Setting Up an Auto Attendant

This guide will go over how to set up a new Auto Attendant as well as how to modify existing Auto Attendants. 

Adding an Auto Attendant

1. Log into your SpectrumVoIP Stratus Portal and select the Auto Attendant button
   
2. Select the blue Add Attendant button shown below to create the new Auto Attendant
3. Fill out the information in the menu to create the new attendant. Make the name something you can recognize for future reference and give it an extension number that is not being used.
   • It's good practice to keep your Auto Attendants organized by number ranges. Ex. If you have an Auto Attendant already created that is extension 8100, then the next New Auto Attendant would be created as 8101, then 8102, etc .
     Important: Set the time frame to Default as Time of Day Routing should be done on the Routing User
4. When you select Add it should open up the screen shown below where you can configure the menu options.
5. Under Dial Pad Menu Click on each number to set the programming for each option of where you want to the caller to go when pressing that number.
   • User: This will take the caller to the extension listed. You can search by name or the extension number.
     The Caller ID Prefix will add text to the front of the caller ID.
     Click on save when you are finished.
      
   • Conference: This will take the caller to a selected Conference Bridge.
     Select by typing in the name or the extension of the Conference Bridge.
     Click on save when finished.
     
   • Call queue: This will take the caller to a selected 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 add text to the front of the caller ID.
     Click on save when you are finished.
     
   • Directory: This will take the caller to the dial by name directory.
     Click on save when you are finished.
     
   • Voicemail: This will take the caller to a selcted User's Voicemail to leave a message.
     Select by typing in the name or the extension of the voicemail box you are wanting the call to route to.
     Click on save when you are finished.
   • Voicemail Management: This will take the caller to a menu 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. 
     Click on save when you are finished.
   • External number: This will take the caller to an external 10-digit-Number.
     Type in the phone number you want the system to dial when pressing this option.
     Click on save when you are finished.
   • Play a message: This will take the caller to recorded message.
     You will need to 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.
   • Repeat prompt: This will replay the main greeting.
   • Add tier: This will give callers another menu to route the calls without creating another auto attendant. The max number of tiers you can have is 1. However, each Dial Pad Menu option can have it's own extra tier,
   • If you need to change the option press the remove button and select another option. 
6. 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.
   
   
   1. 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 does not select an option, you can route the call to repeat the greeting, go to an option that is already set, or hang up the call.
   2. 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.
   3. 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.
   4. Maximum key pressed: Set the number of buttons to be registered
7. In order for the Caller to know which options are available in the Auto Attendant, recordings will need ot be added.
   There are two sections to add audio. 
   1. The Intro Greeting will play the selected audio, however, if someone presses a button the system will not respond and will keep playing the audio.
   2. The second button is for the Menu Prompt audio. The key difference is that when the menu prompt is playing audio and someone presses a button the system will stop the audio and route the call to the set destination immediately.
      If you're only going to have one recording, only use the Menu Prompt option
      
   3. Select the Menu Prompt Manage Audio button and it will open up a sub-menu.
   4. There are 3 ways to add a greeting to your auto attendant
      NOTE: Previous Recordings are not stored on the Stratus Web Portal. Please make sure to download previous recordings before uploading or recording new ones. 
      
      1. Text-To-Speech - This option will allow you to type a message that will be converted to an audio file. The voice option can be selected to determine how the text-to-speech will sound. The Play Button can be used to preview the audio file. 
         
      2. Upload - If you already have a message recorded you can select the Upload option and select the audio file saved on your computer and select upload to save it to the menu.
         This will need to be a .wav or .mp3 file type. You will also need to give a description to your uploaded audio file
         
      3. Record - If you need to record a message you can select the Record Button. Then in the option "Call me at" you can send a call to either an extension (3 or 4 digits) or a ten-digit telephone number to record the message through a phone. You will need to add a description to the greeting.
         
         When you are finished with the call you can either select "Try Again" to re-do the recording or select "Done" to upload the sound to the menu.

The Auto Attendant is now ready to be used on your account.