[MUSIC PLAYING]
SPEAKER: In this video, we'll walk Google Voice admins
through the basics of setting up a new Google Voice system.
Let's take a look at the admin console in Google Voice.
Google Workspace admins will find
this interface pretty familiar.
It's designed to be simple, smart, and scalable,
meaning no more administrative headache.
Just like the rest of Google Workspace services,
this is where admins go to setup and configure Google Voice,
and also where they'll go to port numbers,
see reports on usage, access call data records, and more.
Before you assign numbers to users or port numbers
to Google Voice, you need to set up the location information.
Voice needs a service address of your headquarters location
in each of the countries or regions where you use Voice.
To set up a location, click on Add Location.
You'll first select the country, then provide a location name
and street address.
Google Voice will use the first address set up
as the primary service address and use
this for licensing and billing.
Next, we'll walk through setting up a new phone number.
The list of users you see here have already
been licensed for Voice.
By clicking the link to edit the account,
Google Voice will automatically assign a number by default.
Another piece of information that's needed
is the user service address.
This address can be validated in line.
The address should populate as it's being typed.
This can also be set by the end user,
but it's important to make sure that the address is correct
as it will correspond with the address shown
to emergency services.
If desired, an admin can manually
select a different phone number.
That's it.
The user will now get an email with their new phone number
and instructions on how to get the latest Google Voice
apps to get started.
For a greater number of users, you'll
notice the Batch Assign button at the top right
where you can provision many users all at once.
Let's jump to a sample sheet.
Voice uses Google Sheets, and any errors
are flagged after the sheet is submitted for processing.
The errors will show up in the sheet itself
so they can be corrected and resubmitted easily.
In the future, we'll also be adding support
to provision in batches via APIs.
Google Voice is designed to ease the number of resources
needed for administration when it makes sense.
With admin permission, users can choose their own number.
Backend service management, you'll see send invites.
By clicking that and confirming, users
that have not been assigned a number will get an invitation
and can set up their own numbers within the client.
Think of the auto attendant as your virtual receptionist.
Google Voice makes setting up an auto attendant
simple and smart, allowing you to simply enter text
and automatically converting it to speech.
You can even select the language and accent.
Once you've set up the greeting and any special announcements,
you can set call handling to either provide menu options
or transfer the caller.
In setting up a call menu, you'll
give the caller overall menu instructions,
and then specify how to best direct the caller based
on their input.
For example, you can ask the caller to press 1 for support
and 2 for sales, and provide targeted numbers for each.
At the end of the menu, it's best
to give the caller a chance to repeat the menu just
in case they missed something.
Auto attendants are endlessly customizable,
and you can create submenus depending on how you
want to handle specific calls.
It's impossible to predict how all callers will interact
with your auto attendant, So we have
you covered with error handling options in the Settings menu.
If your business is in a 24/7 operation,
you can also set business hours for your auto attendant,
allowing you to provide customized messages
after hours or on holidays.
After setting your business hour preferences,
you'll be able to transfer the caller,
allowing them to leave a voicemail,
or simply disconnect the call and asking them to call back
during business hours.
Before you finalize your auto attendant,
you'll want to assign it a number just
as you would for a user.
If you're an existing business, chances
are you want to keep your existing numbers.
That's where porting comes in.
Porting allows you to transfer numbers
from your existing service provider into Google Voice.
Remember not to cancel your existing service
until you have received confirmation
that number porting is complete.
To get started, grab a copy of your existing phone bill
and enter the company information
as it appears on the bill.
If you have a PIN or password to unlock your account
with your existing provider, you'll need to enter that here.
On the next prompt, enter the date
you want the service port to complete.
Because number reporting relies on a third party,
the date needs to be at least two weeks from today
and not more than 60 days from today or on a weekend.
Once you continue, we'll validate
all the info you provided.
And when you're ready, you can initiate the port.
You can check back on the port screen at any time
to see the status of ports that you've initiated.
Ring groups allow multiple people
within your organization to answer calls
from a single Google Voice number.
To create one, simply select a display name
and choose whose phones you want to ring.
You can opt to have each phone ring for 30 seconds
before moving on to the next or have them all ring
at the same time.
You can also choose what to do with an unanswered call,
like forward it for escalation or send the caller
to voicemail.
And lastly, you'll assign a single number
to the ring group.