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The call queue is a call flow management feature that can be assigned to any number in your Freshdesk Contact Center account. All calls made to that number will then follow the routing behavior specified in the call queue. By default, you will have a global call queue in your account. You can also configure multiple call queues according to your business requirements. With call queues, you can route the inbound calls to a particular agent, team, or an external number.
In addition, the call queue has the following additional capabilities:
Smart Escalation (Pro+): Allows you to route a caller from one call queue to another call queue. You can use this when your team or agent is unavailable or busy to take calls. For more information, see Setting Up Smart Escalations
Wait Queue (Growth+): Lets you place your callers in a queue when all agents are busy taking other calls. For more information, see Configuring Wait Queues.
Callback (Pro+): Allows your customers to opt for callback instead of waiting in queues. For more information, see Setting Up Queue Callback.
With call queues, you can:
Distribute and manage calls evenly so that no calls are missed or abandoned
Keep track of your team or agent’s productivity and overall performance of your call center
Set service level targets for each call queue and monitor the queue performance
Set easy fallback actions for each call center scenario (example, what should happen if an agent is offline)
User Requirements: Users with admin or account admin access can configure IVR call flow.
This article contains the following sections:
Configuring Call Queue
Log in to your account.
On the left panel, go to Admin Settings > Call Workflows.
From the left panel, click Call Queue.
Call Queue Name: Enter a name for the call queue.
Play Message: Select a message to initiate the call queue. Freschaller provides a set of default voice messages. You can either choose to select this message or create a custom message.
Caller Will Be Attended By: Select who should attend the calls coming to this queue. You can choose to send the call to:
All agents in your account
A specific team in your account
A specific agent
Route Calls By: If you select all agents or a specific team in the previous step, you can choose how you want to route the calls within the team. The options are:
Calling all agents simultaneously: The call rings to all the available/online agents in your account or the team (based on the selection in the previous step) simultaneously.
Calling the most idle agent first: The call first rings to the available agent in your account or team (based on the selection in the previous step) who has not taken any calls for the longest time as compared to other available agents. If this agent does not answer the call, the call is routed to the next agent who is the second most idle. This process repeats until the call rings to all available agents.
You can also set how long you want the phone to ring for each agent before trying the next agent.
Call Rules: The call rules let you decide how to handle the call if the following conditions occur:
If (agent) not answering
If agent is online but not answering
If agent is offline
For each rule mentioned above, you can take appropriate fallback actions:
Send to another call queue: Select this option to send the customer to another call queue. You can select from the list of call queues that are available in your account or create a new call queue.
Note: This option is available from Pro + plan.
Send to Voicemail: Select this option to play a prerecorded voice message to your customers. You can select from the list of messages that are already available in your account or create a new message.
Send to Agent Extension: Select this option to send the caller to an agent extension call workflow.
Send to Routing Automation: Select this option to send the caller to a routing automation call workflow.
Place Caller in Wait Queue: Select this to hold your caller in the wait queue. If you select this option, you can configure the wait queue settings. For more details, see Configuring Wait Queues.
Note: This option is available from Growth + plans.
Hangup: Select this to hang up. Select the message to play before hanging up or create a new message.
Once you save the call queue, you can assign the queue to any number in your account.
Monitoring Call Queues
Freshdesk Contact Center allows you to easily monitor and evaluate the performance of your team/call queues based on the time taken by each agent to answer calls. You can set service level targets for each call queue in your account and see the live update of the service level, average time taken to answer, average wait time, average handle time, average talk time, and longest wait time from the live dashboard. For more details, see Service Level Monitoring.
The live dashboard also gives the option to view real-time updates on the conversations currently happening in the queues. The dashboard gives an overview of:
- The total number of incoming/outgoing calls in the selected queue
- The total number of missed, abandoned, and voicemail calls under incoming and outgoing call categories
- The numbers of callers currently in queue
- The availability of agents in your account
- The number of ongoing live conversations
For more information, see Live Dashboard and Reporting.
Note: The service level monitoring is available only for Enterprise customers.