Automated Collections Module

The Automated Collections Module (ACM) is used to automatically dial your customers and play a pre-recorded message. It has a recording mode built in that you can use to create the recordings you wish to use. Once started it will dial all the customer in the list you create unattended.

You can create customer lists to call by entering up to 5 different due date ranges and selecting the message you wish to play for each date range. You can also setup a different message for broken commitments if you wish. You can also setup dialing rules so the ACM knows how to dial your customers phone #'s (when you have to dial a 1 or the area code).

The ACM will work with any voice modem for dialing your customers and with any sound card with a Microphone input for recording the messages. (Most computers come with voice modems and sound cards with Microphone inputs)

Directions for each mode are below.

Dialing Mode

Report Mode

Recording Mode

Setup Mode

Dialing Mode

In dialing mode a grid will be displayed with the customers in the call list. The fields are explained below:

 "Record" is the record # in the grid.

 "Account" is the customers account number in RTO Pro

"Customer Name" customer name

 "Message Status" this is the status of the message for this customer, see below for status's.

 "Status Date" this is the date and time the status was reported

 "Message" this is the message that will be played when calling this customer

 "Phone#" customers home phone # from RTO Pro data

 "Cell#" customers cell phone # from RTO Pro data

Message status's

"Not Called"means nothing has been done yet with this customer

"Called, Busy" their # was called and it was busy

"Called, N/A" their # was called and there was no answer

"MSG Delivered" the message was delivered

"Paid" since the customer list was created this customer paid or gave a new commitment

When you click on the" Begin Calling" button the ACM will start dialing customers in the call list. When customers are called their record will be highlighted and also the message status box will display call info. As messages are delivered the status will be updated.

If a customer gives a new commitment after the call list is crested they will not be called, also if they pay a payment on any contract after the call list is created they will not be called.

Report Mode

In Report Mode you create call list by entering up to 5 different due date ranges and selecting the message you wish to play for each date range. You can also setup a different message for broken commitments if you wish.

The priority is from top to bottom, so if the date ranges you enter includes the same customer in 2 different ranges the topmost range is the message that would be played for that customer.

Each customer will only be placed in the call list 1 time even if they have multiple contracts that fall into different ranges. If a customer has a current commitment they will not be included in a call list. For the broken commitment section if the customer has paid on or after the commitment date it will not be considered a broken commitment even if the customer is still overdue.

Recording Mode

In Recording Mode you can create and manage messages to be played to customers.

To create a new recording you need to have a microphone plugged into the Mic input for your sound card, select your sound card device in the dropdown list and then click on the "Record" button. When you are finished recording click "Stop" then click on the "Save" button to save it. You will be prompted to enter a filename and the recording will appear in the recording list on the top right of the screen.

To delete a recording select the recording you wish to delete and click the "Delete" key on your keyboard.

You can also play any recording in the recordings list by selecting it and pushing the "Play" button.

The recordings you create will be available to select from the Report Mode.

Setup Mode

The Setup Mode is where you setup dialing rules for your area.

You have to enter the area code for your store and any number that must be dialed to get an outside line (if required). Also make your choice for cell phone option.

The default dialing rules are as follows:

If a phone number is in the same area code 1 and area code will not be dialed.

If a phone number is in a different area code 1 and area code will be dialed.

If all of the numbers in your area follow these rules you do not need to enter any rules. If there are exceptions you need to enter rules for these exceptions.

Every area is different and has different dialing rules, contact support if you need help setting up your dialing rules. Some examples are below.

For example: If your store is in 352-383 and to call 352-759 or a 352-850 # you have to dial the area code you would enter rules like the 2 shown below.

If your store is in 352 area code but to dial a 407-555 # you do not have to dial a 1 or area code enter the rule shown below.

If your store is in 352 area code and your area requires 10 digit dialing enter the rule like below