User Manual for Call Flow
Step 1: Super Admin Login
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Open the system login page.
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Enter your Username and Password.
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Select the Account Type (e.g., Super Admin).
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Choose your preferred Language (English, German).
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Check Remember Me if needed.
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Click Sign In to access the system.
Step 2: Access User Management
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After logging in as Super Admin, navigate to the User Management section from the sidebar.
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Click on Users to open the user management panel.
Step 3: Add a New User (Clerk)
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Click on the + ADD USER button.
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Fill in the following user details:
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First Name
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Last Name
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Username
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Email
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Password
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Confirm Password
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Assign the user to a Group:
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Clerk
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Super Admin
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Admin
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Under the Group dropdown, select Clerk.
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Enable User must change password on next login if required.
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Set up Two-Factor Authentication (optional).
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Click Create to save the new user or Cancel to discard changes.
Step 4: Assign User to a Team
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Go to the Teams section.
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Click on Add Team.
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Select team members from the list.
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Click Create to finalize the team.
Step 5: Assign User to an Existing Team
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Go to the Teams section.
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Select an existing team.
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Assign the newly created user to the selected team.
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Save the changes.
Step 6: Automatic Extension Creation
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Once a user is created, the system will automatically generate an Extension Number for them.
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This extension number can be found in the User Management section next to the user’s details.
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Ensure the extension is properly assigned for communication and routing purposes.
Step 7: Logout and Login as Clerk
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Logout from the Super Admin account.
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Navigate back to the login page.
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Enter the Username and Password of the newly created Clerk.
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Select Account Type: Clerk.
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Click Sign In.
Step 8: Project Selection
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After logging in as Clerk, the Project Selection screen will appear.
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Select a Primary Project to access it.
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You can also open multiple projects by selecting them as Secondary Projects.
Step 9: Receiving Calls from Clients
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Once a Clerk is created and available, clients will start calling numbers associated with the selected project.
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Incoming calls will be routed to the appropriate Clerk based on the Project Assignment.
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Clerks can answer, transfer, or manage calls as required.
Handling Calls and Managing Client Records
Step 1: Creating a Project
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Before handling calls, a project must be created from the Super Admin Panel.
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This project will be used to associate clients.
Step 2: Handling Calls
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When a call is picked up, a Contact Form is displayed.
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Users can fill in the caller’s details, including:
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First Name
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Last Name
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Extension & Phone Number
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Email
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Address Information (Street Address, House Number, City, Zip Code, Country)
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Description
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Project Selection (if applicable)
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step 3: Navigating to Call Log Interface
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During or after the call, the screen will display the Post Processing interface.
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The top of the screen shows the active call timer and the section title: Post Processing.
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On the left sidebar, click on the Record icon to access the call-related features.
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Select the appropriate Project from the breadcrumb path.
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Click on Add Log to open the log entry form.
step 4: Adding a Call Log
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After the call ends, click the ADD button on the right panel under Call Logs or use the center form.
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Fill in the form fields as follows:
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Phone Number: Enter the contact number (automatically prefilled if applicable).
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Select date and time: Use the calendar or click USE CURRENT TIME to autofill the current timestamp.
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Message: Add any notes or remarks about the conversation, such as duration, summary, or next steps.
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Click CREATE to save the log.
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The log will appear in the Call Logs list on the right-hand side.
Step 5: Managing Client Records
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If the caller is already associated with a project, their record is saved under the respective project.
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If the caller is not associated with any project, their record is saved as a Contact.
