Set up Boss-Secretary Feature for Extensions

Yeastar Boss-Secretary feature allows the secretary to filter incoming calls for the boss. You can enable this feature on an extension to designate it a boss extension, then assign secretary extension(s) to it and set forwarding rule. After the setup, any incoming calls to the boss extension that meet the forwarding rule will be automatically forwarded to the secretary extension. The secretary can answer the call and decide whether to transfer it to the boss.

Video Tutorial

Prerequisites

  • If you want to assign multiple secretary extensions to one boss extension, you need to group all the secretary extensions into one ring group.

    For more information, see Create a Ring Group.

  • If you want the boss extension to ring simultaneously when calls are forwarded to the secretary, you need to place both the boss extension and the secretary extension(s) into one ring group.

Procedure

  1. Log in to PBX web portal, go to Extension and Trunk > Extension.
  2. Click beside the extension that you want to set as the 'Boss Extension'.
  3. Click the Features tab.
  4. In the Boss Extension section, turn on the switch to set the extension as the boss extension.

    The preselected Enable Boss-Secretary Feature option indicates the feature is enabled for this extension.

  5. Specify secretary extension(s) for this boss extension.
    One Secretary Multiple Secretaries
    1. In the Number of Secretaries drop-down list, select Only One.
    2. In the Secretary Extension drop-down list, select the desired extension.
    1. In the Number of Secretaries drop-down list, select More than One.
    2. In the Secretary Group drop-down list, select the desired ring group.
  6. In the Call Type drop-down list, decide which incoming calls to the boss extension need forwarding to the secretary extension(s).

    • All: Forward all the incoming calls firstly to the secretary extension(s).
    • Internal Calls: Forward only the internal incoming calls firstly to the secretary extension(s).
    • External Calls: Forward only the external incoming calls firstly to the secretary extension(s).
    Note: If you set up Call Handling Based on Caller ID for the boss extension, the incoming calls that meet the call handling rule will be handled accordingly, instead of following the forwarding rule you set here.
  7. Click Save and Apply.

Result

The extension is set up with the Boss-Secretary feature and designated as the boss extension.

The following features are achieved:
  • Incoming calls of the selected call type to the boss extension will be automatically forwarded to the secretary extension(s). The secretary can answer the call and determine if it needs to be transferred to the boss.
  • A call can be transferred between the boss and secretaries by putting it on hold and resuming it.
    When one party holds a call, the other party can resume and answer the call on the following endpoints:
    Endpoint Description
    Linkus Web Client & Linkus Desktop Client
    Click Resume in the pop-up window to answer the call.
    Note:
    • To use this feature, ensure the Linkus Desktop Client meets the following version requirements:
      • Windows Desktop: 1.1.2 or later.
      • Mac Desktop: 1.1.2 or later.
    • Linkus Mobile Client does NOT support resuming calls transferred from boss/secretary.
    Figure 1. Linkus Web Client
    Figure 2. Linkus Desktop Client
    Yeastar Linkus for Google

    Click Resume in 'Yeastar Linkus for Google' to answer the call.
    IP phone Press the BLF key on the IP phone to answer the call.
    Important: To resume the transferred calls via IP phones, you need to set up IP phones for the boss or secretary.
Note:
  • Boss can disable this feature or change the call type that needs forwarding on their Linkus Web Client or Linkus Desktop Client (path: Preferences > Features > Boss Extension), and the updated settings will be synchronized to PBX automatically.
  • On the Call Logs page of the boss's Linkus clients, missed calls with icon indicate that the calls were automatically forwarded to the secretary extension, distinguishing them from the actual missed calls of the boss extension.