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Call Panel


 

Logging In

  • You log into Call Panel by having the End User login to the Client Login with the Username and Web Interface Password you set up for each user of the system
  • They will log in to your Clearly Cloud Login URL provided to you at Location Creation time, such as https://w.clearlyip.cloud or whatever the URL was for your location.
  • From here you can click on the Call Panel tab and be directed into Call Panel

Overview

  • Using the Main Navigation Bar across the top of the screen, you can access all Call Panel features.

  • Some features may not be enabled for your login. Make sure to contact your Client PBX Administrator if something is documented here but does not work for you. Most likely, it is because you do not have permissions for that feature or action.

Users

  • Upon logging into the Call Panel, you will see the main Users page. This page will display all users you wish to make visible on your Dashboard. Here you can view other users' status, listen to active calls, and make calls directly to other users.

Add and Remove Users

  • To add users to your Dashboard, click on the round blue and white image on the screen's top left-hand side, directly under the red Sign Out button.
  • This will open up a sidebar that displays all users you can add to your User dashboard. To the far right of each name, you will see an image of a grayed-out eye with a line through it.
    .
  • This means the User is not in your Dashboard. Click on that image to add a user to your Dashboard. To remove a User from the Dashboard, click the green image of an eye.

    • Once you have all the users you want on your Dashboard, click the arrow on the sidebar's top right side to close it.

See current user statuses

  • Each User's display card shows a circle next to the User's extension number that lets you know if they are online or not. An online user will show a green circle next to their extension number.
  • An offline user will have a white circle next to their extension number and a display under their name that says User is offline.

Checking Voicemail

  • On the display cards, you will see an envelope in the bottom left corner. If you have a voicemail, it will display the number of voicemail messages you have. You can also direct a call to a user's voicemail by clicking it in Call.

Listen to Active Call

  • To listen in on other users' active calls, you can click on that User's display card's headphones icon. 
    .

Calling a User

  • To call another user directly, click on the phone icon of that User's display card.

Chat

  • The chat widget allows you to start chat messages with other users inside your organization, create and manage channels (Group Chat) and even send and receive SMS and MMS messages to any phone number capable of SMS/MMS messaging.

Starting a new 1 on 1 Chat

  • Click on the 'Chat' Button
Chat-alfa

  • The following screen will be shown

  • Click on the pencil icon to start a 1 on 1 Chat
pencil

  • In the appearing screen, make sure the 'Conversation Type' is 'Chat'.

    • In the Section 'User(s)', select the user you would like to chat from the Drop Down Menu

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  • In the Message Section, enter the message you would like to send to the destination user. Remember you can also use emojis in the conversation.

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  • If you want to attach a file in the message, you can map it from your Hard Drive using the 'Upload Files' section.
  • Finally click on Start Conversation to send the message.

    start

      • If you want to cancel, press the Cancel button.

    cancel


    • Once the message has been sent, the recipient will receive a notification about a new direct message.


    • Clicking in the Direct Messages section, the main screen will show the conversation. You can see the conversation's history and, if available, the shared files.
    • Below is an example of a conversation between two parties.




    Handling messages.
    • To reply or send a message, enter the appropriate text in the text box.
    textbox

    • When done, click on the Send icon to send it.
    send

    • You can also add an emojis to the conversation and combine them with the text. To do this, just click on the emoji icon and a new window will appear with a large list of emojis.

    emoji

    • Example:

    emoji2

    • In the left side of the Call Panel, you can left-click any Direct Message you don't want to be shown in the Notification area and Hide it. The System will ask you to confirm.


    • If you are in the conversation screen, highlight a message and you will notice some icons will appear.

    • These icons allow you to perform actions to a message in the conversation:
      • Quote - You can quote a message to respond to another user's message without notifying the user directly.
      • Add Reaction - You can react to a message with emojis. To add a reaction to a message, go to the message, click on the smiley face icon on the right of the message, and then choose an emoji. You can see other users’ emoji reactions beneath the message. To react with the same emoji as another user, click the emoji. You can also remove your reaction by clicking on your emoji.
      • Reply in Thread - You can start a new thread underneath the original message. Threads create a string of messages that quote the original.
      • Follow Message - This will prompt a notification every time this message is quoted or replied.
      • Get Link - This will generate a web link to the message.
      • Copy - Copy the current message.
      • Edit - Edit the current message. This option is only available to the originator of the message. To edit a message, click on the edit option on the message actions menu. You can also place your cursor in the message box and press the Up arrow to edit your last message. By default, only administrators, moderators, and channel owners can edit messages from other users.
      • Start - Mark the message as a favorite message. This will improve searching for messages. You can search only through your starred messages.
      • Report - Report the current message to the System Administrator.
      • Delete - Delete the current message.

             Remember that some of these actions can be activated or deactivated as a toggle switch.


    Creating a new Channel Room

    • The process for creating a Channel Room is similar to sending a new Direct Chat message.
    • Click on the pencil icon to start a 1 on 1 Chat
      pencil

    • In the appearing screen, make sure the 'Conversation Type' is 'Chat'.

    • In the Section 'User(s)', select the users you would like to chat from the Drop Down Menu

    chat1a


    • Once you have selected the users, a new section will appear, allowing you enter a name for the Channel Room. This section is called Channel Name. No spaces are allowed for the Chanel Name. They will be substituted by the character '-'.


    • In the Message Section, enter the message you would like to send to the users.

    chat-room2


    • If you want to attach a file in the message, you can map it from your Hard Drive using the 'Upload Files' section.
    • Finally click on Start Conversation to send the message and create the Channel Room.


        start

          • If you want to cancel, press the Cancel button.

        cancel


    • Once the message has been sent, the recipients will receive a notification about a new message in the Channel Room.
    • Clicking on the Channel Room in the Public Channels section will allow you and the participants to continue with the conversation
      chat-room-conversation222

      • Note: All the described actions you can perform in a 1 to 1 Chat are available in the Channel Rooms.

    Managing a Channel Room


    • If you create a Chat room and add participants, you can archive, manage members, rename and delete the channel room. To perform these actions, just click on the icon with the three dots and these options will appear.
    3-dots

    manage-rooms

    • Archive - Clicking on the Archive, a new window will appear asking for your confirmation for archiving the channel room. The channel room will be archived and will disappear from the main view.

    archive

    •  If you browse the list of all the channels you are enrolled or have permissions to enroll, you will see your archived channel rooms. Clicking on the icon with the three dots will allow you restore or delete the channel room.
    restore-channel  channel-restore-conf

    • Manage Members -  if you click on the Manage Members option, a new window will appear showing the member list of the channel room, the status of the members in terms of ownership (administrator) or plain member.


    • If you select a member  and click on the three dots icon, two options will appear. Kick (remove the member from the channel room) and Remove or Add ownership to the channel



    • On both options, the system will ask for confirmation.

    kick     ownership

    • Adding Members - To add members to the channel room, click on the plus sign 

    plus

    • A new window will appear with the list of available users. Select the user(s) you want to add to the channel room and click on the Add Users button.


    • Rename - This action will rename the channel room. You can only rename the channels you have created or have permission to do so. Keep in mind the name of the channel cannot contain special character and the spaces will be replaced by '-'. Just click on the Rename option and the following screen.

    channel-room-rename

    • Delete - This action will delete the selected channel room if you have permission for doing it. Just click on the icon and after that a new window will appear asking for confirmation.

    deleteeee


    • If a third party creates a Chat room and adds you as a participant, you cannot delete the channel room, just leave, close it (hide), or see the members from your active channel list.
    • Leaving a Channel Room - Clicking this option will allow you to leave the Channel Room after a confirmation
     leave   

    After leaving a Channel Room, your status will be displayed to the members of the Channel Room

    • Close a Channel Room - Closing a Channel Room, means the Channel will not appear on your active Channels list. It can be found in the list of all the Channel Rooms you are part of. To close a Channel Room, just click on the Close icon and confirm the action.
    closee

    • See Members - This option will allow you to see the list of members of the Channel Room.

    • Rejoining a Channel. If you click on the list of available Channel Rooms you will see Channels you can join.

       
    • Select the channel you would like to join and click on the options (three dots)

    • Click on Join and you will join the Channel Room and your status in it will be displayed to the members.

               



    Starting a new SMS/MMS

    • To send a new SMS/MMS the Administrator must assign a DID with SMS/MMS capabilities to the user. This can be done in the Clearly Cloud Administration Interface as shown below.


    • Now in Call Panel, click on the 'Chat' Button
    Chat-alfa

    • The following screen will be shown


    • Click on the pencil icon to start a new SMS message.
    pencil

    • In the appearing screen, make sure the 'Conversation Type' is 'SMS'.
    sms1


    • Then select the country of the destination. We currently offer SMS/MMS messages in the United States and Canada.


    • Enter the destination number in the 'Phone Number' section.

      

    • In the Message Section, enter the message you would like to send to the users.
    • If you want to attach a file in the message, you can map it from your Hard Drive using the 'Upload Files' section.
    sms4

    • Finally click on Start Conversation to send the message and create the Channel Room.

    start
    • If you want to cancel, press the Cancel button.
    cancel


    • Once the message has been sent, the recipients will receive a notification about a new message in the Channel Room, and a new conversation will appear under the active conversations section.

    sms5

    • Click on the conversation to view the sent message.

     

    • If the the other party sends an SMS/MMS reply, a new notification will appear.

    Screenshot_20211105-190946_Messages


    Captura

    • Finally, all the actions to the messages and to the conversations described in the Chat Section are available to the SMS/MMS conversations.


    Queues

    • To the right of Users on the Main Navigation Bar is Queues. Here you see queue groups and statistics on all active queues.

    Add and Remove Queues

    • To add a queue to your queues Dashboard, click on the sidebar icon on the left.
    • This will open up the sidebar to display all the queue groups. Click on the grey eye icon to add a queue group to your display.
    • To remove a queue from your Dashboard, pull the sidebar out and click on the green eye icon.

    Queue Statistics

    • Now that you have some queue groups displayed, you can see general statistics for all queue groups. Up top, you can see how many callers are on the phone and how many are waiting.
    • You can see a total of both completed calls and abandoned calls.
    • You can also view the total number of agents online and if any are paused or unpaused.
    • You can also see general statistics for each specific queue group on your Dashboard.

    Viewing a Queue

    • To view a specific queue group, click the icon to the right of the queue group's name.
    • This pulls out a sidebar to the right that shows you the queue group's real-time information.
    • Under Agents, you can see all agents in that queue.
    • Clicking on the green person icon next to their name will pause the agent.
    • Clicking on the yellow person icon next to their name will unpause the agent.
    • Under the agent's name, you can see if they are set to ignore, busy, or ring in use. You will also see their total calls taken and delay time.
    • Next to the Agents tab is the Call tab. Here you can view all active calls happening in that queue group.
    • Just above the Calls tab are options to pause and un-pause all users in the queue group. There is also the arrow icon the hide the queue details slideout.

    Conferences

    • Just after Queues on the Main Navigation Bar is Conferences. Here you can view your personal conference room and any others you may be a part of.

    Add and Remove a Conference

    • To add a conference room to your Conferences dashboard, click on the sidebar icon on the left.
    • This will open up the sidebar to display all the Conferences. Click on the grey eye icon to add a Conference Room to your display.
    • To remove a Conference from your Dashboard, pull the sidebar out and click on the green eye icon.

    Conference Display Card Information

    • For each conference room you have on your Dashboard, you will see a conference display card. The top of each card displays the conference room name and gives you the option to call into that conference directly and invite other users to join the conference. It also has an icon that will show you how many users are present in that conference.
    • On the conference display card, you will also see information for the conference, such as the extension to dial to reach that conference, the max capacity of members allowed in the conference, and a listing of all callers present in the conference. Using that list, you can mute and even kick-out specific users from the conference. You will see your user PIN to give users you want to invite into the conference on your conference display card.
    • If the Conference Room has one or more callers in the room, the Details button will be Dark Grey and you can click on it to see the details of the callers in the Conference Room and mute, unmute or kick out any of the users.
    • Press the Orange X Icon next to the Caller you want to kick from the room.

    • Press the Green Microphone Icon next the the Caller you want to mute in the room

    • Press the Red Microphone Icon next the the Caller you want to Unmute in the room

    Video Conferences

    • The Video Conferences tab will show you all Video Conference rooms your platform Admin has setup and given you permission to see.

    Joining a Video Room

    • From here you can click on and Room to join or start the conference room.


    • Clicking on the Start icon  on the left navigation will launch the Video Conference room and use your computers camera, microphone and speakers.


    • Provide your name and press the Join Meeting button


    • Once inside a video conference room you have the ability to share your screen, set background images and control different settings with the menu bar on the bottom.


    Inviting Users

    • To invite users to the Conference, click on the Participants icon from the menu bar.
    Captura

    • This will open a side window showing the list of participants in the conference. To invite a user, click on the 'Invite Someone' button.

    • A new window will appear with the available options to invite or share the Video Conference. These options are:
      • Share the meeting link with others. Just click on the Copy icon to copy the Video Conference link.
      • Share the meeting via Copy/Paste, email (This will open your default email client), Google mail,  Outlook email, or Yahoo email.
      • Copy the embedded code to share the Video Conference.
      • Or Copy the Video Conference Dial-In number.

    invite

    Managing Audio and Camera Settings

    Audio Settings

    Microphone Settings

    • To review the microphone settings, click on the arrow icon next to the microphone icon in the menu bar


    • An audio menu will be displayed


    • You can select and test your microphone, in that menu. Notice how the volume bar keeps moving as long as you speak. If you speak and the bar is not moving, you might need to allow your Web Browser to use your microphone.

    mic1


    Mute/Unmute your microphone.

    • To mute/unmute your microphone just click on the microphone icon. It works like a toggle switch: If you press the microphone, you will be muted, but if you press it again, you will be unmuted. The following pictures shows the microphone when unmuted and when muted.

    mute2


      • Unmuted    unmuted


      •   Muted       muted


    Speaker Settings

    • From the audio menu, you can select the speaker device you would like to use during the conference. 

    speakers

    • Clicking on the Test button a tone will be sent to the device. If you can hear the tone means the device is working properly. If not, try another device or check the Browser's permissions.


    Camera Settings

    • Click on the arrow icon next to the microphone icon in the menu bar.


    • This will start your camera showing you what is going to be shown to the users in the Video Conference. Make sure you allow your Browser the permission to use your camera.
    vc10



    Screensharing

    • To share your screen, click on the Sharing screen Icon.

    • With this a new menu will appear:


    • In this menu you can choose if you would like to share any of your screens, an specific program (window) or a Web Browser tab (this option depends on the Web Browser you are using).
    • Select the proper option and click on 'Share'.
    • Once your screen or window or tab is being shared, a notification will be displayed as long as the sharing is taking place.


    • By pressing the Stop button you will stop sharing your screen.

    Chatting

    • To send a chat message to all the participants, click on the chat icon to open the Video Conference's chat room.
    chat1

    • The chat room will be displayed to you. To send a message, just enter it in the text box and click on the sending icon. Emoticons are supported.


    Direct message to a participant
    • To send a direct message to any participant of the conference, click on the list of participants. 

    • Click on the participant, and then click  on the "Send private message" option that appears.

    • You can also do it through the conference default view. Just hover on the user's icon close to the dots-icon and the Send private option will appear.
    • A new chat room will be created only for you and the other participant. Enter the appropriate message in the text box and send it.


    • The other party will receive a new notification regarding a private message received.

    • Clicking on the notification, the other party can reply the message.


    Setting Background Image

    • You can change the background while your camera is active during the Video Conference.
    • Click on the 'More Options' icon.

    • Then click on 'Select Background'.
    background

    • A new window will appear with the available background options. Select the right option and click on 'Apply'.
    backgrounds

    • Your back ground will be changed and display to the other participants. The following picture is an example showing the 'Blur' background.

    background2

    • You can add a different background by selecting the 'Add Background' Option. 
    add

    • In this option, you can upload from your PC/Laptop/Tablet the image you would like to use as a Background. 
    • You will see a preview of the new background interacting with your camera. If the option is correct, don't forget to click 'Apply" when done.

    • Below is an example when uploading a background in action.



    Raising your hand

    • Whenever needed, any user in the conference, can raise the hand to gain attention from the speaker without interrupting the Video Conference. To do this, just click on the 'Raise your hand' option.

    • The other participants will notice a blue icon in the thumbnail of the person who raised the hand. 

    raise

    • To lower your hand, press again the 'Raise your hand' icon.

    Status of users

    • Looking at any user's thumbnail you may notice status of the microphone (muted or un-muted) and the camera (on or off).

    uzer

    • You can learn more about the state of everyone's connection by hovering on the bars in their thumbnail.
    stats

    Toggle tile view

    • This option will switch between tile and thumbnail views. The default Video Conference view shows thumbnail views of the participants.

    • Click on a thumbnail to zoom in on the participant's video or screen shared. 
    tile4

    • The tile view displays all the participants in the central frame of the Video Conference.



    More Actions

    • As mentioned above, clicking on the dots menu in the bottom bar will provide a list of more actions you can execute during the conference. 
    • These actions are:
      • Profile Settings
      • Manage Video Quality
      • View Full Screen
      • Select Background
      • Speaker Stats
      • Settings
      • View Shortcuts

    vc13


    Profile Settings

    • Clicking on this option a new window will appear allowing you change your display name and set your gravatar email on order to display your Gravatar.

    vc15



     Manage Video Quality

    • If necessary, this setting will change the video quality in order to save bandwidth.

    videoquality


    View Full Screen

    • This is a toggle button that will allow you see the conference in full mode or full screen. Click again on this icon to exit this mode or press the Escape (Esc) key.


    full


    Speaker Stats

    • This option will show the talking time for each participant of the Video Conference.


    Settings

    • Clicking on this option will take you to a consolidated menu where you can configure your camera, microphone and speakers, also change your profile settings, enable or disable the pre-meeting screen and the interface's language.

    Devices

    • This menu has three main settings: 
      • Devices
      • Profile and,
      • More

    vc14


    • In this menu you can set your video camera. microphone and speakers. 
    • If you have multiple video cameras, you can select the appropriate one from the 'Camera' drop-down menu.
    • You can also check if the microphone is active by watching the progress bar move along as you speak.

    settings-general


    • Finally you can select the microphone and the audio output (speakers). Don't forget to click on 'OK' to apply your changes.

    settings-microphone



    Profile

    • Here you change your display name and set your gravatar email on order to display your Gravatar.

    vc15



    More

    • This menu will allow you enable the pre-meeting screen and the language of the Video Conference options.

    settings-more


    View Shortcuts

    • This option will display the keyboard options available in the during the Video Conference.



    Leaving a Video Conference

    • To leave a Video Conference room just click on the Hang-up button.

    Leave2


    Voicemail

    • Next up on the Main Navigation Bar is Voicemails. Here you can listen to your voicemails, transfer or delete them, and adjust voicemail settings. As voicemails come in, they are shown on their own display cards.

    Listen to a Voicemail

    • To listen to voicemail, locate the voicemail’s display card you wish to listen to and hit the Play Button.
    • This opens an embedded audio player and lets you listen to the voicemail.
    • Pressing the three dots icon will give you the option to download the voicemail file.

    Voicemail Options

    In each voicemail display card, on the bottom right, you will see a series of options.

    • Use the trashcan icon to delete the voicemail. 

    • Use the envelope icon to mark the voicemail as read and move it to old messages. 

    • Use the paper icon to transfer the message to another user. 

    • Use the green phone icon to call the person who left you the voicemail back.

    Voicemail Settings

    • Open the Voicemails sidebar by clicking on the Gear Icon on the upper left-hand side.
    • Under settings, you can set up how you want your voicemails to be processed.
      • Email address: Set an email address for voicemail notifications to be sent to
      • Pager email address: Set a pager/mobile address to send voicemail notifications to
      • Voicemail Pin: Set the password for your voicemail box. The password can only be numeric.

    You can also set these additional settings:

    • Email Attachment toggle: Toggle on to send a recording of the voicemail to your email

    • Play Envelope Toggle: Toggle on to have the date and timestamp of the Call read off before playing the message

    • Play CID toggle: Toggle on to have the Caller ID of the calling party read off before playing the message

    • Delete Voicemail toggle: Toggle on to delete voicemails from your voicemail box after sending them off in an email

    Voicemail Greetings

    • Next to Settings is the Greetings tab. Here you can set, upload, and record your greetings straight from the Call Panel.
    • From here, you can upload or record the following greetings:
      • Name Greeting: Record just your name to be read off in a generic voicemail greeting
      • Busy Greeting: Create your voicemail greeting for when you are on the other line
      • Unavailable Greeting: Create your voicemail greeting for when you are unavailable

    CDRS

    • After Voicemails, we have CDRs. Here you can adjust the date range to show calls/call details between a given time.
    • You will see all inbound and outbound calls related to your user here.
    • For each call record you have the following actions:
      • Download - The download button will let you download the call recording for the call if recorded.
      • Play - The Play button will let you play the call recording from a embedded audio player in your browser if the call was recorded
      • Call Back - Will call the person back from within Call Panel Soft Phone

    Settings

    • Just after CDRs on the Main Navigation Bar is Settings. In settings, you can set your Call Forwarding options, set up your Follow Me, and toggle your DND and Call Waiting functions.

    Call Forward

      • Call forwarding will allow you to redirect all calls to a number you set. Just toggle the Call Forward option on, put in the forwarding number, and hit Save Changes.

    Follow Me

      • Follow Me settings enables incoming phone calls to be received at different locations on different phones. First, toggle the Follow Me toggle on.
      • Use Confirmation can be toggled on or off. Toggle it on if you will be sending calls to external numbers whose voicemail may pick up. When enabled, it will require you, after answering the Call on your remote phone, such as your Mobile, to press 1 to be connected with the caller.

      • CLID Prefix is a short prefix you can set that will be prepended to the Caller ID Name
      • Ring first timeout is a timer you set for how many seconds you want it to ring directly to your main extension before rolling over to the Follow Me list.
      • Ring all numbers timeout is the Max amount of rings to everything on the Follow Me list before rolling over to your voicemail.

      • At the bottom, you can see your Follow Me list. You can add local extensions or external numbers. Be sure to click ADD after each entry.

    Do Not Disturb and Call Waiting

      • Use the toggle to turn Do not Disturb on and off.
      • Use the toggle to turn Call waiting on and off. When call waiting is on, you can receive a second call while on the phone. When call waiting is off, the second Call will go straight to your voicemail.
    Call Panel Soft Phone
      • Next to Settings on the Main Navigation Bar is a status bar that will be green and say Online with a phone next to it.
      • To access the SoftPhone, click on that green Online Phone bar, and the phone will pop up.
      • Use the number pad to dial the number you are looking to call and hit the green phone icon at the bottom to dial. You can also open up a dial pad using the icon with the dots. You can also call your voicemail box by clicking on the envelope. To view call history, click on the phone icon to the right of the envelope, and your call history will pop up in a box there. 
      • While on a active SoftPhone Call, you have different action buttons to control that active Call, as shown here.



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