Setting up an Announcement-Only Extension | BT Cloud Work

Create an extension that only plays an announcement for your callers. All callers routed to this extension will hear a recorded announcement, such as a holiday closure announcement.

NOTE: You need to be an account administrator to perform the actions indicated in this article. Make sure that you are currently logged in to your BT Cloud Work online account as an administrator.

Adding an Announcement-Only Extension

1. Log in as an administrator to the BT Cloud Work online account.
2. Navigate to Phone System > Groups > Announcement-Only Extensions.
3. Click the New Announcement-Only Extension button.
4. Select a Site (for multi-site accounts) and enter the Extension Name, Extension Number, and your Email address.
5. Click Save.

Activating an Announcement-Only Extension

You will receive an email confirmation for the extension. Click the confirmation link provided in the email and follow the on-screen instructions. 

Resending a welcome email to activate an Announcement-Only Extension

If you want to skip the activation process, you can always go back to it and resend a welcome email where the link can be found to activate it.

1. Log in as an administrator to the BT Cloud Work online account.
2. From the Quick Access homepage, click Manage Groups under Groups, and then click Announcement-Only Extensions. Alternatively, you can navigate to Phone System > Groups > Announcement-Only Extensions.
3. Select the extension you want to activate.
4. Click the Announcement-Only Extension Details tab. Verify that the email address is correct, then click Send Invite.
5. Check your email and click on the link provided to activate the new extension.

Checking the status of your Announcement-Only Extension

After creating a new Announcement-Only Extension, you will need to activate it. Your created extensions will show a Not activated status. Under the Status column, you will find the following statuses:

• Enabled: Indicated by a green checkmark, this means that the extension is activated or enabled.
• Disabled: Indicated by a red x mark, this means that the extension is disabled. The user will be restricted from inbound and outbound calls.
• Not activated: Indicated by a gray right-pointing arrow, this means that the extension is not yet activated. The user has not yet set up a password. 

Adding a direct number to your Announcement-Only Extension

1. Log in as an administrator to the BT Cloud Work online account.
2. From the Quick Access homepage, click Manage Groups under Groups, then click Announcement-Only Extensions. Alternatively, you can navigate to Phone System > Groups > Announcement-Only Extensions.
3. Click the Announcement-Only Extension you want to modify.
4. Click the Direct Numbers tab, then click the Add Direct Number button.
5. Select a Location. You may select Domestic - US/Canada or another country (more on this below).
6. Select a Number Type. Options include Local Number, Toll-Free Number, and Vanity (more on this below).
7. Click Next. 
8. Review the charges (if any) and click the acknowledge box. Click Next.

Selecting a location when adding a direct number

• Domestic - US/Canada
• Country
  • Self-service countries: This allows you to select an international or toll-free number.
  • Agent-supported countries: Requires verification of a physical address. Contact BT Cloud Work Support using the specified numbers for assistance.

Selecting a number type when adding a direct number

• Local Number: Select the State and Area Code. Select one or more numbers and click Add Numbers.
• Toll-Free Number: Select a toll-free prefix. Select one or more numbers and click Add Numbers. There’s a $30 one-time setup fee for each number if you select 800 as your toll-free prefix.
• Vanity: Enter a number that helps customers remember your business phone number. Click Search to check availability. Enter the captcha, select a number, and then click Add Numbers. There’s a one-time setup fee for each vanity number you select.

For more details on the steps, visit Add a Direct Number to a Group in the BT Cloud Work Account.

Configuring Announcement-Only Extension Settings

Once the Announcement-Only Extension has been activated, you can now configure its settings. The following can be modified at this point:

• Announcement-Only Extension Details: This allows you to edit the extension number, name, company name, contact phone, email address, security settings (password, PIN, and security question and answer), and regional settings (time zone, time format, home country code, and greetings language) of a specific extension. You may also record the extension name as well as disable and delete the extension in this section.
• Direct Numbers: This allows you to add local, toll-free, or vanity numbers where calls will be routed to.
• Announcement: This allows you to set up the extension's announcement greeting. You may use the default system greeting, create and upload your own greeting, or upload a previously recorded greeting.