Please refer to the following directions if you are looking to create a new or update your existing automated attendant.
Define A Phone Menu
An automated attendant will require that one or more submenus be defined. A couple of things to keep in mind when building your menu:
- Limit each menu to under 9 options. If you have more than 9 options, you can break your menu up into sub-menus.
- For example, you can use 1, 2, 3, 4, 5, 6, 7, 8, and 9.
- We recommend that 0 is used to reach the front office/ operator.
- We recommend that # is used to replay a message.
Below is an example menu structure with a submenu to help give you an idea of your options:
Main Menu (Message Script 1)
- Option 1 – Media Center – x1001
- Option 2 - Heathroom / Clinic - x1002
- Option 2 – Guidance Office – (Message Script 2)
- Option 1 – Letters A-L – x1011
- Option 2 – Letters M-Z – x1012
- Option 0 – Operator/Front Desk – x1005
- Option # - Replay Message
- Option 0 -- Operator/Front Desk – x1005
- Option # - Replay Message
Message Script
Your message script should match your preciously defined phone menu structure. Here is an example of a message script.
Message Script 1:
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 Media Center please press 1 (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 #.
Message Script 2:
You have reached the (School Name) Guidance Office. If your last name starts with the letter A through L, press 1. If your last name starts with M through Z, press 2. To replay this message press #.
How to record the new message:
Before you start, we recommend that you pick a time of the day or a location that will have low background noise when recording your message.
- Dial *3072 or *3007 to reach the voicemail system.
- Recording your Automated Attendant message.
- When are you are done recording your message, press #
- You will be offered options such as replaying or re-recording the message.
- Hang up your phone.
Once the recording is complete, please open an IT Support Ticket with the following information:
- Phone extension of existing auto-attendant
- Request a recording change be updated