Time frames: business hours, holidays and more

A time frame is a schedule, such as “Monday to Friday, 8 a.m. to 5 p.m.” or “Thanksgiving.” Time frames don’t move calls on their own. Instead, auto attendants and answering rules use them to decide what to do at a given time.

Set them up once, and your phones switch to after-hours or holiday mode automatically.

Company time frames vs personal time frames

• Company (shared) time frames are made by an Office Manager and can be used by anyone, including auto attendants and call queues. Use these for business hours and company holidays.
• Personal time frames belong to one user. Only that person’s answering rules can use them. Use these for things like one person’s lunch break or part-time schedule.

When you open Time Frames, you see the company’s time frames. To work on one person’s time frames, type their name or extension in Find a user’s time frames.

Types of time frames

When you create a time frame, you choose one of three types under When:

• Always — Applies 24 hours a day, every day. Handy for a rule you want on until you turn it off, like forwarding during a long absence.
• Days of the week and times — A weekly repeating schedule. Best for business hours.
• Specific dates or ranges — One or more date and time ranges. Best for holidays, a single closure, an office move, or a vacation. Once the dates pass, the time frame no longer applies.

Create a time frame

1. Go to Time Frames.
2. To make a personal time frame, first find the user with Find a user’s time frames. Otherwise, you’re working on company time frames.
3. Select Add Time Frame.
4. Enter a clear Name, such as “Business Hours” or “Holidays.” Use only letters, numbers and spaces. The name can’t be changed later.
5. Under When, choose the type.
6. Fill in the days, times, or dates:
   • For Days of the week and times, check each day and drag the two handles on its slider to set the start and end times. Select the green + on a day to add a second time range, for example to close over lunch.
   • For Specific dates or ranges, pick a start and end date and time with the calendar buttons. Select the green + to add more ranges.
7. Select Save.

Heads up: Don’t use the word “forward” in a time frame’s name. It can cause display and editing problems. Use “fwd” instead.

A starter set for most offices

1. Business Hours — Days of the week and times, for example Mon–Fri 9:00–5:00.
2. Holidays — Specific dates or ranges, with one range for each day your office closes. Add next year’s dates once a year.
3. Everything else is “after hours.” You don’t usually need a separate time frame for it, because the default rule or default menu covers all remaining times.

How time frames are used

• In Answering Rules, each rule picks a time frame. See Answering rules.
• To give callers a different menu after hours or on holidays, use time frames in your main auto attendant’s answering rules. See After-hours and holiday greetings.
• To delete a time frame you no longer need, select the red trash can on its row in Time Frames.

Tip: Make sure the company’s time zone is right. A time frame of “8 to 5” in the wrong time zone will switch modes at the wrong hour. If the times seem off, contact support.

Common questions

We’re closing early one day. What’s the fastest fix?

Create a Specific dates or ranges time frame for that afternoon and use it in your auto attendant or answering rules. It stops applying on its own when the date passes.

Can I edit a time frame that’s already in use?

Yes. Changes apply right away everywhere the time frame is used.

Why can’t I edit some time frames?

Basic Users can only edit their own personal time frames. Company time frames need an Office Manager.

Related articles

• How a call travels through your phone system
• After-hours and holiday greetings
• Answering rules: forwarding, simultaneous ring and do not disturb
• Build your first auto attendant