What is an Automated Attendant?
An automated attendant (also called auto-attendant, automatic phone menus, or virtual receptionist) is a voice menu system that allows for automated call answering and call routing. The menu will allow the callers to hear a prerecorded message press a number on their phone to automatically transfer to an extension without the intervention of an operator/receptionist.
Please use the guide below to help with developing a script and recording the messages needed to set up or update the system.
Create / Update an Auto Attendant (Phone Menus)
An auto attendant Each menu (and submenu if needed) will require a recording telling the caller their options. You can not have more options than the numbers on the phone keypad, for example, you can use 1,2,3,4,5,6,7,8,9, *, 0, and. # If you have more than 12 options, you can break your menu up into sub-menus. We recommend that 0 is used to reach the front office/ operator as this is common proactive with phone systems.
Below is an example script and menu structure with a submenu to help give you an idea of your options.
Sample Script –
Thank you for calling (School Name). If you know the number of the party, you may dial it at any time. Our business hours are -am to -pm Monday through Friday. If you would like to reach the…. Press …(repeat for each option). If you would like to speak to the front office, press 0 or stay on the line. To hear this message again, please press #.
Sample Menu—
Main Menu (recording 1)
- Option 1 – Business Office– x1001
- Option 2 – Clinic – (recording 2)
- Option 1 – Nurse Office – x1011
- Option 2 – Attendance Line – x1012
- Option 0 – Operator/Front Desk – x1005
- Option 0 -- Operator/Front Desk – x1005
- Option # - Replay Message
The next step is to record the message(s). You can do that at any time by pressing *3028 or *3007 and leaving a message. Press # when you are done with recording for additional options such as replay or rerecord.
Once the recording is complete, please reply back to the ticket that you have completed the recording of the message.
Existing Menu (New Recording):
If you do not need to change the menu options but just need the menu recording to change:
Pick a time of the day or a location that you will have a quiet background. Dial *3028 or *3007 to reach the voicemail system and start recording your school’s greeting. When are you are done recording your message press # for additional options to replay or re-record the message.
Once the recording is complete, please reply back to the ticket that you have completed the recording of the message.