Telecapture Guide
Home Screen
Dashboard
This is all your basic pie graphs that break down all active phone lines and phone calls, via your toll free number. At the bottom you will find all the services that TeleCapture offers. Smart Marketing offers you basic service needs to track all incoming calls in order to maximize your response rates, should you decide to change your service to utilize more tools offered by TeleCapture, Smart Marketing can help you change billing and expand the services.
My Numbers
View/manage active numbers
This screen just tells you your toll free number, your ring to number, and the billing number (which will always be Smart Marketing, unless you decide to change your service) and when your account was set up. It also tracks the total amount of calls that have come in and how long has been spent on that toll free number.
Set up new number
You would only use this screen should you decide to control your own account. Smart Marketing will be happy to set up or discontinue any new toll free numbers for your business, as they pertain to your direct mail or online marketing programs.
Expire/Cancel number
This screen would only be utilized if you should decide to discontinue your toll free number. This is not a screen that you want just sitting up on your computer. If something was to happen and you accidentally canceled the Toll Free line, Smart Marketing HAS NO WAY of recouping your toll free number, effectively making your entire marketing campaign ineffective!! Your number will not ring to your office and potential clients have no way of getting in touch with your office. So basically just stay away from this section – also a reason to be very careful with whom you let log into the system!! In the past we had a rep that was stealing leads from the company by logging into the call tracking. I would not just give out this function of your marketing campaign to just anybody that you work with as this is valuable information for the company.
My Calls
View
This should be fairly self explanatory.
- You have your active number in the first box
- When the call came in the second box
- How long you were on the call
- Action tells you that the call was answered or hung up
- R/C is your ring count, how many times the phone rang before it was answered
- NC stands for National Call list. Red dot means caution when considering calling back; they are registered on the Do not call list. A green dot means they are not registered and it’s ok to call back. You can call back a red dot but you must say you’re returning a missed call that was placed to your company.
- Next is the caller ID
- Followed by the Name Address etc. Everything from this point on you will have to upgrade your service to utilize these services.
- Income / Expenses is their average income and house hold expenses
- Type is Residential vs. Business
- Record is if the person’s call was recorded and you want to listen to the call
- Digits is the caller navigational directory, if they needed to press extensions
Graph
This is TeleCapture’s Graphical Reporting section; there are different displays and graphs which detail valuable information about the calls made to your TeleCapture Numbers.
You can change the date range of the report by typing in a date or by clicking on the calendar next to the date. By default, the Graph range is the last seven days and shows all active TeleCapture Numbers. You need to move this back to the actual date your mail started for a campaign, to see the total results!!
You can change the date range of the report by typing in a date or by clicking on the calendar next to the date. By default, the Graph range is the last seven days and shows all active TeleCapture Numbers. You need to move this back to the actual date your mail started for a campaign, to see the total results!!
You can select an individual TeleCapture Number or group of TeleCapture Numbers by holding down the control key on your keyboard and clicking the Numbers listed in the middle section.
Export
This is the TeleCapture Call Data Export System. It exports call data for TeleCapture Number(s) within a given date range in many different file formats. Use the drop-down list to select the type and file format of the export.
Change the date range of the report by clicking on the calendar next to the date. By default, the Export range is the last seven days and shows all active TeleCapture Numbers. You need to move this back to the actual date your mail started for a campaign to see the total results.
Change the date range of the report by clicking on the calendar next to the date. By default, the Export range is the last seven days and shows all active TeleCapture Numbers. You need to move this back to the actual date your mail started for a campaign to see the total results.
Select an individual TeleCapture Number or group of TeleCapture Numbers to include in the export by holding down the control key on your keyboard and clicking the Numbers listed in the middle section.
Run the export by clicking the Export Data button.
Search
This is the TeleCapture Search Page. From here you can search call records. Enter the Criteria that you wish to search for and click the Search Button. You can search on the Caller Name, Address, City, State, and Zip code as well as the Carrier for the incoming call and the Digits (DTMF Tones) that were entered during the call.
The column headings can be clicked to change the way the report is sorted.
The column headings can be clicked to change the way the report is sorted.
Maps
This is the TeleCapture Call Map. It shows locations by ZIP Code of calls you have received in the date range that you select.
Hang-ups and calls under 30 seconds have been filtered in order to give you a more accurate picture. Some mobile phone carriers do not supply the ZIP Code with the caller ID data, any calls without ZIP Codes will not show up on the map.
My Account – This is the most under utilized aspect of this service by our customers…
Configure Email Reports
You are configuring automatic email reports.
TeleCapture will send up to five different reports to the email address you specify for each report. Each report can have one email address associated with it. If you need to send the report to more than one email address, you can configure an additional report or create an email group on your mail server and send the report to the group address.
The available reports are: This is how you maximize your response rates!!!
Per Call
An email is sent within five minutes of the completion of a call to the email address specified. This email contains detailed information about the call as well as a link to the call recording if recording is included, as a feature in the chosen Service Level for the TeleCapture Number.
TeleCapture will send up to five different reports to the email address you specify for each report. Each report can have one email address associated with it. If you need to send the report to more than one email address, you can configure an additional report or create an email group on your mail server and send the report to the group address.
The available reports are: This is how you maximize your response rates!!!
Per Call
An email is sent within five minutes of the completion of a call to the email address specified. This email contains detailed information about the call as well as a link to the call recording if recording is included, as a feature in the chosen Service Level for the TeleCapture Number.
Daily Summary
At the end of each day, an email is sent containing a summary of all active TeleCapture Numbers and the quantity of calls and unique callers each number received that day.
Weekly Summary
At the end of each week (Saturday at midnight), an email is sent containing a summary of all active TeleCapture Numbers and the quantity of calls and unique callers each number received the prior week (Sun-Sat).
Hang Up Alert!!!! – ****If your not using this your missing calls…
An email is sent within five minutes of a hang-up call. A Hang-up is defined as a caller who calls a TeleCapture Number and your phone is not answered after a few rings (15 seconds). Use this to help avoid missed calls. Callers with unknown or blocked Caller ID are exempt from this check as they are typically Telemarketers.
System Alert!!!! – ****If you’re not using this you’re missing calls… TeleCapture automatically monitors every call made through the system. In the event that a unique caller makes three unsuccessful attempts to call within a five minute period, TeleCapture will send an email to the specified email address alerting you. The email contains information about the caller so the caller can be called back. Use this to monitor the health of your phone system and phone lines. If a problem with your phone system or phone lines arise, remember that you can change the Destination number for your TeleCapture Numbers within seconds.
Short Call
An email is sent within five minutes of the completion of a call that lasts less than 90 seconds. This email contains detailed information about the call as well as a link to the call recording if recording is included as a feature in the chosen Service Level for the TeleCapture Number.
At the end of each day, an email is sent containing a summary of all active TeleCapture Numbers and the quantity of calls and unique callers each number received that day.
Weekly Summary
At the end of each week (Saturday at midnight), an email is sent containing a summary of all active TeleCapture Numbers and the quantity of calls and unique callers each number received the prior week (Sun-Sat).
Hang Up Alert!!!! – ****If your not using this your missing calls…
An email is sent within five minutes of a hang-up call. A Hang-up is defined as a caller who calls a TeleCapture Number and your phone is not answered after a few rings (15 seconds). Use this to help avoid missed calls. Callers with unknown or blocked Caller ID are exempt from this check as they are typically Telemarketers.
System Alert!!!! – ****If you’re not using this you’re missing calls… TeleCapture automatically monitors every call made through the system. In the event that a unique caller makes three unsuccessful attempts to call within a five minute period, TeleCapture will send an email to the specified email address alerting you. The email contains information about the caller so the caller can be called back. Use this to monitor the health of your phone system and phone lines. If a problem with your phone system or phone lines arise, remember that you can change the Destination number for your TeleCapture Numbers within seconds.
Short Call
An email is sent within five minutes of the completion of a call that lasts less than 90 seconds. This email contains detailed information about the call as well as a link to the call recording if recording is included as a feature in the chosen Service Level for the TeleCapture Number.
To Remove an Email Report, leave the Email Address Field Blank. You may enter only one email address per line.
