# Monitor Secretary

When the Boss-Secretary feature is in use, a boss can see at a glance whether their secretary is currently fielding a call for them. You set this up with a function key on the boss's extension, and, if the boss uses a desk phone, by refreshing that phone's provisioning. The status then appears in the Cloud Voice App or on a Busy Lamp Field (BLF) key on a desk phone.

## Monitor from the Cloud Voice App

Add a function key to the boss's extension so their call status for the secretary is tracked in the **Cloud Voice App** (Web, Desktop, and Cloud Voice App for Google).

### Before you begin

Set up the [Boss-Secretary feature for the extensions](/pbx/administrator-guide/set-up-boss-secretary-feature-for-extensions/) involved.

### Add the function key

1. Sign in to the PBX web portal and go to **Extension and Trunk > Extension**.
2. Find the boss extension and click ![Edit](/images/pbx/edit.png) to open it.
3. Open the **Function Keys** tab.
4. Fill in the following to subscribe the key to the secretary's call status.

   ![Function key set to the Boss-Secretary Feature type with the secretary extension chosen as its value](/images/pbx/monitor-secretary-status-1.png)

   - **Type**: Choose **Boss-Secretary Feature**.
   - **Value**: Choose the secretary's extension.
   - **Label**: Optional. Give the key a name to show on screen.
5. Click **Save**.

:::tip
If the boss has more than one secretary, add a separate function key for each secretary and use the **Label** field to tell them apart at a glance.
:::

### What the boss sees

The secretary's status shows up against the key in the **Function Keys** list of the Cloud Voice App. Each icon means the following.

- ![Secretary free](/images/pbx/secretary-status-free.png) The secretary is not handling any calls for the boss.
- ![Secretary busy](/images/pbx/secretary-status-busy.png) The secretary is on a call for the boss.
- ![Secretary holding](/images/pbx/secretary-status-hold.png) The secretary has placed a call on hold and is waiting for the boss to pick it up.

![The secretary's call status shown against a function key in the Cloud Voice App on web and desktop](/images/pbx/monitor-secretary-status-linkus-desktop-client.jpg)

![The same secretary call status shown in the Cloud Voice App for Google](/images/pbx/monitor-secretary-status-linkus-for-google.jpg)

## Monitor from an IP phone

You can also surface the secretary's status on the boss's desk phone through a BLF key. A BLF (Busy Lamp Field) key is a programmable button on the phone whose LED tracks another extension or feature. Here the LED reflects the secretary's call status, and when the secretary hands a call over, the boss can press the key to take it.

### Before you begin

- Add the function key as described in [Monitor from the Cloud Voice App](#monitor-from-the-cloud-voice-app).
- Make sure the boss's IP phone has been auto-provisioned onto Cloud Voice and assigned to the boss extension.

:::note
For help with auto provisioning, see [Auto Provision IP Phones Remotely via RPS Method](/pbx/administrator-guide/auto-provision-ip-phones-remotely-rps-method/) or [Auto Provision IP Phones Remotely with Proxy](/pbx/administrator-guide/auto-provision-ip-phones-remotely-with-proxy/).
:::

### Push the setting to the phone

1. Sign in to the PBX web portal and go to **Auto Provisioning > Phones**.
2. Click ![Refresh](/images/pbx/refresh.png) next to the boss's phone.
3. Click **OK** in the confirmation window.

### What the boss sees

The BLF LED on the boss's phone reflects the secretary's call status:

- **Solid green**: The secretary is not handling any calls for the boss.
- **Solid red**: The secretary is on a call for the boss.
- **Flashing red**: The secretary has placed a call on hold and is waiting for the boss to pick it up. The boss can press the BLF key to resume and answer the call.

:::caution
On a Fanvil phone, set the **BLF Hold** LED to either **Slowblink** or **Fastblink**. Otherwise the BLF LED stays steady instead of flashing when the secretary puts a call on hold.
:::