How do I set up my Auto Attendant (IVR)?

This outline will guide you through the setup of your Auto Attendant / Main Greeting and other greetings and messages.

The standard greeting is:

For additional greetings and messages:

The number pressed by the customer is forwarded to a specific extension:

Auto Attendant or Main Greeting

This is the first greeting your callers will hear. Customers usually have a recorded message similar to: 'Thank you for calling 'Our Company'. If you know the extension of the person you wish to reach, please dial it now. Otherwise press 1 for Sales (or Reception or your choice); 2 for our Office Hours (or your choice); 3 for our Location (or your choice); and so on.

In your Main Greeting, we suggest you include the following sentence - 'Please press the # key to search the company directory by first or last name.'

The # key option allows your callers to search the company directory simply by pressing 3 letters on the telephone key pad. For example, if your caller is looking for 'John Doe', they could press 'Joh' or '564' and for Jane Smith, they could press 'Smi' or '764'. This option works well if your company directory consists of more than 5 employees.

Record your Auto Attendant or Main Greeting:

  • Dial *44,
  • You will be prompted for your password (provided by SaaS 44°),
  • Key in the password,
  • You will hear a brief introduction,
  • Press 1 to record,
  • After the beep, start recording your main greeting, and
  • When you have finished recording, press the # key,

You now have 3 options,

  • To hear your main greeting, press 1,
  • If you are happy with it and wish to save it, press 2, or
  • If you wish to re-record your main greeting, press 3 and
    follow the prompts which will take you through the process again,
  • When you press 2, you are finished.

You can hang up or wait for the setup options to announce again to assist you in recording additional greetings or messages.

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Additional Greetings or Messages

There are 9 additional message boxes where you can record greetings and messages – your office hours, your location, daily specials and event schedules – whatever information you feel would be helpful to your customers.

Record a message or greeting:

  • Dial *44,
  • You will be prompted for your password (provided by SaaS 44°),
  • Key in the password,
  • You will hear a brief introduction,
  • Press 2 (or 3 or 4, etc.) to record,
  • After the beep, start recording your message or greeting, and
  • When you have finished recording, press the # key,

You now have 3 options,

  • To hear your new message or greeting, press 1,
  • If you are happy with it and wish to save it, press 2, or
  • If you wish to re-record your new message or greeting, press 3 and
    follow the prompts which will take you through the process again,
  • When you press 2, you are finished.

You can hang up or wait for the setup options to announce again to assist you in recording additional messages or greetings.

Note: Once you have added a new message to your inventory of messages and greetings you will need to re-record your Auto Attendant / Main Greeting to advise your customers to press the number where the new message or greeting is located.

In oder to avoid recording over an existing message or greeting that you want to save, we suggest you keep a record of what messages are in which message boxes. If you wish to change the message in a particular message box just record over it.

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Forward Caller to a Specific Extension

In your Auto Attendant / Main Greeting you may want your customers to press 1 for Reception, 2 for Sales and 3 for Shipping. If your intention is to forward the caller to a particular phone (extension) then you will need to contact us and provide us with the number the customer will press and the number of the extension where the call is to be forwarded.

When you are recording a message or greeting you can:

  • Press * for Help, or
  • Press # to Exit.

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