Office Phone App
The OnRelay Office Phone app is your 'desk phone in your pocket'. It allows you to manage all aspects of your direct office phone line as well as your participation in call groups for your company main number.
You will benefit from its use by being able to separate business and personal calls without having to use two separate smartphones or a desk-phone. You can keep your cell number private, and still control your availability for office calls without having to switch off your smartphone for calls from friends and family.
The Office Phone app is accessed from the main screen on your smartphone as any other application. Just click on the "Office Phone" app icon to open.
We recommend you move the Office Phone App to an easily accessible launch area, since it is an application that is convenient to access frequently to e.g. check your office voice mails and missed office calls.
From the Office Phone app’s main view, you have access to four key options as well as a toolbar with several more features:
When your Office Phone app is successfully registered with the service, the main view will display your registered name in the top left corner and your direct office line number in the top right corner. Your internal extension short number is shown at the bottom right. It is shown in green if your connection to the service is available, and in red if anything is wrong.
Voice Mails and Missed Calls: This selection bar shows your number of missed calls and number of voice mails in your office mail box. If you click on the bar you will reach the missed call log with an integrated visual voice mail feature. You have the option to display only office calls, or both office and regular mobile calls. See Settings below. You may also press and hold on this selection bar to dial the voice mail system or change your voice mail PIN.
Dial From: This selection bar allows you to select from which number you place your outbound calls. See Dial From screen below for available options. The default setting is to dial from your direct office number, as displayed at the top right corner. Most users just leave the app in this setting.
Direct Line: This selection bar allows you to control how incoming calls to your office line reaches your smartphone. Default is Ring Mobile, which means office calls alert on your mobile only. See Direct Line settings below for the other options.
Main Line: Calls to your company main number reaches an auto-attendant with a number of pre-programmed call groups. The Main Line selection bar allows you to leave and join these call groups on the fly. E.g. all members of the 'Sales' call group are called in parallel when an incoming caller to the main company number selects '1' for 'Sales'.
The bottom toolbar, from left to right, provides access to (1) the company Directory, (2) the office call log, (3) placing office calls to smartphone contacts, (4) the main menu (iPhone) and (4/5) the office phone dial pad.
|Missed Office Calls and New Office Voice Mails|
The top selection list item on your main app displays your number of new voice mails and missed calls. From the application settings you can decide whether only office calls are included, or whether both regular cell calls and office calls are shown.
Click on the voice mail icon to see the full details of your missed calls. The missed call list also combines as a visual voice mail list. The voice mail icon also changes to reflect whether you have new unread voice mails, read voice mails or your voice mail box is empty.
By pressing on the voice mail icon (Android) you will open a popup dialog to Call Voice Mail and Change PIN.
Dial From Setting
The Dial From settings allow you to select from which number you place outbound calls:
Office Direct: When 'Office Direct' is selected, calls are placed from your Direct Inward Dialing (DID) office number. This means return calls will reach your extension directly, depending on your Direct Line Setting (see below).
Office Main: When 'Office Main' is selected, calls are placed from your company mainline number. This means return calls will be routed via your company auto-attendant and / or receptionists that are members of the Operator group.
Office Alias: When 'Office Alias' is selected, calls are placed from an optional 2nd Direct Inward Dialing number assigned to your user. This may for instance be an older number from a different dial plan, or a number in a different area code.
Office Blocked: When 'Office Blocked' is selected, calls are placed from your office phone system, but no caller ID is displayed to the called party.
Cell Number: When 'Cell Number' is selected, calls from the Office Phone app are placed as regular mobile calls from your cell number.
Direct Line Setting
The Direct Line settings allow you to easily manage how incoming calls to your office line reach you.
Note Ring Both and Ring Fixed options (as shown for Android to the right) are only available with a Fixed Mobile User license and Fixed Pairing enabled in Settings (see below). Most users have only enabled Ring Mobile, Do Not Disturb, and Forward settings (as shown for Android).
Ring Both: With this setting, incoming office calls will ring at both your mobile phone and your fixed phone at the same time. The fixed phone will ring first, and the mobile will ring in parallel a couple of rings later.
Ring Mobile: This is the default setting where incoming calls to your office number ring on your mobile phone only.
Ring Fixed: With this setting, incoming calls to your office number ring only on your fixed phone.
Do Not Disturb: In ‘Do Not Disturb’ mode, all office calls are routed directly to your voicemail prompt. Callers can leave a message, or follow your personal auto-attendant setup to reach a colleague or your receptionist.
The 'Do Not Disturb' setting effectively switches off your office phone, while still allowing you to receive regular cell calls to your mobile phone. It is therefore a very powerful flexible working tool, which allows you to separate personal and business telephony without having two separate smartphones.
Forward: Select ‘Forward’ to have your office calls forwarded to a destination of your choice. Note only internal extension numbers for your colleagues are allowed.
Main Line Call Groups
If your company has purchased the 'Main Line' product option, your company gets a main number with an auto-attendant that answers calls to your business. Incoming callers can chose from a voice menu to reach various user groups in your company.
With the Main Line feature enabled, all users in your company can at any time join or leave a call group by selecting or deselecting which call groups you participate in.
When a call group is joined, your smartphone will ring in parallel with the other call group members when an incoming caller selects the call group option from the mainline interactive voice response menu. E.g. '1' for 'Sales'.
If you temporarily do not want to receive call group calls, you can either deselect all the call groups, or alternatively set your Direct Line to 'Do Not Disturb' (see above). With 'Do Not Disturb' selected direct calls to your office number go to voice mail, whereas call group calls only alert on the other group member's devices.
If the call group call is not answered by any member, or there are no current call group members, calls go to your company's main voice mail box. From here the voice mail can be accessed via the shared group voice mail box under your Call Logs (see below).
Call Log and Visual Voice Mail
All the voice mails left on your personal mobile number, as well as those to your office number, can go to your office mailbox.
Click on individual Voice Mail icons in the missed call list, or press and hold (Android), to download and play your voice mails. You can pause, replay and delete your voice mails as well.
The Office Phone app allows you to manage your voice mail box from your mobile app. Messages that you have heard are market as read, and you may also delete them from within the missed call log.
Each call group also has a shared voice mail box. As messages are read by one call group member or an administrator, its status is updated to read for all other members.
Directory Lookup and Presence
The leftmost 'Directory' toolbar button on the Main View allows you to do an online search of your colleagues in the company directory. In addition to your colleagues names and internal extension numbers, which can be dialled directly, the lookup result will also show live presence status.
To display all your registered colleagues in the directory lookup, just click on the bottom left 'Directory' toolbar in the main view. You may also search for specific colleagues via free-text if your company directory is large.
All colleagues matching your search are delivered to your smartphone via an office phone server lookup. In addition to dialling their extensions (see below), you can see each colleagues' presence status:
In-Call Status: John is currently talking on his phone
Direct Line Setting: David and Ivar are set to ring at their mobile, Marie at her IP phone
Country Location: Marie is in the UK, Ivar is in Norway, David and John in the US.
Last Access: The directory lookup result also shows the last time your colleague accessed his / her Office Phone
Last Terminal Used: The directory lookup will display whether your colleague last accessed the service from his / her smartphone or from a desk-phone.
Click to Dial Extensions: To dial a colleague from the directory lookup result, simply click their name; the online company directory is always up-to-date, so you don’t have to keep track of your colleagues cell or extension numbers
Calling Contacts from Your Office Line
The 'Contact' toolbar button allows you to place calls from your office phone system to any contact stored in- or synched with your smartphone. You can place calls via your office line without any change to how you normally dial or enter contact details.
Please note to dial contacts from your office number you have to open the contacts via the Office Phone app. If you open the Smartphone contacts application the 'normal' way, i.e. from the standard smartphone dialler app or directly, it will still dial your contact from your cell number as before.
Dialling Office Calls
To get to the Office Phone dial pad, click on the dial plan icon on the bottom right at the toolbar. From the Office Phone dial pad you can dial using your company short number dial plan, or just dial normally for external numbers. The application auto-detects if you are dialing a colleague using your company's internal dial plan.
And not to worry, if you should need to dial an emergency number it will never conflict with the internal dial plan and always dial directly from your cell number irrespective of your settings. We irrespectively recommend you place emergency calls from the regular phone dialler.
Note, when roaming, the Office Phone application still interprets the dialled number as if you are located in your home country, meaning e.g. there is no need to dial +1 if you are a US based user. We have found most users find this more intuitive, even if the standard smartphone dialler normally dials according to the guest country dial plan.
Native Phone App Integration
The OnRelay app neatly integrates with the native dialler of the smartphone such that calls can be managed as normal, but will clearly display 'Office Call', 'calling from office' or 'calling <extension>' to indicate you are placing a call via your office phone system.
The app will also display the name and number of the person you actually dialed, even if the call is placed via your office phone system.
The person you are calling will see your office number as the calling party. If you call one of your colleagues, they will see your extension as the calling party.
Since the office call is using a normal cellular connection you can mute and unmute, hold, send tones and perform in-call operations as with any other cellular call from your smartphone.
Receiving Direct Line Calls
Since OnRelay uses regular cellular connections for its calls, incoming calls are displayed on the normal smartphone incoming call screen, and can be answered from there as normal. But OnRelay modifies the display as follows:
Office Call: To distinguish office calls from regular calls to your cell number, office calls are shown as ‘Office Call’ on the incoming dial screen, or for internal extension calls the caller's extension is shown as for iPhone to the right.
Real Caller ID: Most office phone system that forwards calls to mobiles just show a number that belongs to the company phone system as the caller ID, rather than showing the actual number of the caller. With OnRelay, the real caller’s number and contact match is displayed on the incoming dial screen even if the call is coming via your office line.
Contact Lookup: As you would expect, if the call to your office line originates from a number that matches someone in your regular smartphone contact list, the contact name will display on the incoming dial screen also for office calls.
Caller Name and Extension: When colleagues call you will see their internal extension number and name even if they are not stored in your phone contacts.
Answer and Decline: Since OnRelay uses standard cellular connections, you can answer incoming office calls as normal by pressing the green ‘answer’ button of the native smartphone dialler, or decline the call via the red button.
Receiving Group Calls and Forwarded Calls
Group calls are forwarded from your company Main Line to all current group members in parallel. So if you have joined a call group, incoming calls to that group will ring at your mobile as well as at the mobiles of other colleagues that have joined the group.
So it is important to be able to distinguish group calls from calls to your direct office line. To help manage this, OnRelay displays the called number or group name in addition to the caller's details. E.g. in the case the call was placed via a group, the incoming call screen says 'Office Call via Sales', as shown to the right.
This feature is also useful for external calls forwarded to you from other numbers than your direct number, e.g. from your main line receptionist. In the case the call arrived to your company via a different number than your direct number, such as your company main number, the incoming call screen says e.g. 'Office Call via Operator'.
Transferring Office Calls
The OnRelay Office Phone allows you to transfer external calls to your colleagues. This way incoming direct calls, group calls, and mainline attendant calls can be easily distributed within your organisation.
To transfer a call, open the notification area of your smartphone where you will see some Office Phone icons (from the notification bar on top of the screen), and when you open the notifications there will be a transfer option to transfer the office call.
Select Transfer and you will be prompted to select a number to transfer to from your dial pad, your directory, your call log or your contacts.
When you have picked an internal number to transfer to, confirm the transfer, the call will be forwarded to your colleague and be disconnected after a few seconds.
Setup and Manage Ad-Hoc Conference Calls
The OnRelay Office Phone app allows you setup add-hoc conference calls, and to add and drop conference participants on the fly.
You need to initiate the call to be able to manage and setup a conference call.
To create a conference from an existing call, open the notifications area from the top of the screen, and the option to add a conference participant will be displayed.
Select Add Participant, and you will be shown options to dial the new conference participant from your dial pad, your directory, your call log or your contacts.
Dial the new conference participant as normal, and the new person dialled will be automatically added to your ongoing call.
If you reach the voice mail of the new participant or otherwise need to actively disconnect the last person added, open the notifications area again and select Drop Participant.
Main View Menu
The app's Main Menu is available on Android using the standard menu button, and on iPhone via the 2nd from the right 'Action' toolbar button.
The following menu options are available:
Settings: Opens the application's settings panel (see below)
Register: Forces a re-registration with the server
Add Products: If you subscribe via in-app subscriptions, you can add users from here.
View Subscriptions: Allows you to manager your subscription if you subscribe via in-app subscriptions (Android only). If you are an iPhone user you need to do this via iTunes or the AppStore.
Report a Problem: Will email your device logs and a problem description to OnRelay support. Use this option to report any issues you have with the app.
About: Shows the latest version and build number of the Office Phone app.
Exit: Exits the app, which can be a good recovery option to attempt if the app appears unresponsive.
For iPhone, the options to Call Voice Mail and Change Voice Mail PIN are also shown on the main menu. For Android, these two options are reached by pressing and holding the voice mail icon.
The Office Phone app settings panel allows you to access rarely modified settings related to the app.
Fixed Pairing: If you have a Fixed Mobile User license, you can chose to pair your smartphone with a physical VoIP desk phone. Tick to enable this option.
Single Voice Mail Box: Tick this option if you want to use the office phone system voice mail box also for regular calls to your cell number. Mobile voice mails will then be stored in your office phone inbox as well, and be shown with a mobile icon in the voice mail log to distinguish them from office voice mails.
Log Personal Calls: This option allows you to chose whether you want to display regular cellular calls in the Office Phone app call log.
Always Use Callback: This option enables the OnRelay callback option, wherein outbound office calls are placed back to you rather than dialing out from the smartphone as normal.
Intercept Office Calls: This option should be handled with care as it places all calls from your device according to your Office Phone app Dial From setting, including calls from the native dialler.
Use Power Save: This legacy option reduces continued data connectivity, but have limited effect as modern smartphones handle data connectivity very effectively.
Reset: The reset option takes the Office Phone app back to its original state after it was installed. It may be used to recover if the application data has somehow become corrupted.
Automatically Associate: Only change this option if you are so instructed by OnRelay Support.
Group Call Ready Trigger: The Office Phone app can detect if a headset is connected to the smartphone, and enable / disable call group participation as the headset connects / disconnects to your mobile and / or PC.
Voice Mail: The 'Save PIN', 'VM Login String' settings should be left alone unless instructed otherwise by OnRelay Support. Your VM PIN can be changed from here, or by accessing the Change PIN menu options via the Main View.
Logging Level: If you have a problem with your app, OnRelay Support may occassionally ask you to change Logging Level to 'Trace' before sending your device logs via the 'Report a Problem' menu option.