Using Your Portal

IMPORTANT
Your Ingenious PortalSM is best viewed using the most recent version of a Google Chrome, Microsoft Edge or FireFox Browser
Other browsers may not provide an optimal viewing experience

 

Please ask your Office, Site or IT Manager for assistance

Logging In

  • First Time Login – Prior to your first login to the Ingenious Phone Portal or ConnectUC App, you should have received an Ingenious Phone Welcome Email, which would have been sent to the email address in file in your Ingenious Smart Business PhonesTM account profile. Your Welcome Email shows your preset Ingenious Username (example: 123@ABC) and allows you to set your Password and Voicemail PIN.
    • When open your Welcome Email, please follow the step below:
      • Make a note of your Ingenious Username
      • Click on “Complete Setup”
      • Enter your Ingenious Password in both of the fields provided
      •  Enter your Voicemail PIN (4-16 Digits with NO leading zero(s), repeating or sequential numbers or your Ingenious User/Extension Number)
      • Click SAVE

NOTE 1: The “Complete Setup” link in your Welcome Email expires 24 hours after the email is received in your inbox.

NOTE 2: Your Ingenious Username and Password are used to log into your Ingenious Portal and ConnectUC Desktop and Mobile Apps.

NOTE 3: Both your Ingenious Phones Username (login) and Password are case sensitive.

  • Future Ingenious Portal Logins – Using a Google Chrome, Miscrosft Edge  or FireFox Browser, navigate to www.IngeniousSmartBusinessPhones.com. In the upper right of the page, click on “Portal”
    • Enter your Login (Username) – Your Login (Username) (case sensitive) that was provided in your Welcome Email as described above
    • Enter your Password – Your Password (case sensitive) was set by you when you followed  the “Complete Seutup” instructions your Welcome Email as described above

HINT: Save your login credentials (Username and Password) as a Bookmark in your browser for easier future logins.

NOTE: If you need to help with logging into your Ingenious Phone Portal or ConnectUC App, please contact your Office or Site Manager.

Navigating Your Portal

  • Function Buttons – Along the top of your User Portal, you will see large iconed Function Buttons. By selecting a Function Button, you will be navigated to a screen that allows views and functions pertaining to that portal function. By clicking on the desired Function Button a self-explanatory screen will appear which includes additional information and functions
  • Ingenious Office Manager Functionality – If your User Portal has Office Manager functionality enabled, when accessing your portal you will see the Office Manager screen first. To navigate to your own account screen of the Ingenious User PortalSM, right click on your name in the upper right hand corner of the screen. Then, right click on My Account to navigate to your own screen. To return to the Office Manager screen, click on Manage Organization at the top of the screen, to the left of your name

NOTE: Office Managers may request a “screen-share” training session by sending an email to [email protected].

  • HOME – This is the landing page of your User Portal  and shows a brief listings of the most recent New Voice Messages and Recent Call History. For complete listings please click on either the Messages or Reporting Function Button
  • MESSAGES –  Super imposed on the Messages Function Button, is the quantity of New Voicemail Messages displayed by a red dot with the number of New Voicemail Messages. The Messages screen shows a complete list of your voicemail messages with the most recent messages at the top of the list
  • FAX – If receive fax(s) is enabled, the quantity of New Faxes (Inbox) is displayed by a red dot with a number super imposed on the Fax Function Button. The Fax screen shows a complete list of Sent and Received Fax(s)

NOTE: All User Portals are able to send Virtual Fax(s). However only a portal that is enabled to receive fax(s), may receive Virtual Fax(s). Ask your Office or IT Manager for more information regarding use of ingenious Smart Business PhonesTM Virtual Faxing.

  • CONTACTS – By default, the Contacts screen shows all of the other Ingenious Users in your company
    • Adding Personal Contacts – You may add your own Contacts for those who you want to reach quickly by clicking on the contact from your Ingenious User Portal or if enabled, from the Directory on your Ingenious Phone
    • Shared Contacts – Added by an Office Manager are available to everyone on the domain and will also appear here on your contacts screen
    • Filters – Using the Filters Drop-Down, you may select only certain contacts that will appear on your Filtered Contacts List
    • Import/Export – You may export a list of your Personal Contacts which can be opened in Microsoft Excel, managed and then Imported back to update your Contacts list
    • If you need assistance with managing Contacts, please ask your Office or IT Manager for help
  • ANSWERING RULES – Clicking on this Function Button, shows the Default Answering Rule. PLEASE DO NOT EDIT THE DEFAULT ANSWERING RULE
    • Adding Answering Rules – You may add additional Answering Rule(s) to control how callers reach you on your Ingenious Smart Business PhonesTM
    • If you are not totally sure how to do this, please ask your Office or IT Manager for help
  • TIME FRAMES – Clicking this Function Button, shows the Default Time Frames for your Ingenious Smart Business PhonesTM
    • A Time Frame controls when an Answering Rule is used for handling inbound phone call(s)
    • If you need assistance Adding a Time(s) please ask your Office  Manager for assistance
  • MUSIC ON-HOLD –
    • Ingenious Smart Business Phones provides default system-wide mixed Genre’ Music On-Hold, which is played to a party(s) who are place them On-Hold
    • Using the “Add Music” function you may upload your own Music On-Hold music and/or messaging to replace the provided Music On-Hold
    • On-Hold Music and Messages uploaded to the Ingenious Smart Business Phones platform must be either a .wav or .mp3 file. The file parameters are 8 bit, 8Khz, Mono with a maximum file size of 32Mb
    • Using the “Settings” function, you may check the  “Randomize Music on Hold” to mix up the order of play for your Music On-Hold files. Also, in “Settings”, you may choose to record or upload an Intro Greeting which will precede your Music On-Hold.
    • If you need help with this, please ask your Office or IT Manager for help

NOTE:  Music/Messaging On-Hold that may be set by an Office or Site Manager and will be played to all On-Hold Callers except if an individual user sets their own Music/Messaging On-Hold, in which case the individually set Music/Messaging On-Hold will be played for that User’s On-Hold Callers. 

IMPORTANT: You are cautioned to only upload Music/Messaging On-Hold for which you have authorization to play publicly. Most commercially available music/messaging is protected by US or other Copyright Law and using such music or other audio files as your Music On-Hold may violate existing Copyright Law(s). Ingenious Technology LLC) will not be held liable for unauthorized use of copyright protected music or messaging by others on the Ingenious platform. Ingenious Technology LLC does not endorse or assume any responsibility for On-Hold Music/Messaging you Upload to the Ingenious Smart Business PhonesTM platform. To avoid any Copyright infringement(s), Ingenious Technology LLC expressly advises caution when uploading content to be used as On-Hold Music or Messaging. Upload content at your own risk.

  • REPORTING – Clicking the Reporting function button to view Call History. Ingenious Smart Business PhonesTM shows approximately (30) Days Call Records
    • Click of the Reporting function button
    • From the Reporting screen, click on Filter
    • Using the filter criteria in the Filter drop-down menu you may sort for particular elements of information contained in the Call History database
    • You may also export filtered or unfiltered information to be further sorted in Microsoft Excel
    • Clicking on the last icon to the right of each Call History line entry called “Cradle To Grave” (looks like a heart-beat) to the far right opens a simple and easy to understand call progress breakdown
    • If you need assistance with use of the Reporting functionality, please ask your Office or IT Manager, or contact for Ingenious for Help

Managing, Sending and Receiving iFax Virtual Fax(s)

NOTE: Any Ingenious Primary User can send a Fax from their Ingenious Portal . However, only a portal that has a Fax Number assigned can receive a Fax(s). Faxes that are sent from an Ingenious Portal that doesn’t have a Fax Number assigned to it will send a CallerID Number of (000)000-0000 to the receiving end. This number cannot receive inbound Fax(s). The maximum size of a single iFax Virtual Fax is 10 MB or approximately 100 pages.

  • Managing an iFax Virtual Fax(s) – On the left side of the Fax screen, click the drop-down menu to expose the “Inbox” and “Sent” options. Clicking on either of these options shows a listing of received (Inbox) or Sent (Sent) Fax(s) with the most recent at the top. At the left of each line, you will see an icon for “download” and another to show a thumbnail of the first page of the Fax. Clicking on the red “X” at the far right of each listing, will delete that listing.
  • Sending an iFax Virtual Fax(s) – On the right side of the Fax screen, click the Send Fax button. Click on the Cover Page Options drop-down to choose None for no cover page, browse your device for a Cover Letter document or Compose a Cover Letter in the space provided. Cover Letters are appended to the beginning of all documents that are to be Fax’d. Next, click on Fax Document, then browse your device for the document(s) you wish to Fax. Clicking on the Add button, allows you to browse for up to four (4) additional documents to be included in your Fax. Next, choose (if available), one of the sending fax telephone number(s) which are shown in the Caller ID drop-down. Now, type in the (10-Digit) receiver’s Fax Telephone Number (Area Code plus 7-Digits are required – a preceeding 1 is not required) and then click Send to transmit the fax.
  • Receiving an iFax Virtual Fax(s) – If your User Portal is enabled to receive faxes, click the drop-down menu to expose the “Inbox” option with the most recent at Fax at the top of the list. To the left of each line, you will see an icon for “download” and another to show a thumbnail of the first page of the Fax and another to show a thumbnail of the first page of the Fax. Clicking on the red “X” at the far right of each listing, will delete that listing.
  • Sending an iFax Virtual Fax(s) via Email – From an email client, using a “to” email destination address formated as:  17161234567@instant-fax.com your email will ne be sent as a Fax. The body of the email will be the Fax Cover Page and attachments become the Body of the Fax. You can send the same Fax (email) to multiple Fax numbers using the following format: (17161234567@instant-fax.com, 1716123458@instant-fax.com, etc, by simply entering a different destination Fax number).

NOTE: The Ingenious User must have only one email address assigned to use the email-to-Fax function. 

  • Downloading, Forwarding and Printing a Virtual iFax – Using the “Download” icon at the left of the listed Fax, you may copy the Fax to your device. From there you may print the Fax, printer attach it to an email or other communication.
  • Deleting an iFax Virtual Fax(s) – In either the “Inbox” or “Sent” folder, click the “garbage can icon” to the far right to delete the Fax on this line. Click on the Red “Yes” to permanently delete the Fax.
  • Rentention of iFax Virtual Fax(s)
    • Sent (outbound) Faxes are retained in your iFax Virtual Portal for a maximum of 10 days, unless deleted earlier by the Portal User. If you wish to retain a Sent Fax longer, we recommend downloading the Fax(s) to a local drive prior to the maximum retention time of 10 days.
    • Received (inbound) faxes are retained in your iFax Virtual Portal indefinitely and only deleted when a authorized (logged-in) user deletes them as detailed above. 

Managing Time Frames

  • Managing Time Frames – There are three Types of Time Frames. “Always”, “Days and Times” and “Specific Times”.
  • A Time Frame determines when a particular Auto Attendant (AA) or other inbound call destination is in use. Follow the steps below to add or change an existing Time Frame
  • Add a Time Frame – Click “Add Time Frame” at the top left of the main Time Frame screen
  • Days and Times
    • To change an existing Days and Times Time Frame click on the Time Frame to be changed and and adjust the slider for each Day of the week.  NOTE: The time settings for each day in the OPEN and ClOSED Time Frames must be exact mirrors of each other to ensure proper operation.
  • Specific Dates
    • To change an existing Specific Dates Time Frame, click the Time Frame and then the Calendar icon of the beginning (left icon) Date and Time and ending (right icon) Date and Time. To change the time, move the Hour and Minute slider(s) at the bottom of the dialog box.
    • To add a set of time period fields, click on the “Green + to the right of the last Time Frame period and follow the previous instructions
    • When you are finished, click “Save” at the bottom of the screen  ( at the same time abd they will each be invoked at the Date and Time set)
    • Several Time Frame Periods can be set in advance and each Time Frame period will begin and end at the exact date and time set

NOTE: Only an Office or Site Manager Manager has access to Managing Time Frames. Extreme caution should be used when managing Time Frames to not adversly affect the routing of inbound calls to your organization

Managing Auto Attendants (AA)

  • Your Ingenious Smart Business Phones service includes the following default Auto Attendants (IN BOLD CAPS) which are associated with the Time Frame [associated Time Frame]:
    • During Hours [OPEN]
    • After Hours [CLOSED]
    • HOLIDAY [HOLIDAY]
    • OUTAGE [OUTAGE]
    • WEATHER [WEATHER]
  • To manage (update) Auto Attendants in youir Manager Portal main screen, click on “Auto Attendants” on then on the Auto Attendant you want to manage
    • To up date the Auto Attendant name, edit the “Auto Attendant Name” field.
    • To update the Auto Attendand Greetings, click on the “Pencil icon” under “Menu Prompt” and use the Text to Speech, Upload or Record function to set a new greeting, by following the on screen prompts to make edits. Click “Save” when done
    • To update the “Dial Pad Menu” click on the appropriate dial pad number and follow the on screen prompts to edit. Click “Save” when done

NOTE: Only an Office or Site Manager Manager has access to Managing Auto Attentands (AA). Extreme caution should be used when managing Auto Attendants to not adversly affect the routing of inbound calls to your organization

 

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