After logging in to the web portal with your office manager account, click on the Auto Attendant icon at the top of the screen.
1. Click on the Add Auto Attendant
2. Name the auto attendant what you would like. Assign an extension that is not being used. The time frame should be set to the default time frame. Then click add.
3. Click on each number to set the programming for each option of where you want to the caller to go when pressing that number.
a. User: Will dial the extension that you wanting to call. You can search by name or the extension number. The caller ID prefix will whatever you put in front of the caller ID. Click on save when you are finished.
b. Conference: Select by typing in the name or the extension of the conference bridge. Click on save when finished.
c. Call queue: Select by typing in the name or the extension of the call queue. You can select to have an announcement of how many callers are in the queue or how long the expected wait time is by selecting the option in the announcement for caller section. The caller ID prefix will whatever you put in front of the caller ID. Click on save when you are finished.
d. Directory: This is for the dial by name directory. Click on save when you are finished.
e. Voicemail: Select by typing in the name or the extension of the voicemail box you are wanting the call to route to.
f. Voicemail Management: This is set to be able to access the voicemail box. It will ask for the extension you want to access the voicemail box for and the PIN number.
g. External number: Type in the phone number you want the system to dial when pressing this option.
h. Play a message: Record the message that you want the system to play. Press the speaker icon and name the recording. Then press the upload to upload a recording you already have or record a greeting by selecting record and then putting in an extension or an external phone number to record the message. After the message plays you can route the call to one of the options that are already programmed or go back to the main menu by selecting repeat the greeting prompt.
*Note The file format needs to be in a WAV file, mono channel, and 8000 Hz if you want to upload a file.
i. Repeat prompt will replay the main greeting.
j. Add tier: This will give you another menu to route the calls without creating another auto attendant. The max number of tiers you can have is 1.
k. If you need to change the option press the remove button and select another option.
4. When you click on the gear icon on the right, you have these options to set Dial by extension: If enabled, you’re able to dial an extension during the greeting to call the extension instead of going through the options.
a. If no key is pressed: The auto attendant has a default time of 3 seconds for the caller to press an option. You can change the time out limit under time out before the first key pressed to adjust the time. If the caller doesn’t press an option, you can route the call to repeat the greeting, go to an option that is already set, or hang up the call.
b. If an unassigned key is pressed: If the caller presses a key that is not programmed you can route the call to repeat the greeting, go to an option that is already set, or hang up the call.
c. Time out after the last key pressed: The time after the last key is pressed to register to the system that the last digit key is pressed.
d. Maximum key pressed: Set the number of buttons to be registered
5. Once you have set the options the way you want, you will need to set the greeting. Click on the speaker icon under the Menu Prompt
6. Label the recording whatever you would want under description. If you have a greeting and want to upload it, click on browse and you can upload the greeting. *Note: The file format needs to be in WAV file, mono channel, and 8000 Hz.
7. If you want to record your greeting, you can select the record option. Type in an extension number or a cell phone number and click on call. The system will call to record the greeting.