Issue 2.2 – February 2018

BT One

BT One Phone Release Notes

[Subject]

Thresholds, Alerts & Capping Functionality

Enhancing Cost Control

The BT One Phone Portal already provides a one-stop shop for managing your BT One Phone service.

The introduction of a Thresholds section now delivers enhanced financial control, heightens company-wide awareness of cost and avoids bill shock. The Portal offers the ability to:-

• Cap voice, text, data and roaming service if individual cost or usage is excessive1

• Create warning Thresholds and Alerts per service type at a company-wide and individual level

• Enable Text notifications to individuals breaching prescribed limits

• Avoid bill shock with automated daily cost and usage status reports To find out about how to get started, simply scroll down or visit the new Thresholds section in the BT One Phone Portal. 1 Capping and individual subscriber threshold management is not available to BT One Phone Connect Customers.

Top Users Report

BT One Phone Portal 2018

Also includes combined UK & Europe Zone Threshold types in line with EU ‘Roam Like At Home’ functionality.

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BT One Phone Threshold, Alerts and Capping Functionality

From a dedicated section in your BT One Phone Portal, set high usage alerts, cap excessive usage and avoid bill shock. The new functionality is accessed by first selecting the “Company Info” tab and then choosing the new “Thresholds” tab. From the “Thresholds” tab, there are four sub-tabs: Manage Thresholds, Notifications Settings, Reports, Permissions. Figure 1: New Threshold Sections in the Portal

From the Manage Thresholds Tab, you can begin to customise rules and alerts for BT One Phone cost and usage.

Figure 2: Manage Thresholds tab: create and manage threshold templates

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Manage Threshold Tab Threshold templates are created within the Manage Thresholds Tab.

Threshold type There are two types of template, either Company-wide or Individual.

1) Company-wide Templates: A Company-wide Threshold applies to the whole company. The Administrator will receive an email alert when a Warning level or Threshold level is breached. Breaching a company-wide threshold will not trigger company-wide capping.

2) Individual Threshold Templates1: An Administrator can select an individual type threshold template. Configurable

template elements include: o Setting warning and threshold levels o Enabling text alert to be sent to individuals o Enabling up to 5 email addresses to receive breach alerts o Enabling a cap on individuals with high usage

Figure 3A: Company-wide Threshold Creation

1Individual Threshold templates and capping functionality is not available to BT One Phone Connect customers.

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Figure 3B: Individual Threshold creation

Service Types Thresholds can be set for 9 different service types, ie a subscriber could be subject to Thresholds on each of the below service types:

o Total voice calls o UK & Europe Zone* voice calls (excludes Premium rate and International calls) o Premium rate voice calls o International calls o Roamed calls outgoing & incoming (excluding Europe Zone*) o UK & Europe Zone* TEXT o Roamed TEXT (excluding Europe Zone*) o UK & Europe Zone* data usage o Roamed data usage (excluding Europe Zone*)

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*‘ ‘Europe zone’ includes: Austria, Belgium, Bulgaria, Croatia, Cyprus, the Czech Republic, Denmark, Estonia, Finland Inc. the Aland Islands, France, the French Antilles Inc. French Guiana, Guadeloupe, Martinique, Saint Barthelemy, Saint Martin, the French Indian ocean overseas territories Inc. Mayotte and Reunion. Germany, Gibraltar, Greece, Guernsey, Hungary, Iceland, Ireland, Isle of Man, Italy Inc. the Vatican City, Jersey, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, the Netherlands, Norway, Poland, Portugal, Inc, the Azores and Madeira, Romania, San Marino, Slovakia, Slovenia, Spain Inc. the Canary Islands, Sweden and Switzerland.

Unit Choosing the Unit type gives the flexibility to decide whether the threshold is based upon either

o Usage: Number of minutes, texts or MBs o Cost: Cost Threshold will relate to a monetary value beyond a prepaid allowance

Threshold Value & Warning Level A percentage Warning level and Threshold value should be set within each template. When each of these are breached, a notification can be enabled by simply ticking the relevant box in the template. The setting of warning and threshold levels is not dependent upon bundle size.

Text Notifications Individual Threshold Template: If enabled in the Portal, an individual subscriber will receive a text notification when they breach a % Warning or Threshold level. Also, up to 5 additional email addresses can be specified to receive notification of individual breaches.

Figure 4: Individual Threshold Notification Options

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Figure 5: Example Individual Subscriber Text Notification

Please note the content of notifications are not configurable.

Company-wide Templates: Company-wide thresholds breaches are managed from a separate Notifications Settings tab. Administrators simply opt in to receive email updates. (see Notifications settings below)

Capping1 Using the Individual Template type, subscribers who breach a specified Threshold value can be capped. If capping is triggered whilst in the UK, the individual subscriber will be capped within 2 hours. Capping may take longer if triggered whilst abroad. Once a service is capped, the cap will remain in place until midnight on the first day of the next month. (See Table 1) Table 1: Thresholds, Alerts and Caps Calculation

Thresholds, Alerts and Caps Calculation

Breach Usage or spend is calculated AFTER the completion of each individual Call, Text or Data session. For example, if a User breaches a defined Call Cap or Threshold during a Call, then the status of that Call will only be evaluated AFTER the Call finishes.

2 Hour Refresh A refresh takes place every 2 hours and counts the recent completed activity

International Roaming International roaming activity records will be updated within 2 hours or receipt. It can take up to several days for records to be received from the foreign network.

Threshold duration Threshold calculation runs over the calendar month. The Threshold will be refreshed on the 1st of the month in line with the new billing period. Cost or usage counts are reset on the 1st of the month.

1Individual Threshold templates and capping functionality is not available to BT One Phone Connect customers.

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Capping is bearer based rather than per service type, so for example, triggering a cap on roaming text will cap all outgoing text types. Further details are in the table below. Table 2: Service Types & Caps

Service types Service Caps Total voice calls Outgoing voice

UK & Europe Zone voice calls Outgoing voice

Premium rate voice calls Outgoing voice

International calls Outgoing Voice

Roamed calls outgoing/incoming (Excluding Europe Zone)

Outgoing & incoming voice outside UK

UK & Europe Zone TEXT Outgoing TEXT

Roamed TEXT (excluding Europe Zone) Outgoing TEXT

UK & Europe Zone data usage Data in & outside UK

Roamed data usage (excluding Europe Zone) All roaming data outside of UK (including capping Europe Zone data)

Subscribers may be manually uncapped by contacting their Administrator (see Manually Uncapping below).

Assigning Users to Templates After an Individual Threshold template has been created and saved, subscribers can then be assigned to that template. Simply find the relevant template from those listed on the Manage Thresholds tab, and then click Edit assigned list as in Figure 6 below. Figure 6: Adding Subscribers to a Template

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Next click “Add New Subscription” and the screen will display a list of subscribers to assign. Choose the relevant subscriber to add to the Threshold and then click “Confirm”.

Figure 7: Assign Subscribers to a template

To bulk add or remove subscribers, ticking the box within the title section will act as a select all function. A brand new subscriber can also be added to an existing Template during the subscription ordering process (see Adding Subscribers During Activation).

Editing Configuration The Edit Configuration option allows Notifications and Capping to be edited on a per subscriber basis. Ticking the Action option will enable a cap, whilst Warning and Breach will enable text message notifications. All subscribers can be selected by ticking the box contained in the relevant heading. Changes will then be saved by clicking the Save Configuration button.

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Figure 8: Edit Configuration Screen

If any of the configuration options are greyed out, this means that these options were enabled for all assignees when the template was created (see Figure 4) Company-wide Threshold Templates automatically apply to all subscribers so the Edit Assigned List and Edit Configuration options do not appear against this threshold type.

Activating Threshold Templates Company-wide Threshold templates are immediately active, however an individual template becomes active as soon as the first subscriber is added to that template.

Notification Settings Tab From the Notification Settings tab, an Administrator can opt in to Company-wide and Individual level notifications and reports. Company-wide and Individual Reports will be emailed daily at approximately 5am and will be emailed to the subscriber who requested them.

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Figure 9: Notifications Tab

Figure 10: Example email notification to Administrator when a company-wide threshold for UK & Europe Zone Data has been breached

Please note the content of notifications is not configurable.

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Reports Tab Administrators can generate ad hoc reports for an up to date view of company and subscriber statuses for warning or threshold level breaches as well as capping status. These ad hoc reports can be generated from the Portal via the Thresholds > Reports tab. Figure 11: Ad hoc reports screen

Figure 12: Company-wide Thresholds Report for current usage

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Figure13: Individual Threshold Report

• Warning level breaches are displayed in amber

• Threshold level breaches are displayed in red

Permissions Tab Administrators are able to give 2 levels of permissions to other users, by selecting the relevant options within the screen below. Threshold Management: Ticking this level of permission allows the selected subscriber to create Threshold Templates. Users will only be able to edit Templates they have created. Share Threshold Permission Management: This option gives the selected subscriber the ability to give other users Threshold creation rights. If any required subscriber names do not appear in the Manage Permissions screen, contact customer services. Figure 14: Permissions Tab

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Adding Subscribers During Activation An existing threshold template can also be applied to a new subscriber during the ordering process. From the Subscription details screen , a new Threshold option (see below) will present the relevant Threshold templates which may be added. Figure 15: Subscription Ordering Screen

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Manually Uncapping If a cap is triggered, a subscriber may be manually uncapped within the Portal. The Administrator simply finds the relevant subscriber within the Subscription details tab, and unticks whichever service cap has been triggered. (See table 1 for list of Service types and Caps)

Figure 16: Manually Uncapping Screen

Please note :

• Unticking the above options is the only way to manually uncap a subscriber. Increasing a capping threshold value or removing the capping option within a threshold template, after a cap is triggered, will not unsuspend a service.

• If a subscriber is manually uncapped then that subscriber will not be subject to any cost/usage limit for that service type until the 1st day of the next month when the threshold value is automatically reset.

• Any caps which have been triggered during a given month, will be automatically lifted after midnight on the 1st day of the next month when the monthly threshold values are reset at the beginning of the month.

• To increase a subscriber’s monthly capping limit, the subscriber must be removed from the original threshold

template and then assigned to a new higher limit threshold i.e. a manually uncapped subscriber could be removed from their initial threshold with a 2GB cap and then added to a new threshold with a 5GB capping limit. NB. The subscriber can then use an extra 3GB that month before triggering a cap again (2GB +3GB = 5GB). The subscriber will then subject to a 5GB limit each calendar month.

€50 EU Regulated Data Roaming Cap The existing €50 EU Regulated Data Roaming Cap functionality will remain in place and will operate entirely independently of the new Thresholds capability. The €50 EU Regulated Data Roaming Cap is managed separately from the Company Info > Subscription Details tabs within the Portal

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If you need any further information, our BT One Phone helpdesk is open Monday to Friday 8am to 6pm excluding Bank Holidays. Simply call us on 0845 154 8844 or just 8844 from your BT One Phone.