Module - FrontDesk

FrontDesk is a contact logging solution for reception and missed contact scenarios.

The engine allows every user with a login to bxp software (bxp) to customise how they are contacted. When a missed contact occurs, whoever takes the contact, can leave a message for the desired recipient.

People keep their own contact details up to date to ensure relevance of contact details. The engine also provides a company phone book and other useful search facilities.

The process is:

1. A person sets up their settings
2. From this point on, anyone else with access to FrontDesk can log a contact for that user.

1 Edit my Settings

Main Menu > FrontDesk > My Contacts > Edit my settings >

• Out of Office Message : This message allows you to leave custom messages for those taking contacts.

1.1 In office hours

• Choose Contact Method: During office hours how would you like to be communicated with. The recommended and most usual for this scenario is email.
  • Email: Email only
  • Text: SMS only
  • Both: This will send an email and an SMS message.
  • None: no text or email. You choose to remember to go in and check for messages yourself.
• E-mail:
• Mobile number: The full mobile number to send you messages on for when using SMS or both.

1.2 Out of office hours

As per in office hours, but the settings can be complete different.

1.3 Options

Delay Sending: Applies to SMS messages only and will delay till the end of the current time period, e.g. night messages are sent at 09:00, as per the example, day messages are sent at 17:00 Allow Urgent Override: SMS message delaying can be overridden for very important messages.

1.4 Office Hours

Allows you to put in your working hours for the week. It can be modified at any time.

For weekends and holidays where you are not working set the start and end times to be 00:00 which will use the out of office hours all the time. If on holiday change the out of office to email or none to prevent you getting text messages over your break.

2 Log a new Contact

With you user settings in place, messages can now be left for you. People logging a message will go to

Main Menu > FrontDesk > My Contacts > Log a new contact > Search for the user > Select the user

If the user has not set up their settings you will get the message:

If the user has completed their settings, the following screen will appear

• Opening Script: This is a custom paragraph with company wide reminders set by the FrontDesk overall administrator
• Recipient: The is the person to receive the message. Any custom messages set up on the users account will appear here.
• Date and Time: The date and time this message was received
• SMS Message Length: If the message is being sent as an email there is a limit of 460 characters to the whole message. 120 shows what remains available to the comments box.
• Mark as URGENT: A special flag for very urgent contact
• Contact Type: How did the person communicating into the company get in touch. A list of communication types is provided but defaults to phone for convenience.
• Callers name: The name of the person calling in
• Phone number: of the caller
• Mobile Number: of the caller if provided
• Comments: Contact details of note to be communicated

When the details are filled in click "Log Contact"

3 To check your messages

Main Menu > My Contacts > View my missed contacts >

4 FrontDesk management - Master Settings

There are over-riding controls to FrontDesk

Main Menu > FrontDesk management > Edit Master Settings >

4.1 Master Settings

• Opening Script: The opening script seen when logging a contact
• Allow SMS Sending: By default set to Yes, however can be turned off company wide
• Allow Email Sending: By default set to Yes, however can be turned off company wide
• Show Company Phone Book: Allows all users see all numbers
• Contact Name Type: A system name which can be used to over-ride "Callers ", so it could be "Customers "

4.2 Validation Settings

• Minimum Name length: How many characters before a name is allowed. 1 = 1 character. Xi is a short name but valid, so ideally this number should never be more than 2.
• Contact Phone Validation: Checks to ensure that a return contact number has been provided. Either is Phone or Mobile. Both requires both fields to be filled in.
• Minimum Phone length: How short can a phone number be to be considered valid. On some phone systems 3 digit extensions could be considered valid
• Minimum Mobile length: How short can a mobile phone number be to be considered valid. Usually this is 10. 087 123 123 1
• Minimum Comment length: How short will you allow your comments to be.