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Manage Your Auto Attendants

Estimated reading: 3 minutes

Watch our step-by-step video tutorial on managing your telephone system.

0:02 Welcome to the B1 Communications Training Academy. Today’s video is for office managers, and we’ll be showing you how to manage auto-attempts.

0:10 Also known as professional greetings or digital receptionists. To begin, let’s select the auto-attendant tab. As you can see, we already have a holiday and close greeting, and let’s go ahead and add a tendon.

0:23 We’ll name an office greeting. Now you’ll want to select a unique extension number in the 800 or 900 extension bank for system functions.

0:32 Let’s use 815. At this stage, we always use the default timeframes. As you can see, there is an intro greeting, and let’s go ahead and add greeting using our text to speech AI-generated voices.

0:48 You can also upload a recording or have a staff member record directly on their phone. Let’s use Daniel and hear an example.

0:57 Thank you for calling Acme Limited. If you know your party’s extension, you may dial it at any time. For the sales team, press 1 for customer care, press 2.

1:07 For a dial by name directory, press 8, and for all other inquiries, press 0. Thanks again for calling. Take care.

1:16 Sounds pretty good, right? You’ve got a number of different voices that you can select from. Some are certainly better than others.

1:23 As for timeframe, again, you’ll want to select default. Now sometimes the save button does get stuck in its show’s saving, but not to worry, the recording has been saved and should be set up and ready to go.

1:37 To match our greeting, we’ll be sending colours who press 1 to the sales ring group. And since ring groups are classified as a user, that’s what we’ll select.

1:47 Type in the customer. Below that, there is something called a colour ID prefix. You can enter custom information like sales calls to give your staff a visual indicator when calls come in.

2:01 Go to number two and use call queue. Let’s type in the customer care queue. And as you can see, there are some announcement options available.

2:10 You can also create a unique colour ID prefix again. Let’s call this one customer care. In our greeting, we included a dial by name option.

2:19 Let’s go to number three. You always recommend including a zero option as customers often selected without a prompt. Let’s say extension 106 Susan as she works the front desk.

2:33 You now have set up a basic auto attendant. It’s extremely easy and only takes minutes to do. There is also a multi tier option which is useful for language selection or advanced requirements.

2:44 All you have to do is select the tier, then record the next level greeting and program the app. Now that you’ve set up an auto attendant, you’ll want to assign it to a specific telephone number.

2:58 Let’s go to the inventory tab. Select the number you’d like to use and for us, we’re going to use the middle number with the note main telephone number.

3:07 Now under treatment, we’re going to be selecting auto attendant. As you can see, there are a variety of options that go directly to users, ring groups, call cues, etc.

3:18 Let’s go ahead and type in the office greeting and it should pop right up. Now you can also set up timeframes, but there’s a separate video that covers that topic.

3:28 Congratulations, you’ve just set up an auto attendant. We do recommend calling to test the greeting and test what you’ve created.

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