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  • Toky Documentation
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    • BYOC (Bring Your Own Carrier) support at Toky
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    • Intercom Integration discontinued
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  • How-to Guides
    • Add an agent with an already existing Toky account
    • Adding or deleting agents from Toky
    • Answer calls using Toky
    • Block a phone number
    • Buy a phone number from Toky
    • Call forwarding is not working
    • Change the greeting audio for live calls
    • Change your Caller ID
    • Common issues caused by call forwarding
    • Configure agents and their groups
    • Configure the audio messages in your IVR
    • Configure your headset on Toky
    • Configure your profile
    • Connect my Twilio hosted number to Toky
    • Connection Measurement Tests
    • Create a power dialer campaign
    • Display an external phone number as a Caller ID
    • Download Call recordings using the API Reference
    • Enable & disable call recording
    • Enable call forwarding
    • Enable call recording
    • Enable permanent call forwarding for an agent
    • Enabling low credit notifications and credit auto-recharge
    • Find the phone number of a customer who called my business
    • Get started with Toky
    • Get the Call ID link to report a call to customer support
    • How can I buy testing credit?
    • How to activate Speech to Text transcription for voicemail
    • How to assign a phone number to one of your agents
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    • How to download the Call Recordings
    • How to login to Toky
    • How to make calls from the desktop app
    • How to make calls from the mobile app
    • How to port my number to Toky
    • How to request a call recording transcription?
    • How to restore Toky Google Chrome extensions that disappear from the Chrome bar
    • How to test your connection quality and audio settings
    • How to transfer a call to an agent, group or external phone number?
    • How to use the Chrome Extension
    • I'm having issues with the audio on the desktop app for Mac
    • Import contacts to the phone directory
    • Install a WhatsApp click to chat link in your website
    • Install the call widget on your website
    • Install the desktop app on Mac
    • Install the desktop app on Windows
    • Make calls with Toky's web app or business dialer
    • Make international phone calls
    • People can't hear me when I talk
    • Receive fax to email
    • Send text messages (SMS) using Toky
    • Set up an integration for the first time
    • Set up your IVR in Toky
    • Toky United States 10DLC FAQ
    • Toky and GDPR
    • Troubleshooting sound problems
    • Update the Windows application
    • Use WhatsApp Business in Toky
    • Use a Telephone Menu
    • Use call monitoring and whispering
    • Use the Chrome Extension
    • Use voicemail drop with Toky
    • Use your IVR to forward calls to phone numbers
    • Viewing your Toky account invoice
    • What to check if your CRM integration is not working properly
    • Where can I set working days and hours in Toky?
    • Whitelist ports in case you are under a Firewall
  • Integrations
    • About Toky connector for Google Data Studio
    • Change data connector parameters in Google Data Studio
    • Create call Tasks associated with Leads and Contacts using Salesforce Classic
    • Create call Tasks associated with Leads and Contacts using Salesforce Lightning
    • Enable the Front Integration
    • Enable the Hubspot integration
    • Enable the Pipedrive Integration
    • Enable the Zoho CRM integration
    • Getting Started with Hubspot Integration
    • How do I receive calls that were made via Toky Instant Call?
    • How does Toky for Zoho Phonebridge works?
    • How does Zendesk integration work?
    • How to configure MessageBird Flow Builder integration
    • How to enable CRM integrations in Toky?
    • How to enable Toky for Zoho Phonebridge
    • How to enable Zendesk Integration?
    • How to enable replies with SMS from Zendesk
    • How to enable the Insightly Integration?
    • How to integrate Toky with Okta
    • How to use Toky Data Importer Add-on for Google Sheets
    • Integrate Toky Dialer to Salesforce Classic
    • Integrate Toky Dialer with Salesforce Lightning
    • What's the difference between Zoho Phonebridge and the main Zoho integration?
    • Xiaomi - Control Background Running in MIUI
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  1. How-to Guides

Configure agents and their groups

PreviousCommon issues caused by call forwardingNextConfigure the audio messages in your IVR

Last updated 1 year ago

Toky uses the concept of agent to refer to any person inside your business/organization you want to receive calls. You and your employees are examples of agents.

Even though we define an agent as a person authorized to receive calls, you don't necessarily need to be answering calls to be considered as it. Having access to the Dashboard makes you an agent too, and this definition is equally valid as the latter.

Agent Groups

As the name implies, is an agents group created to be able to handle them as a unit. Examples of groups could be:

  • Sales Team

  • Support Team

  • Dev Team

They exist for the purpose of keeping everything clean since it's much easier to manage groups than to manage individuals.

Adding agents

In the sidebar of the Dashboard, go to the , and click on Add Agent.

A configuration form will show for you to fill the required data.

Public Profile

  1. Profile Pic: Change your displayed profile picture.

  2. Full Name: Name displayed in the Toky platform.

  3. Email: Email used for notifications and log in.

  4. Extension: A number the customer can dial after the greeting to call the agent directly.

  5. Personal Call Link: is a direct line to the agent. It can be interpreted as the equivalent of an extension in a regular PBX, but with a link instead of a number.

  6. Role: Define the permissions this agent will have in Toky's platform.

  • Basic. A Basic agent is only able to answer calls and see the call history. No administrative task privileges.

  • Administrator. An Administrator can do almost everything in the system: add users, numbers, greetings, etc. The only thing that is restricted from him/her is the ability to make payments and see the billing information. This is the sole privilege of the agent that created the account.

  • Personal call link: is a direct line to the agent. It can be interpreted as the equivalent of an extension in a regular PBX, but with a link instead of a number.

Agent Groups

Select the agent groups the agent belongs to. The agent must belong to, at least, one group.

Agent Office Hours

Call Settings

  1. Settings: Restrict calls to only agents calls or enable outbound call recordings if you are an admin.

  2. Permissions: Allow agents to pause and unpause call recordings. Only for admins.

  3. Forward calls to my personal phone number: Define when to enable call forwarding to the phone number configured in your Public Profile.

  4. Custom Voicemail Message: Set your personalized voicemail greeting.

  5. Voicemail drop: Configure pre-recorded messages you can use when you are sent to voicemail to outbound calls.

Notifications

Enable or disable notifications for several events in the Toky apps.

Preferences

You can use this setting to enable or disable the Extended Agents Dashboard. It's only available for admins and when you have more than 3 agents.

After you finished filling up the required information, Save Changes and a confirmation email will be sent to the agent to enable the account.

In case the email you entered didn't arrive, please check if you typed it right.

If you did type it wrong, delete the agent and restart the process, if not, try resending it.

Once the email is confirmed, the agent can start to receive calls immediately.

Personal Phone Number: This phone number is used when you enable .

Here you can define the days and hours the agent will be available to answer calls in the selected timezone. These settings can be configured later by the agent itself through the .

Call monitoring: Set configurations for . Only for super admins.

call forwarding
My account option
call monitoring
Agents Menu