Stretto Soft Phone (for Windows)

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Telephone 0800 987 8000 Email [email protected] Web www.inclarity.co.uk

Inclarity Communications Ltd. 1st Floor 96-98 King Street, London W6 0QW

Stretto Soft Phone (for Windows) End User Quick Start v1 02/07/2018

Contents

1. Introduction ..................................................................................................................................... 2

2. Installation ....................................................................................................................................... 2

3. Logging in ........................................................................................................................................ 4

4. Broadsoft Directory .......................................................................................................................... 6

5. Configuring Contacts........................................................................................................................ 7

6. Making Voice Calls With Stretto ........................................................................................................ 9

7. Making Video Calls With Stretto ..................................................................................................... 11

8. Advanced Business Feature: Instant Messaging .............................................................................. 13

9. Advanced Business Feature: Screen Sharing ................................................................................... 15

10. Optional Feature: Client Call Recording ........................................................................................... 16

11. Optional Feature: Client Auto-Answer ............................................................................................. 17

mailto:[email protected]

http://www.inclarity.co.uk/

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1. Introduction The Inclarity cloud hosted business phone system is designed to be used with a wide range of telephones, including software phones for the computer desktop. Stretto is the softphone recommended for use with your telephone system. The software is licensed for a number of different user platforms, in different combinations:

Stretto Desktop – a single device license for use on Windows or Macintosh computer desktop

Stretto Mobile – a single device license for use on Android or Apple mobile phone

Stretto Basic Bundle – a multi-device license for use on all platforms (up to a maximum of 4 devices)

Stretto Business Bundle – a multi-device license for use on all platforms (up to a maximum of 4 devices) which comes

with a number of additional features (including instant messaging and application sharing). The bundles allow you to use any version of Stretto in any combination: Windows, Macintosh, Android and/or Apple iOS. This document will discuss the Windows desktop version of Stretto only. The same steps will be broadly similar for Macintosh users. For guidance on any behaviour different from that described below please contact your IT administrator or telephone system supplier.

2. Installation If you have purchased a Stretto license which includes the Windows desktop option, you should use your log in to the Phone Manager portal to download the software:

Once you have downloaded the file, double-click on the file to run it. It will first ask you to choose your language:

Make your choice and press OK to continue. (The rest of the document will assume English as the default choice.)



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Press Next, accept the License Agreement, and press Next again to continue.

Press Next once more and then Install to begin the installation process.

After the installation has completed, press Finish to return to your desktop.



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3. Logging in Stretto should be set to run when you start your computer. To start the program manually, double-click on the Stretto icon on your desktop. While the application is running, you should see a similar icon in your Windows System Tray, which you can click on to summon the full application window.

Stretto desktop icon

Stretto System Tray icon

When the application runs for the first time it will prompt you for the credentials needed to unlock the software license and associate the application with the Inclarity telephone system.

The correct credentials should be supplied by your IT administrator or your telephone system provider.

Username: [your telephone number]@[domain]

Password: [as supplied]

Click Sign In to enter and register the application.

The application window shows:

A toolbar of menu choices at the top

An area underneath showing your current status and volume settings

A box for entering a name or number to call

A key pad for dialling numbers directly

Menu icons at the bottom:

Click to display the key pad

Click to view/manage your Contacts

Click to view/manage your Favorites

Click to view your call history

Click to view your Broadworks Directory (not visible on first login, see below).



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If you need to update your hardware settings to use the correct microphone and speakers, open the Softphone menu at the top of the screen and select Preferences, and then Devices.

Press OK to save your changes and return to the main window.



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4. Broadsoft Directory The Stretto soft phone client will be installed with ready access to your Broadsoft Directory – i.e. all of the other users of your telephone system (whether or not they are users of Stretto themselves). After your first login, to see this feature you will need to open the View menu and select Show Directory, so that an additional icon

appears at the bottom of the screen.

The directory tab gives you a Search Directory box where you can type in any colleague’s name to see their details. After

searching, right-click on the Directory record to see and choose from a number of activity options.

The most common choice will be to select Call and then the user’s Extension number, to set up a call between your Stretto their

telephone. Note that there is also an option here to Add as Contact, which will import the details from the Broadsoft Directory, to your Stretto

client’s list of personal Contacts (see more below). IMPORTANT: As a note of caution please be aware that if your colleagues are Stretto Business Bundle users, then their names will already exist in the IM Roster Group of your Contacts. Adding the same user from your Broadsoft Directory would create duplicate Contact entries. In this case, it would be better to edit the existing Contacts to add their Broadsoft telephone numbers.



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5. Configuring Contacts When the software is first installed, the Contacts area will be blank, and will show a number of empty, default Groups. EXCEPTION: If you are a Stretto Business Bundle user then then an IM Roster Group will be populated with all of your fellow Business Bundle users for IM purposes. For more on IM see below. You can add individual contacts by clicking on the Add Contact icon, or by selecting the relevant option from the Contacts

menu.

You can also use the menu to add a New Group, or you can right-click on an existing Group in the list to Rename or Delete it.

The right-click also gives you another way of adding a new Contact or a new Group.

However you add the new Contact, the application will ask you to define the details.

On the right-hand side, ensure that you select the correct category for the contact number you are entering. (You can press Add to apply more than one number to the same contact, if that is necessary.) Press OK to add the Contact to your list.



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If you have a lot of contacts to import, you can use the import tool provided, which will accept data as .CSV, VCF or from Outlook. When building your own CSV to import, it should adhere to the following columns of this template:

display-name,given_name,surname,business_number,mobile_number,home_number

Joe Bloggs,Joe,Bloggs,+441234567890,,

IMPORTANT: It is best to use E164 international format for all of your saved telephone numbers – in particular, this avoids any problems in editing your CSV list in Excel, which would drop the leading zero ‘0’ digits from any numbers entered in national format.



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6. Making Voice Calls With Stretto To make a phone call using Stretto, simply type the number into the box. Alternatively, dial the number using the key pad underneath. Press your Enter key, or click on the green telephone button to dial the call. In addition, you can dial a Contact from your list by typing their name into the box, e.g.:

Or by clicking on the phone icon in the Contacts list:

You can also trigger a call from your call history by right-clicking on it.

When you have a call open, you will see the call as a box within the application display:



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You can manipulate a live call in the following ways:

Press to mute/unmute your microphone

Press to see more advanced options

Invite to Conference Call

Start Call Recording*

Share Screen* * available to Business Bundle users only

Press to place the call on/off hold

Press to transfer the call

Press to start sending video

Press to hang up the call

To complete the call transfer process after pressing the Transfer button you should enter the target destination and then press Transfer Now. This completes a blind transfer where you do not speak to the 3

rd party. However, you can instead select Call First

as an alternate option to complete an attended transfer where you do speak to the 3rd

party before putting the call through.

If you choose to invite a third person to a conference call, the process is similar – simply dial that party and press Add.



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7. Making Video Calls With Stretto There are two ways to make video calls using Stretto: 1) initiate a video call to the other party from the outset, or 2) begin a voice call to the other party, and then change the call to a video call. IMPORTANT: At the time of release it is only possible to make video calls to other Inclarity users with the Stretto soft phone (either desktop or mobile). If you attempt a video call to the number of an Inclarity user without a video enabled phone, or to a third party number not on the Inclarity platform then your call will fail. IMPORTANT: At the time of release it is only possible to make video calls if you do not have Dubber Call Recording. If you have Dubber Call Recording then you will not be able to make successful video calls. To make a new video call type in the number of the Inclarity user you wish to call, or select them from your Contacts. Choose Video Call to begin the process.

If the other party picks up the call it will begin as a voice-only call until each party elects to activate their video camera. While you are waiting for the other party you will see a screen saying ‘Waiting for remote video’.

Once you start receiving video the window will update accordingly.



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You will notice a tool bar of options in the lower middle of the screen. To send you own video to the other party you must select the video button.

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Pressing the same button again will suspend your video. If you want to mute your microphone instead (which begin enabled) you should press the corresponding microphone button.

If you want to see your own video stream, you can also toggle that on and off that using the tool bar.

In the event that you need to update your configuration to select the correct camera and resolution you can also do that by pressing the Setting icons of the tool bar.

To end the video call, press the red receiver button.

IMPORTANT: If you press X to close the video window your call will continue as a voice call. If you are already on a voice call, you can press the video button to convert it to a video call, and start sending your video.

From this point forwards the process is the same, except that you are already sending your video stream.



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8. Advanced Business Feature: Instant Messaging If you are Business Bundle user, then your Stretto client will be activated for Instant Messaging. This means that you will be able use the client to send text messages to your colleagues who are also using the Stretto client with the Inclarity Business Bundle. In your Contacts list, you will see a group called XMPP Roster, which is a pre-loaded list of all of your Stretto Instant Messaging users. If you see a green tick next to the Contact then this means they are currently online and available to receive messages. To send a message to one of these users, select their Contact record and press the Chat icon

A dedicated chat window will appear where you can type your messages, and where you will see the other user’s replies. If you have spoken before, the client should have a memory of your previous conversations.

If you click on the menu icon in the top right-hand corner you will see more options, including the ability to Send Files from your

desktop to the other user.

Note that you can still send messages to Stretto users who are offline, but they will only receive the messages on the next time that they log in to their Stretto client. Within your Stretto client window you can also toggle your IM status, which is reported to your fellow Business Bundle users.



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This status is automatically updated to On the phone each time you make or receive a call.



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9. Advanced Business Feature: Screen Sharing It is possible to share your screen with another user. If you are on a call with another user you can click for more options and to Share Screen.

A yellow border will immediately appear around the edge of your screen to remind you that it is being shared.

When you click on this feature, if the other party is another Stretto Business Bundle user, then thy will receive an instant message inviting them to click on a link to see your screen. Once they have clicked on the link, their name will appear in your screen sharing session window.

You can invite other participants to the screen share from this window, including non-Stretto users. To invite a non-Stretto user click on the share icon at the top of the window and send that party a copy of the link provided.

The main Stretto client window will report that you are sharing your screen.

This box will remain open until you close the screen sharing session by pressing the red button in the corner. IMPORTANT: Note that even if you close the instant messaging conversation, and/or you close or end your telephone call, the screen sharing session will continue until you have stopped it separately by clicking the Stop button.



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10. Optional Feature: Client Call Recording

Client side call recording is an optional feature that can be enabled upon request at no additional cost. It is not enabled by default however, due to the potential compliance issues this might cause. IMPORTANT: If you or any colleagues are taking payment information over the phone then your calls should not be recorded to assist your PCI DSS compliance. Similarly, if you discuss any other sensitive personal data in your calls then these calls should also not be recorded to assist your GDPR compliance. If you have any compliance questions or concerns, then please contact your telephone system supplier. With the feature enabled, during any call you can select the advanced option Start Call Recording.

This instructs the software client to locally record the voice media of the call. A red ‘dot’ will appear in your call window to remind you that the recording is still taking place.

You can manually stop the recording any time by returning to the same menu.

When you press stop - or when you hang up the call – a WAV file is saved to your desktop at a designated file location.



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11. Optional Feature: Client Auto-Answer

The client has an optional Auto-Answer feature. When activated, the Stretto client will automatically pick up all of your incoming calls. To activate the feature, press the arrow button to the right of the volume control, and select Auto Answer.

When the feature is active, you will see a small lightning icon in the client window.

Note that to auto answer on the first ring, you will need to adjust your client Preferences from the Softphone menu.

Select Calls to see and adjust your Auto-Answer settings.



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Version Date Name Description

1 02/07/2018 Mike Nudd New issue



Documents

Stretto Soft Phone (for Windows)