Description: You need to setup call queues or ring group functionality in MS Teams.
- Resource account and language
- Greetings and music on hold in queue
- Call agents
- Call routing
- Call overflow handling
- Call timeout handling
Call queues provide a method of routing callers to people in your organization who can help with a particular issue or question. Calls are distributed one at a time to the people in the queue (who are known as agents).
Call queues provide:
A greeting message.
Music while people are waiting on hold in a queue.
Call routing - in First In, First Out (FIFO) order - to agents.
Handling options for queue overflow and timeout.
To set up a call queue, go to Microsoft Teams admin center (https://admin.teams.microsoft.com). in the Teams admin center, expand Voice, click Call queues, and then click Add.
Resource account and language
Type a name for the call queue.
Click Add accounts, search for the resource account that you want to use with this call queue, click Add, and then click Add. (Agents will see the resource account name when they receive an incoming call.)
Choose a supported language. This language will be used for system-generated voice prompts and voicemail transcription (if you enable them).
Greetings and music on hold in queue
Specify if you want to play a greeting to callers when they arrive in the queue. You must upload an MP3, WAV, or WMA file containing the greeting that you want to play.
Teams provides default music to callers while they are on hold in a queue. If you want to play a specific audio file, choose Play an audio file and upload an MP3, WAV, or WMA file.
Note: The uploaded recording can be no larger than 5 MB. The default music supplied in Teams call queues is free of any royalties payable by your organization.
Please refer to the Prerequisites in order to be able to add agents to a call queue.
You can add up to 20 agents individually and up to 200 agents via groups.
To add a user to the queue, click Add users, search for the user, click Add, and then click Add.
To add a group to the queue, click Add groups, search for the group, click Add, and then click Add. You can use distribution lists, security groups, and Microsoft 365 groups or Microsoft Teams teams.
Note: New users added to a group can take up to eight hours for their first call to arrive.
Conference mode significantly reduces the amount of time it takes for a caller to be connected to an agent, after the agent accepts the call. For conference mode to work, agents in the call queue must use one of the following clients:
The latest version of the Microsoft Teams desktop client, Android app, or iOS app
Microsoft Teams phone version 1449/188.8.131.520051601 or later
Agents' Teams accounts need to be set to Teams-only mode. Agents who don't meet the requirements aren't included in the call routing list. We recommend enabling conference mode for your call queues if your agents are all using compatible clients.
Routing method determines the order in which agents receive calls from the queue. Choose from these options:
Attendant routing rings all agents in the queue at the same time. The first call agent to pick up the call gets the call.
Serial routing rings all call agents one by one in the order specified in the Call agents list. If an agent dismisses or does not pick up a call, the call will ring the next agent and will try all agents until it is picked up or times out.
Round robin balances the routing of incoming calls so that each call agent gets the same number of calls from the queue. This may be desirable in an inbound sales environment to assure equal opportunity among all the call agents.
Longest idle routes each call to the agent who has been idle the longest time. An agent is considered idle if their presence state is Available or if their presence state has been Away for less than 10 minutes. Agents whose presence state has been Away for more than 10 minutes are not considered idle and will not be eligible to receive calls until they change their presence to Available.
Presence-based routing uses the availability status of call agents to determine whether an agent should be included in the call routing list for the selected routing method. Call agents whose availability status is set to Available are included in the call routing list and can receive calls. Agents whose availability status is set to any other status are excluded from the call routing list and won't receive calls until their availability status changes back to Available.
You can enable presence-based call routing with any of the routing methods.
If an agent opts out of getting calls, they won't be included in the call routing list regardless of what their availability status is set to.
Note: Agents who use the Skype for Business client aren't included in the call routing list when presence-based routing is enabled. If you have agents who use Skype for Business, don't enable presence-based call routing.
Agent alert time specifies how long an agent's phone will ring before the queue redirects the call to the next agent.
The following settings are recommended:
Conference mode to Auto
Routing method to Round robin or Longest idle
Presence-based routing to On
Agent alert time: to 20 seconds