Florist Application

Setting up retail florist overview

The retail florist needs ring groups and menus set up so calls can be identified for the following reasons • For skills based routing. Staff has different levels of experience and limited to certain actions. For example, someone could be in the sales and customer service group and others may not be trained in customer service so they would only take sales calls. • Now owners on the other hand may use the find me follow me feature or they may be in a group so someone else could possibly answer their phone from another desk. This also is the same scenario with weddings, possibly a buying department and/or the design center. There are lots of choices here but I will break down the most common uses below. Since the IPitomy phone system works hand in hand with floral prodigy reporting, we need to add DID’s to the system. Our preferred phone service is Windstream. Therefore, Windstream will bring in an average of 60 DID’s. They then need to be pointed to the following ring groups that need to be created during installation or at any time in the future. The ones with * before them are optional depending on the operation

MAIN

Everyone must have the MAIN group. In our case it would be named MAIN. 25% of the numbers should point here including the main number phone number of the shop. This group will handle all calls coming in from print ads as well and would have a general message on hold uploaded that reflects the main points about the shop. Now before a call reaches this ring group you have options to set up menus to direct customers to a more specific call group. For example our menus are set to the following:

• Press 1 for Holiday order. When a customer comes in on the MAIN line and selects #1 for we know they are a high priority and ready to place an order. This group is only activated during holidays and announced on the voice greeting to press 1 if you want to place an order for the upcoming holiday which is also announced. Every sales agent in the sales groups are also in the HOLIDAY group. This also can have a special greeting when they are on hold that reflects the holiday. There would not be numbers pointing to this menu when there is no holiday.
• Press 2 for a regular order
• Press 3 for an existing order
• Press 4 for Weddings and Special Events  
• Press 5 for Accounting

WEBSITE

This group would need to have 50% of the numbers point to here. This is where we would pull phone numbers for GOOGLE, MSN, YELLOWPAGES.com or any online leads. When the customer clicks on the ad, this phone number will appear on the website and you know every caller in this group is looking at the website. We do not give them menu options in this group as we want them to stay here so we have trained agents to handle web related sales calls.

CUSTOMER SERVICE

This is usually just 1 phone number that people call with questions about their order and is also included in the menu of the MAIN group. It needs to be separated so you can have people trained accordingly to handle this group.

 WEDDINGS

It is advised that 2-3 numbers are assigned here so leads can be tracked from the knot or wedding wire. This being in its own group allows for certain people to be added that could be designers or weddings and/or event staff. This group is also part of the MAIN menu in case a customer calls the main phone line.

Additional groups

• VIP can be a special number that rings certain extension and even cell phones. This could be phone numbers given to all funeral homes, commercial standing order accounts or any special VIP that you want them to bypass the prompts and get your best people. This can also forward to a different destination. So for example, if you gave this number to brides and if they called after hours and this line forwarded to someone dedicated to be on call, you would be able to give them priority service. It is a selling point at Beneva that our brides have access to our staff anytime then need us. 
• Yellow Pages or another location you may have or a business you may have purchased. You can build groups depending on your needs to accommodate any experience you want to create. This way you control the Message on hold, the clerks available to take those calls and the experience the customer gets when they call.
• The options are almost endless as to what you can do. This is a starting point. The groups numbered 1-4 should be set up by default. Considering 1 number for Customer Service and a few in weddings and events so basically this leaves you with about 20% extra numbers. I woud say if they don’t have a place to point them just send the overflow to the website group as this is going to be the area to most likely grow.

The MAIN number will have the additional numbers used for ad campaigns in print, newspaper brochures, catalogs etc…

Remember, every call in campaign will also read the name of the campaign on the indicator on the Q Manager screen. The groups are for skilled based routing and creating the experience you wish for your customer to receive when they call your shop.

Floral Prodigy Reports Package

In order to set up Floral Prodigy two things need to be enabled. The IPitomy program must be setup to communicate with the Teleflora RTI program. IPitomy Tech Support can help with this. Be prepared to have the IP address of the PBX, Part 22 and port 80 forwarded to the PBX. You will need to provide the external IP address to the Floral Prodigy setup administrator and the IP address of the RTI system to the IPitomy technical support engineer to set up RTI. RTI will also need to enable your system for integration with the IPitomy and Floral Prodigy applications.