visit www.sevengems.com to sign up today

   
     1-888-566-8118 x1
Tap To Call

GemVoice Portal   arrow

Adding a New Extension

  1. Login to the GemVoice administration console
  2. Navigate to Accounts -> Extensions
  3. Click on the Add icon,
  4. Fill the following fields:
    1. Extension: The number assigned to this extension; i.e. 501
    2. Outbound Caller ID Name: The name that will appear to recipients; i.e. John Smith, or The Widget Co of New York
    3. Outbound Caller ID Number: The phone number that appears for call recipients, generally your public phone number; i.e. 16465555555
    4. Voicemail Mail To: The email address to which voicemails should be sent for this extension; i.e. john.smith@widgetconyc.com; Optional
    5. Voicemail Attach File: True
    6. VM Keep Local After Email: Set to false unless you are signed up for a GemVoice Voicemail Retention package
    7. Description: Description of the extension; i.e. JohnSmith-office; Optional
    8. Call Timeout: Amount of time in seconds before an unanswered call goes to voicemail; default: 30
  5. Click Save

A default voicemail password will have been generated for the extension. To retrieve or reset this password find the extension in the list shown on the Extensions page and click the Edit button. Then click in the field labeled Voicemail Password. The password will be displayed below the editable text box.

Call Forwarding and Follow Me

Call Forwarding and Follow Me are settings that allow incoming calls to be forwarded to another number or extension of your choice. Call forward sends the calls directly to another extension or phone number without reaching the phone it was originally intended for. Follow Me receives the call on both the intended phone and to the extension or phone number you wish to forward the call to.

  1. Login to the GemVoice administration console
  2. Navigate to Apps and click on Follow Me
  3. Click on the extension of which you would like to set-up call forwarding on
  4. To enable Call Forward, click the enable radio button
  5. Enter the extension or phone number you would desire the call to forward to
  6. Click Save
  7. To enable Follow Me, click the enable radio button
  8. Enter the extension or phone number you would desire the call to forward to
  9. Enter the time (in seconds) that you would like the call to be directed to the desired extension or phone number
  10. Enter the time (in seconds) that you would like the call to finish entering the desired extension or phone number
  11. Enter if you would like to confirm the call before answering
  12. Click Save

Ring Groups/Call Hunting

Ring Groups allow incoming calls to be routed to more than one User/Extension at a time. There are various options when creating Ring Groups that can be chosen.

Sequence: Will ring all user extensions in a sequential order from first to last with the time frames given. The call will ring the first user end then continue to the following users.

Simultaneous: Will ring all users together at the time frame set.

Rollover: Will ring users in a sequential order only allowing one user to be dialed at a time with in the set time frame. When the user does not answer or the call fails over the next user will be called until the entire ring group has been dialed.

  1. Login to the GemVoice administration console
  2. Navigate to Apps -> Ring Groups
  3. Click the Add (+) icon
  4. Set the Extension for the ring group
  5. Enter the information along with the extensions or phone numbers and type of ring group desired in the text fields
  6. Click Save

Modifying an Extension

  1. Login to the GemVoice administration console
  2. Navigate to Accounts -> Extensions
  3. Click on the Edit icon, next to the extension that you are modifying
  4. Make modifications to the necessary fields
  5. Click Save

Recording a New Message

  1. From any phone on your system dial *732
  2. Enter your recording password and then press #
  3. After the ID authorization message the system will say “recording starting”. Please begin recording your new message immediately after this message.
  4. Press # to end the recording. It will begin to play back.
  5. After it plays back, press 1 to save the recording, or 2 to record.

Saving a Newly Recorded Message

  1. Login to the GemVoice administration console
  2. Click on the Apps menu and select Recordings
  3. The new recording will be saved as “recording.wav”. Click on the name of the file or the pencil icon to edit. In the “Recording Name” field, label this recording (ex. “Main menu recording”). In the “File Name” field, save the file as [filename].wav (ex. mainmenurecording.wav)

Saving a Pre-Recorded Message

If you already have a .wav file that you would like to upload and use as a recording, simply do the following:

  1. Login to the GemVoice administration console
  2. Click on the Apps menu and select Recordings
  3. In the upper-right corner, click Browse
  4. Select the .wav file you would like to upload from your files (maximum file size is 10MB)
  5. After selecting the .wav file, click Upload

Assigning the Saved Recording to an IVR menu

  1. Login to the GemVoice administration console
  2. Click on the Apps menu and select IVR Menu
  3. Click on the IVR you’d like to edit
  4. Click on Greet Long and select a new recording

Monitoring Your GemVoice Phone System

You can monitor various aspects of your phone system using the page listed under the Status menu accessible from the GemVoice Administration Panel

Add Device

  1. Hover over Accounts, click Devices
  2. Click the Add (+) icon to begin adding a new device
  3. In the New Devices screen, fill in the device’s MAC address and click Save

Associating Devices to Extensions

Navigate to the extension you would like to assign to a device and click Edit. Scroll down to Device Provisioning

  1. Select a line key you would like to assign on the device
  2. Select the device’s MAC Address
  3. Select a device template; if the device is a Polycom, select polycom/default
  4. If you have additional devices to which you would like to assign this extension, click the Add button and repeat sub-step #1, otherwise click Save to save the extension

Generating Device Configuration Files

Once changes have been made to the extensions, we must re-generate the device configuration files.

1. Navigate to the device provisioning screen by hovering over Accounts and selecting Device Provisioning
2. Once on the Device Provisioning screen, there are four options available

  1. View device configuration files for a specific device
  2. Generate a new configuration file for a specific device
  3. Delete the configuration files for a specific device
  4. Generate configuration files for all devices
    1. This option will overwrite any existing configuration files a device may have

3. In order to generate a configuration file, click on the Generate (pencil) icon and accept the overwrite warning. The device now has its necessary provisioning files on the server
4. Boot the device and allow it to pull its new configuration file

Adding Contacts

Adding contacts to the GemVoice portal will allow you to access them online from any location you login from.

  1. Navigate to the Contacts page by hovering over the Apps menu item and clicking on Contacts
  2. Press the Add (+) button to enter a new contact
  3. Enter the information in the required text fields
  4. Click Save to save the new contact

Checking & Modifying Voicemail

Voicemail can be monitored, and adjusted with the GemVoice portal

  1. Navigate to Voicemail by hovering over the Apps menu item and clicking on Voicemail
  2. To view voicemail in a mailbox click on the View item in the extension desired
  3. To edit information such as passwords, enabling voicemail/disabling, email delivery destination (ex. john@abc.com), and greetings please click on the Edit icon (labeled as a pencil)
  4. To add a mailbox please click on the Add(+)button to remove please click on the Delete (x) button