There are four phone numbers for the KidSpirit Office:
541-737-KIDS (5437) - Office Main (this is the front desk phone)
541-737-PLAY (7529) - Office Side (this is the side desk phone)
541-737-8066 - Back Office (this is the phone next to the cash register)
541-737-4473 - Karen’s Office
If either the PLAY or KIDS number receives a call that is not answered after a certain number of rings, the call will bounce to the other phones. If a call is made to the main office, the call can generally be picked up by any of the lines, but will need to be transferred once it has initially been picked up.
At the front desk, you can simply pick the phone up when it rings. At the side phone, you pick the phone up and then press the gray button next to the flashing green light to connect the call.
Sometimes the phone will ring at a phone that is not available to be answered (like when someone else is already on it or talking to a parent). Go to another available phone and press “Call pickup”. This will transfer the call straight to your phone for you to answer.
Always answer the phone in a cheerful and happy tone. Answer using an appropriate greeting such as “It’s a Amazing/Fantastic/Splendid/(insert descriptor) day at KidSpirit, this is (name), how can I help you?"
Demonstrate top notch customer service by speaking slowly and clearly, using a light tone of voice, being willing to help, finding any and all information a customer may need, and showing genuine interest in helping them efficiently and effectively.
If a customer asks a question that you do not know the answer to, let them know that you are unsure of the answer, put them on hold or get a call back number, and find the answer for them as quickly as possible. Rather than saying that you “do not know,”, say that is was a great question and make sure to pick them back up from hold or call them back as soon as you know the answer.
On-Campus: if you are making a call to an on-campus number (numbers which begin in 541-737) you only need to dial the last 5 digits of the number. Example: 541-737-1234 would become 7-1234.
Local: When calling any off campus phone number,, you must add a “9” before the regular phone number. You must also dial the full number including area code.
Long distance: For long distance, you have to add “91” before the full number. After entering the number, you will hear a series of beeps. You must then enter the long distance code, which is 9647608.
***If you don't know if it's a local or long distance phone number, do not worry. Just type "91" before the rest of the phone number.
The hold button should be used whenever a breach in conversation with the customer will occur. This could be to look up the answer to a question, pass the customer to a different staff member, or grab a form to fill out. A few important notes about placing a customer on hold:
Always place someone on hold rather than setting the phone down or covering the speaker. They can still hear the conversation when the speaker is just covered, so make sure to use hold.
Make sure to let the customer know that they are being put on hold. Ask, "Would you mind if I put you on hold for a quick minute?"
Don’t forget to pick the phone back up after finding the answer to their question and address the customer to make sure they are still there. Always answer the phone by saying, "Hi! Are you still there? ... Thank you for being patient."
To put someone on hold: Press the red “hold” button. The phone can now be hung up and the call will not be disconnected.
To take someone off hold: Pick the same phone up and press the corresponding button to reconnect the call. For the front phone, there will be a logo of a phone that is picked up. On the side phones, there will be a flashing light next to the active call line.
Make sure the call is not on hold and let the customer know that you are going to transfer them.
Press the “transfer” button
Dial the 5-digit extension you wish to transfer the call to, which is the last 5 digits of the phone number. Example: Karen’s phone extension is 7-4473. These numbers are on the phone and at the top of this page.
Press transfer again to complete the transfer.
If someone wants to leave a voicemail for Karen, let the phone ring both on her phone and the main phone when it bounces back, and eventually it will send them to her voicemail.
***You cannot transfer a line to the front desk
The KidSpirit fax machine is located next door in room 123 on the desk immediately through the connecting door. The fax machine's number is 541-737-2788. Instructions on using the fax machine can be found in front of it. To send a fax, use the same calling rules that are used on the phones. Periodically check to see if we have any faxes and to make sure there is paper in the machine.