TOPS Office Communicator Next

The TOPS Office Communicator Next app is the new generation of TOC, combining the visual style of the web app with many powerful features from the TOC Desktop app. Make and receive phone calls, send and receive chat and SMS messages, set up audio conferences and video meetings, and manage your voicemails.

Download the app here

How to Log In

There are two ways to log in: dedicated username and password, or Single Sign-on (SSO) through Microsoft or Google. Please use the login method specified in your TOPS Office Communicator welcome email.

Username and Password

1. Enter your email address
2. Enter the password found in your welcome email
3. Enter the host address:

toc.tops.tel

If this is your first time signing in, you will be prompted to set a new password.

Single Sign-on

At the login screen:

1. Click on SSO Login
2. Enter the host address:

toc.tops.tel

3. Click on Sign in with Microsoft / Sign in with Google and enter your business email address and email password if prompted.

TOC Next Interface Overview

Navigation Side-bar (far left, top to bottom):
1. Profile & presence - your picture with a presence indicator; click it to set your availability.
2. Voice - the phone module and default view: dial pad, call history, voicemails, parked calls, and conferences.
3. Team chat - instant messaging with other users.
4. Contacts - company directory and personal contacts.
5. SMS - text messaging through your direct or main phone number.
6. Meeting - start, join, and schedule video meetings.
7. Settings - app preferences.

Top bar:
8. Search internal contacts - click the search bar or press Ctrl + K.
9. Grid button - Brings up the dial pad outside of the voice tab.

Voice workspace (shown when in Voice tab):
10. Dial pad panel - dial a number and press the green call button; collapse the panel with the arrow beside the workspace tabs.
11. Caller ID - drop-down above the dial pad to select the caller ID for your outbound calls.
12. Access Codes - expandable list of feature codes.
13. Bound Device - set which device the call starts on when initiated in TOC.
14. My Active Calls - your current calls are displayed here.
15. Workspace tabs - switch between Call History, Voicemails, Parked Calls, and Conferences.
16. Call history filters - view All, Missed, or Dialed calls; Delete History clears the list.

Device Selection

The TOC Next app can place and receive calls through several different devices.

• Softphone - talk directly through your computer with a headset or microphone and speakers.
• Deskphone - the TOC app allows you manage calls on your desk phone, from your computer.
• Mobile App - calls are sent to your TOC mobile app.
• External/Cell - calls are sent to any external number you set, allowing you to have your calls sent to/start from your personal cell.

Make a Call

Click on the phone icon beside any contact, or open the Voice module and enter a number in the dial pad.

To change the caller ID displayed on your outbound call, use the Caller ID drop-down above the dial pad.

Transfer a Call

1. Press the Transfer button inside the active call window.
2. Select from To Contact to send to a contact or to enter a number, To Queue to send the call back to a call queue, or To Ring Group to send a call to a specific ring group.
3. Under To Contact, type a contact name, enter a phone number, or select a contact from the right side of the screen.
4. Once a contact or number is set, press Transfer to complete a blind transfer (don't speak to transferee first), Attended to initiate a attended transfer (speak to the transferee first), or Voicemail to send the call directly to the destination voicemail.

Hold

To put a call on hold, press the Hold button.

To pick up a held call, press the Resume button.

When a call is put on hold, it can only be picked up by the person that placed it on hold. To put a call on 'hold' so that someone else can pick it up, use Park instead.

Park

To put a call on Park, press the Park button. An audio prompt with the Park slot number is played.

To pick up a parked call, dial the park number from any phone or TOC application — example: 601

If a parked call is not picked up within the preset time limit, it will ring back to the user that parked it.

You can also view currently parked calls and their slot number in the parked calls tab at the top of the Voice workspace.

Switch Device During a Call

You can switch your calling device during an active phone call by clicking on the Switch Device button inside the call window below the hung up button. The call will be transferred to the selected device.

Add People to an Existing Call

While on a call, press the Add button and enter the extension/phone number of the people you'd like to invite, or just drag

Start a New Conference Call

1. Open the Conferences tab at the top of the Voice window.
2. Select one of the open conference rooms, the PIN protected room, or select Instant conference to create a one-time conference room.
3. Press the Add button or drag-and-drop contacts to the call.
4. Press Start conference to begin the conference call with the invited contacts.

You can view your existing conference rooms from the Conferences tab.

• Dial into them by selecting them and pressing Join, or by dialing their extension number (shown in square brackets).
• Schedule a conference by telling other users to dial the same conference extension at the same time.
• Invite outside callers through the conference window, or by transferring them to the conference room extension.
• If you would like more conference rooms, or to change the PIN on protected rooms, contact TOPS support.

Voicemail

To view your messages, click on the Voicemails icon at the top of the screen

Click on a message to show the Play, Call, Move, Download, and Delete buttons.

Access your Mailbox

To access your mailbox from TOC Next app, follow these steps:

1. Click on the Voice icon and press Access Codes > Voicemail, or dial *86.
2. Enter your PIN - found in your TOC welcome email.

To access your mailbox from your desktop phone:

1. Press the Voicemail touch key.
2. Enter your PIN.

To access your mailbox from another desktop phone:

1. Dial *84 + your extension number.
2. Enter your PIN.

Record Your Name for the Directory

1. Access your mailbox by following the steps above.
2. At the main menu, press 0 for mailbox options.
3. Press 3 to record your name.
4. At the tone, say only your first and last name - press # when finished.
5. Press 1 to accept, 2 to review, or 3 to re-record.

Record Your Personal Greetings

1. Access your mailbox by following the steps above.
2. At the main menu, press 0 for mailbox options.
3. Press 1 to record your Unavailable message.
4. When you are finished recording, press #.
5. Press 1 to accept, 2 to review, or 3 to re-record.

Example greeting:

This is __________. I'm not available to take your call right now. If you require immediate assistance, please press 0, otherwise, leave a detailed message and I will return your call.

Change Your PIN

1. Access your mailbox by following the steps above.
2. At the main menu, press 0 for mailbox options.
3. Press 5 to change your password.
4. Enter your new PIN, followed by # key.
5. Enter it again for confirmation, followed by # key.

Listen to Your Voicemail Greeting

Listen to your current voicemail greeting by calling your mailbox directly:

1. Dial *85 + your extension number.

Company Greetings

TOPS manages all company greetings, but if you would like instructions to re-record them yourself, please contact support@topsoffice.ca. For security reasons, these instructions are not shared publicly.

Team Chat

Team chat is an instant messaging platform for all desktop, mobile, and web users. All chat messages are stored on the TOC server and synced across all your TOC application. Chat is fully encrypted from end-to-end.

In Chat, you can:

• Send and receive direct messages to other users.
• Create and participate in group chats with other users.
• Send emojis. voice recordings, and transfer files (with drag-and-drop).
• Initiate a phone call or meeting with video and screen sharing.

Click on the Team chat icon in the navigation rail to open the chat workspace.

Top-right toolbar:

1. Organize a Meeting - allows you to start or schedule a Meeting with the user you're chatting with.
2. Call - starts a call to the user.
3. Create a group chat - opens the group chat creation window with the user pre-selected.
4. Ask for attention - opens a pop-up window on the users computer letting them know you're asking for their attention.
5. Contact information - opens the contact information page for the user you're chatting with.
6. More options - opens the additional options menu.

Chat bar (bottom-right):

7. Upload file - allows you to select and upload files to the chat.
8. Insert Emoji - allows you to insert emojis into your chat message.
9. Record voice message - uses your computer's microphone to let you record a voice message.

SMS Messaging

SMS allows you to send and receive SMS text messages and MMS picture messages to any cellphone number in Canada. All messages are sent and received through your direct phone number.

Click on the SMS icon to open the SMS window.

Tap the icon in the top-left across from 'SMS'.

Select the contact you want to text, or dial the number you want to text in the 'Search or send SMS' search box.

Unified Presence

Show your availability to all TOC desktop and mobile users in your company by setting your presence. You can set your presence from any TOC app. Custom rules can reroute your calls based on your presence status.

1. Click on the circular icon beside your picture to access the presence menu.
2. Select any presence status or click on Custom status...
3. In the popup window, select how long you would like your presence to appear before switching back to Available.

Default Presence Status Behaviour

Busy / Do not Disturb / In a Meeting - You receive all phone calls, chat messages, and other notifications - functionally the same as being Available.

Away / Vacation / At Lunch - Chat notifications on your cellphone are muted. Other notifications still come through.

Phone DND - Enable Phone DND near the bottom of the menu to send all phone calls directly to your voicemail.

Custom Rules

You can create custom rules in the 'Online Self Care' configuration portal, or TOPS support can create them for you.

1. Open the Online Self Care portal from the menu in your TOC app.
2. Click on Services.
3. Click on the edit icon beside Call Forwarding.
4. Click on the App Presence tab.
5. Check off each presence that will apply a custom call routing rule.
6. Click on the + button beside each Destination / Timeout line to add a new destination.
7. (Optional) enable Different Rules for Local Calls.

Common destinations:

• 999 - send the call direct to your voicemail
• <Your Extension Number> - ring your extension

Calendar Integration

Outlook calendar integration is not yet available in the Communicator Next app. For this feature, please install TOPS Office Communicator desktop app.

Start a Meeting

In TOPS Office Communicator, meetings are video conferences with meeting chat, screensharing, recording, and background effects.

Meeting Starter is included with all TOC licenses and allows meetings of up to 10 participants with a 45 minute time limit. Meeting platinum is included with platinum user licenses and allows meetings of up to 100 participants, no time limit, and a dedicated dial-in phone number.

Click on the Meeting icon to bring up the Meeting window. Choose between creating an instant meeting or joining a meeting in progress.

You can also start a meeting with an internal user inside the chat window.

Schedule a Meeting

Click on the Schedule Meeting tab with the calendar icon in the top toolbar to open the schedule window. Fill in the meeting details and add the desired users and external participants.

When you click Schedule at the bottom of the page, an invitation email and calendar reminder will be sent to all participants including yourself. The invitation includes instructions for external users to join.

In the meeting window, click the Meeting List tab in the top toolbar to see future scheduled meetings and adjust settings, add participants, or send a cancellation.

Preferences

Click on Settings at the bottom of the navigation sidebar.
Settings most users may want to change:

• Phone - enable your desk phone and softphone, choose your ringtone and ringing volume.
• Audio - select your microphone, speaker, and the device your ringtone plays through.
• Alerts - control notifications for new messages and incoming calls.
• Meeting - set whether your video and microphone are on when you join a meeting, and where recordings are saved.
• Chat - set where chat downloads are saved, and adjust the chat text size.
• Appearance - change the theme and display language.
• Other - launch the app automatically when your computer starts.

The Modules, CRM, and MCP Server tabs are advanced settings - contact TOPS support before changing them.