How do PIN protected access lines work?

A PIN protected access line is a phone menu that only lets callers through when they enter a PIN you gave them. Every PIN is linked to one place, and a PIN can stop working on a date you choose.

Some labels in your portal or apps may look slightly different from this guide.

When to use one

A PIN line fits a few narrow cases:

• A contractor or temporary worker needs to reach a particular person for a few weeks.
• A small group of people need a private way in that isn't your main number.
• You want to hand out access that ends by itself.

For anything every caller should reach, use a regular menu. Which phone menu type should you use? compares the options.

Ask support to set it up

PIN menus can send callers to places outside your phone system, so CallSprout support sets them up. Tell support which menu needs a PIN and where callers should go. It also helps to include:

• Who should get a PIN, and a short description for each, such as "Contractor, front office".
• An expiry date for each PIN. We suggest you always set one for temporary access.

What your callers experience

The caller dials the access line and enters their PIN. A PIN that's correct and still current connects them. A PIN that has passed its expiry date is refused, so the call doesn't go through.

Keep the line tidy

• Give each person their own PIN. Then you can remove one without affecting the others.
• Set expiry dates. Temporary access should end by itself rather than depend on someone remembering.
• Review the list from time to time. Ask support to remove PINs for people who no longer need access, and to change a destination when someone leaves your team.
• Treat PINs like passwords. Share them privately and don't post them where others can read them.

Related lines you can build yourself

If you need a menu that sends callers to people by pressing a key, see build your main phone menu. For a menu that adds steps before the choices, see build a phone menu visually.