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Reception Console

Answer every business with its own greeting.

Reception Console shows your receptionist which business a caller dialed, how that business wants the phone answered, and who to pass the call to. Built for shared front desks.

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  • Answer scripts by day and time
  • Contact status and calendars
  • Reception time tracked per tenant
How a call is handled

Every call arrives with the right script, notes and contacts.

Several calls can ring at once. Select one, and everything the receptionist needs for that business is on the same screen.

  1. Step 1

    A call rings in

    It is listed with the caller's number, the number they dialed and its status, next to any other calls that are ringing.

  2. Step 2

    The business is identified

    The number dialed tells the console which organization the caller wants, and shows its answer script and any priority notes.

  3. Step 3

    The right person is found

    The organization's contacts appear with a status such as Available or Away. Search them, or open a calendar to check availability.

  4. Step 4

    The call is passed on

    Transfer, attended transfer, voicemail, park or drop. Notes can be emailed to the contact too.

The Home screen: inbound calls on the left; action buttons, search and the called organization's contacts on the right. Caller numbers are blurred for privacy.

Why it helps

Stop keeping every tenant's rules in your head.

When one person answers for many businesses, the details for each call should come to them, not the other way around.

Answering from memory
With Reception Console
Remembering how each business wants its phone answered.
The answer script for the business that was called appears with the call.
Using the daytime greeting outside business hours.
Scripts are set by weekday and time, with a default script for any other time.
Special instructions kept on sticky notes.
Priority notes for the organization appear with the active call.
Looking up who works for which tenant.
The organization's contacts appear when its call is selected, with search.
Transferring a caller to someone who is out.
Contact statuses and calendars show who is available first.
Guessing how much reception time each tenant uses.
Reception Console tracks the receptionist's time used by each tenant.

Reception Console is included in the VoIPTools Subscription.

One subscription gets you Reception Console and 30+ other add-ons for 3CX.

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Setup

Set up each business once.

A manager adds each organization on the Organizations tab. From then on, receptionists see its details on the Home screen whenever it is called.

Numbers

The number dialed tells you the business.

Add each organization, then list the phone numbers that belong to it (DIDs, the numbers callers dial). When one of those numbers rings, the console shows that organization.

  • More than one number for each organization
  • Contacts with first and last name, extension and email
  • Notes on the General tab, and links to forms in PDF, XLS, XLSX, RTF and CSV
Answer scripts

The right greeting for the time of day.

Write answer scripts for each organization and choose the weekdays and hours each one is used. A call outside those hours gets the organization's default script.

  • A start and end time for each weekday
  • Switch a script on or off with its Active check
Reports

See the reception time each tenant uses.

Run a report for a date range. Calls are grouped by month, organization and number dialed, with ring, answer, transfer and end times and the reception minutes for each call.

  • Leave the dates empty to see every call since installation
  • Export to CSV, XLS, XLSX or PDF
Where it helps

Made for one front desk that answers for many businesses.

Shared office spaces

The front desk answers for every tenant in the building. Each call shows which tenant was called and how that tenant wants it answered.

Receptionists covering several organizations

One person answers for several organizations, greets each caller with that organization's script, and transfers to its own contacts.

Different hours, different greetings

An organization can have one script for its working hours and a default for any other time, and the receptionist sees the one that applies.

Tenants who share a receptionist

Reports show how much of the receptionist's time each tenant used, and export to a spreadsheet or PDF.

Questions

Reception Console questions, answered.

Anything else? Our team answers 24/7 from the USA, India and the Philippines.

How does it know which business was called?+
Each organization has its own list of phone numbers (DIDs). When a call comes in on one of them, the console shows that organization, its answer script and any priority notes.
Can one receptionist handle several calls at once?+
Yes. Every inbound call is listed on the left of the Home screen. The receptionist selects the call to work with, then a contact, then an action.
What can the receptionist do with a call?+
Transfer it, do an attended transfer, send it to voicemail, park it or drop it. They can also email notes to the contact.
Can the greeting change after hours?+
Yes. Each answer script can be set for chosen weekdays and times. A call outside those times gets the organization's default script.
Who can change the scripts and contacts?+
People who sign in as a manager or admin see the Organizations, Global Settings and Reports tabs. Receptionists who sign in as users see the Home screen.
Does the receptionist need to install anything?+
No. Reception Console is a web console. Receptionists open it in a web browser and sign in with their 3CX extension number and voicemail PIN. It runs alongside 3CX on its own Windows server.
Can I see how much reception time each tenant uses?+
Yes. Reception Console tracks the receptionist's time used by each tenant, and reports list the reception minutes for each call. Export them to CSV, XLS, XLSX or PDF.
We bought through a VoIPTools partner. Who supports us?+
Your partner gives first-level support at no extra cost. Our own team is also available 24/7 from the USA, India and the Philippines.
Details

Requirements and documentation.

Downloads and documentation
  • 3CX V20
  • Windows 10 or later, or Windows Server 2012 or later
  • The Windows web server role, with Basic Authentication, .NET Extensibility and ASP.NET 4.x
  • .NET Framework 4.7.2
  • Microsoft SQL Server 2016 or later (the free Express edition works)
  • The VoIPTools Relay, which connects Reception Console to your 3CX system, and the VoIPTools Universal Updater
  • Static IP addresses for the VoIPTools and 3CX servers (HTTPS is recommended, which needs a domain name for the certificate)
  • Port 7500 open, and the Relay port 8801 open on the 3CX server and its firewall

Check the documentation for the current release and full setup details for your environment.

Got a question?

Talk to the team that builds Reception Console.

Whether it is Reception Console, another add-on, or a custom solution built around your needs, we can help you get the most out of 3CX.

Already a customer? For help with an install or an issue, email Support@VoIPTools.com.

Thank you. Your question has been sent, and our team will get back to you soon.

Keep exploring

More add-ons for call handling.

Reception Console and every add-on below come in the same VoIPTools Subscription.

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Give your front desk the right words for every call.

See it on a live demo, or get it today as part of the VoIPTools Subscription, with 30+ other add-ons included.

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