
Packed Weight: 6lb
Max 4 SIP Ports
Quad Core 3.2 GHz I7, 4GB RAM, 250GB enterprise level
HDD, X8STi Supermicro motherboard, Low profile 1U,
19” rack mount chassis
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ppliance dimensions: 19” x 15” x 3.5”
Packed: 22” x 19” x 7 “
Packed Weight: 16lb
Poltys Appliance acts as
3'rd party SIP Extensions
Max 48 SIP Ports
Section 2
CONFIGURATION
Configure The Poltys Appliance
Poltys Appliance comes with Appointment Reminder Server preinstalled
Connect devices to appliance as shown below
Power up appliance
Login using MS Windows user credentials provided by Poltys
USB
Keyboard/Mouse
LAN Switch
(same network as
the PBX)
Configure The Poltys Appliance
Poltys Appliance comes configured for DHCP server operation
Find out the network IP address of the Poltys Appliance and write it down for further reference
1. Right click on the network
icon in the Windows icon tray
and select “Open Network and
haring enter” option on
Poltys Appliance
2. elect “Local rea
onnection”
3. lick on “Details”
button
4. Write down the IP Address
for further reference
Configure The Poltys Appliance
Start Appointment Reminder Config application from the Windows desktop of Poltys Appliance
Double click on the
Appointment
Reminder Config icon
on the Windows
desktop of Poltys
Appliance
Configure the SIP Ports in the Poltys Appliance
Appointment Reminder appliance connects to Panasonic PBX via a compact set of SIP Extensions
Configure the first extension and the number of extensions to be used by Appointment Reminder
Set Call Parameters
Retry Count - number of tries if no answer until giving up
Retry time – minutes between retries
Trunk Selection Prefix – Prefix to get to an external line through the PBX
5. lick on “ pply” button for
changes to take effect
1. Set the PBX IP address
2. Set the local IP address of
Poltys Appliance
3. Set the first extension and
the number of extensions in
range
4. Set the call parameters
Start the Appt Reminder Server
Start the Appointment Reminder Server on Poltys Appliance
Click on “ tart”
button
Configuring Panasonic IP-PBX
Configuring Panasonic PBX
Appointment Reminder appliance connects to Panasonic PBX via a compact range of Third party SIP Extensions.
Configure the SIP extensions range to be used with Appointment Reminder using Panasonic Maintenance Console.
(1) Install the virtual card for Poltys appliance (Third Party SIP Extensions)
elect “V-SIPEXT32” card on Web-MC. (Setup -> PBX Configuration -> 1.1 Slot -> Virtual menu)
1. Select V-SIPEXT32
2. Specify the number of cards
to be used.
Configuring Panasonic IP-PBX
(2) Select a Registration mode for Poltys appliance (Third Party SIP Extensions)
elect “Manual Mode” on Web-MC.
(Setup -> PBX Configuration -> 1.1 Slot -> Site Property -> Main Tab )
1. Select Manual
Configuring Panasonic IP-PBX
(3) Configure the extension settings.
“Match the Extension Number and the Password” on Web-MC.
(Setup -> PBX Configuration -> 1.1 Slot -> Port Property of the corresponding V-SIPEXT32 card )
1. Configure a
compact range of
SIP extensions.
The Password should be
1234
2. lick on “ pply”
button for changes
to take effect.
Configuring Panasonic IP-PBX
(4) Register the Poltys Appliance to the PBX.
Only connect the Poltys Appliance to the same network with the PBX.
1. Check that the IP address matches
the Poltys Appliance one.
(5) Outgoing Calls settings
Allow the SIP extensions to make outbound calls.
Section 3
FEATURES
Start the Appt Reminder Application
tart by clicking on the “
D Report” button in
upervisor or
Pro
2. Click on
“ ppointment
Reminder” button
1. Click on “ D
Report” button
Appt Reminder GUI Language Selection
Select the GUI Language
1. lick on “File”
menu option
2. Select
“Language”
menu option
3. Click on dropdown list button
4. Select language
5. lick on “OK”
button and restart
application
Connect CA Module to Appt Reminder Appliance
CA Appointment Reminder Module must be connected to the Poltys Appliance
1. Click on “ ettings”
menu option.
2. Select “Database
location” menu option.
3. Set the IP address of
the Poltys Appliance.
4. lick on “ ave”
button.
Appt Reminder - Fill in Customer List Manually
Customer list can be filled manually in the GUI or imported from a CSV file (next slide)
2. A new blank
item is added to
the list
3. Fill in “Phone Number”,
“Name”, “Message”,
“Language”, chedule Date”,
“Remind # hours before”, ” tart
time” and “End time”
5. lick on “ pply” button for
changes to take effect
1. lick on “ dd”
button
4. Repeat adding new items
to the list as needed
Appt Reminder – Import Customer List
Import Customer List from CSV file
2. Click on
browse button.
5. Check option if the
CSV file contains
header as first line.
3. Select file to be
imported.
1. Click on File >Import button.
4. lick on “Open”
button.
6. Click on
“Import” button.
Appt Reminder – CSV File Format
Optional header
line in CSV file.
1. Fill in the
“Phone Number”
to be called
3. et “ all tate”
to NOT_CALLED
for all items
2. Fill in the
customer
“Name”
5. et “Language”
to specific
language to be
used by Text-toSpeech engine
4. Enter the
message to be
played to
customer using
Text-to-Speech
engine
7. et “ chedule
Date” to specific
date the
appointment will
occur.
6. et “Retries” to
0 for all items
9. et “ tart time” and
“ top time” to specific
working hours interval you
want to have the
appointment announced.
8. et “Remind #
of hours before”
to the value of
hours you want
to be reminded
ahead of
scheduled date
Appt Reminder – CSV File Format
Fields
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Phone Number – The phone number used for outbound calling
Name - The name of the person to be called
Message – The text that will be played to the destination using Text-to-Speech engine
Language – Instructs what language is used while playing the reminder message.
Scheduled Date: the time and date the appointment is supposed to happen.
Remind #of hours before: with how many hours, the user will be reminded (48 hours, 24 hours
and so on)
Start hour: specific time from which the appointment reminder can be played to the customer
Stop hour: specific time to which the appointment reminder can be played to the customer
Languages available for Text-to-Speech engine
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English
French (CA)
French
German
Spanish
Italian
English (UK)
Appt Reminder – Start/Stop Calls
By default, the service is on Started State.
top by pushing “ top service”
tart by pushing the “ tart service” button
Only calls with Call State set to NOT_CALLED , NO_ANSWER and Retries less then Max Retry are processed
1. Start calling
process
2. Stop calling
process
Appt Reminder Call Flow
Main Script Call Flow Diagram
Call Customer Flow Diagram
Appt Reminder Call Log
Call Logs can be retrieved from Poltys Appliance only
Connect Monitor/Mouse/Keyboard to the appliance
Login into the MS Windows
USB
Keyboard/Mouse
Appt Reminder Call Log
Start the Appointment Reminder Config Application from the Poltys Appliance desktop
elect “ all Log/Export” and then text or V
2. Click on the “ all
Log” tab
1. Double click on the
Appointment
Reminder Config icon
on the Windows
desktop
3. Click on “Export”
button to save
information in CSV or
TXT format