Quick answer: Open Organization Settings > VoIP, pick a phone number, and in the Business Hours card set your time zone, open hours, and where calls go when you're open and when you're closed. Then click Save & Enable.
Coming soon: Business hours routing is rolling out to practices in stages. If you don't see the Business Hours card under Call Routing, it isn't available for your practice yet.
Who this is for: Barti administrators with access to Organization Settings.
Before you start, you'll need:
VoIP set up for your organization, with at least one phone number
The destination you plan to use already built, if it's a call group or phone tree. See How do I create and manage Call Groups in Barti? and How do I set up a phone tree in Barti?
Co-Pilot, if you want calls answered by Quinn Receptionist
Steps
Open Organization Settings and select the VoIP tab.
Select the phone number you want to set up. Each phone number has its own schedule and routing.
In the Call Routing section, find the Business Hours card.
Select your Time Zone. All open and closing times follow this time zone.
For each day from Sunday to Saturday, set whether you're open:
Turn the switch to Open, then enter the opening time and closing time.
Turn the switch to Closed for days you're closed all day.
The first time you open the card, Monday through Friday start as Open from 9:00 AM to 5:00 PM.
Under Business Hours Routing, select where calls go while you're open:
Call Group: then select the Call Group that should ring.
Phone Tree: callers hear this number's phone tree menu.
Quinn Receptionist: Quinn answers the call.
Voice Mail: callers go straight to voicemail.
Under Closed Hours Routing, select where calls go outside your open hours. The same four options are available.
Click Save & Enable to save the schedule and start routing calls by it.
To change the schedule later, edit the card and click Save. To stop routing by business hours, click Save & Turn Off. Click Cancel to discard edits you haven't saved.
What you'll see when it works
The top of the Business Hours card shows Saved, and the button next to Save changes to Save & Turn Off.
Each call to that number is checked against your schedule when it arrives. Calls during your open hours go to your Business Hours Routing choice. Calls outside them go to your Closed Hours Routing choice. A call at exactly your opening time counts as open; a call at exactly your closing time counts as closed.
When a call goes to Voice Mail, the caller reaches voicemail right away without ringing any phones. If you use missed-call texts, the caller still gets one.
If you have any questions, please refer to Barti's Help Center or create a support ticket at support.barti.com.
Troubleshooting
Why is Save & Enable greyed out?
Save & Enable needs a Time Zone and a choice in both Business Hours Routing and Closed Hours Routing. The message under the buttons tells you which one is missing.
Why can't I select Call Group or Phone Tree?
An option is unavailable until there's something to route to. Call Group needs at least one call group with a person or phone in it. Phone Tree needs this number's phone tree turned Active. Open the dropdown to see what's missing. The reason appears under each greyed-out option.
Why is Quinn Receptionist greyed out?
Quinn Receptionist is available to Co-Pilot customers only. Contact your Barti representative to add it.
How do I turn on Quinn Receptionist for a phone number?
Select Quinn Receptionist under Business Hours Routing, Closed Hours Routing, or both, then click Save or Save & Enable. For example, choose it under Closed Hours Routing so Quinn answers only when your office is closed.
What does Quinn do with a caller outside business hours?
Outside your open hours, Quinn doesn't transfer callers to staff, since no one is there to answer. It offers voicemail instead. If a Quinn call drops unexpectedly, the caller goes to voicemail outside business hours and rings your staff during business hours.
Why can't I delete a call group or turn off a phone tree?
Barti blocks deleting a call group or turning off a phone tree while Business Hours Routing or Closed Hours Routing uses it. Change the routing choice on the Business Hours card first, then delete the call group or turn off the phone tree.
What happens if Barti can't reach the destination I picked?
If the destination can't take the call, for example the call group is empty or Quinn Receptionist is no longer enabled, the call rings all active phones and users on that number so it isn't dropped. If a call group has members but none of them are available, the caller goes to voicemail.
Can I close for a holiday or a lunch break?
Each day has one opening time and one closing time that repeat every week, and a closing time must be later than its opening time. There's no separate holiday schedule. To close for a holiday, set that day to Closed and click Save, then set it back to Open afterward.
Does the phone tree still answer when business hours are on?
Only if you pick Phone Tree as a routing choice. When business hours are on, the Business Hours card decides where every call goes. When business hours are off, calls follow your phone tree if it's Active, or ring all active phones and users if it isn't.
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