FAQ
-
Welcome to Zaplee
Welcome to Zaplee. We thank you for choosing Zaplee, the most versatile virtual PBX system on the market. Following are the instructions to get Zaplee configured for your business.
Before you fill out the Zaplee registration form, please make sure to have a Skype Business Account. The Skype Business Account is created within the Skype Manager. The Skype Manager is a control panel provided by Skype that allows a company manager to add Business Accounts, allocate credits to employees, and monitor usage of Skype within the company.
Sign in to the Skype Manager
If you already have a Skype Manager Account, please proceed to the next step.
To create a new Skype Manager Account, follow this link and the instructions.
Once created, log into the Skype Manager to create a Skype Business Account.
Creating a Skype Business Account
Once logged into the Skype Manager, click on Add Members on the dashboard.
On the Add Members screen, click on the Create Business Accounts button.
The Business Account you are about to create is the one where all incoming
calls will be answered by Zaplee. It should not be used anywhere else and
should never be logged into by anyone else. Please remember the username
and password of this new Business Account. We need this information to open
your account within the Zaplee On-Demand system. Please enter them
during the Zaplee registration process.Buying a telephone number
Once you are satisfied with your Zaplee acount setup, you should purchase an
online number from the Skype Manager for your newly created business account
from here. This is the number that your customers will call when dialing your
Zaplee switchboard. Alternately, you can also purchase a phone number from
www.didlogic.com. Please remember to redirect calls made to that phone
number to your Skype Business Account.
Didlogic is strongly recommended for all numbers in the UK, as we have found
that Skype does not properly deal with touchtone key presses in the British Isles.
All incoming calls on Skype are free for Didlogic, you will only have to pay
the monthly charge on the phone number itself. -
Registering for a Zaplee Account
On the registration form, please fill in the First Name, Last Name, Company Name, Personal Skype ID Username. Now that you've created the Skype Business Account, please enter in the credentials and click on Submit to finish your Zaplee account. You will be redirected to the login section as soon as we have provisioned your account, at which point you can then configure Zaplee for your business.
-
Configuring Zaplee
Configuring Zaplee is very easy and will take only a few minutes. When you start Zaplee for the first time, you will see the Company Setup Tab.
Company Setup
The purpose of the company setup page is to gather general information about the way your company is set up, things such as company name, whether you have sub-departments in your company, etc.
If all your employees in your company can handle all phone calls, then your company has no departments. If however, you have groups of employees that are responsible for different things, for example, a group for sales or a group for technical support, etc., then your company has departments.
We also need to know if you will handle phone calls 24 hours a day, or whether you want to have your phone system behave differently after hours. If you want it to behave differently, please select the time range.
-
Employee Setup
You will need to set up the employees for your company. Please enter the names of the employees. You should also enter their Skype Id and/or phone number. Furthermore, you can choose whether these should ring at the same time, or they should ring one after the other.
Zaplee will automatically assign an extension to each employee. You can type in a different extension if you don't like the automatically assigned extension. Each employee can only have a unique extension.
-
Department Setup (Optional)
You can create as many departments as you like, or none. Departments can have sub-departments, to any level you like, and you can assign as many employees to departments as you like. Also, any employee can be in as many departments as you like.
In order to add a department or employee, just click on "Add Department" or "Add Employee." If you add a new department, you can name it as you like.
For each department, you also have to tell Zaplee how to ring your employees. You can either have Zaplee ring them all at the same time. That way, Zaplee will ring all employees that are not busy. Or, you can have Zaplee pick the first available employee.
If all employees are unavailable, you can have your callers either kept on hold till an employee becomes available, or have them redirected to a voicemail so that they can leave you a message.
-
Greetings
Once you get here, you are almost done! Here, you have to set up the actual greetings that your callers will hear. Zaplee provides a quick, easy and flexible way to setup custom greetings for your company.
Computer Generated
For each Greeting, Zaplee provides multiple recording options. The easiest is to use the Computer Generated Speech which will automatically populate the text of the greeting from your Company Name and Department configuration. The greeting can be customized at any time, simply select the text in the box and modify as necessary for specific instructions you want to give to your callers.
Custom Recording
To customize the sound and text of your greeting further, Zaplee provides an option to record a Greeting using the microphone on your PC. Simply select the "Record Now" option and click on the Start Recording button and start speaking. You can preview the file before selecting it as your greeting or re-record as necessary.
Pre-recorded file
The next Greeting option is to upload a pre-recorded sound file as your custom greeting. To do this, simply select the "Use Pre-recorded file" option and browse for your sound file using the Select File button. Note, files used must be in .wav format and preferably saved at 16.000 kHz, 16 Bit, Mono format.
No Greeting Option
With Zaplee, you can also choose not to have a greeting by using the None Selected option. You can also customize the greeting for each department as well as for "Everyone Busy" and "Transferring in Progress" options.