Automated Attendants, or Auto Attendants, are programmed answering services that greet and direct callers to the right person or location. Think of them as a 24/7 call monitor that can help your customers on a regular basis, when you can’t reach the phone, or during off-business hours. Sounds helpful, right?
To set up an Auto Attendant, follow this guide.
Create an Auto Attendant
Step 1: Log in to the Pilot Voice portal. Your Login Name will be in the format of extension@domain.
Step 2: Click Auto Attendant in the navigation bar. Then, you’ll see a pop up with empty fields to fill in for your Auto Attendant’s identity.
Select Your Auto Attendant Options
Now that your Auto Attendant is on, it’s time to configure the options a caller may dial.
The options are:
Select the options you want to enable and click the Save button.
How to Set Up Auto Attendant Extension Options
You’ll need to make sure the options in your recorded message send callers to the right place. For each option number mentioned in the Auto Attendant, assign the correct User (it will probably be a department) and number. Repeat this step for each option in your Auto Attendant menu.
Here’s what that would look like for the following script: “Thank you for calling the Pilot Demo Company. If you know the extension you'd like to reach, you can dial it at any time. For accounting, press 1. For sales, press 2. For support, press 3. To hear our company directory, press 9. Otherwise, please stay on the line and you’ll be connected with someone soon.”
Option 1: Select User. Then choose the extension for Accounting.
Option 2: Select User. Then choose the extension for Sales
Option 3: Select User. Then choose the extension for Support
Option 9: Select Directory
Finally, you should make sure to provide a catch-all option in case the caller doesn’t hear what they need from your primary menu. For all other options, it’s best to send users through to the directory.
Step 1: Click Options and check the box to Enable Dial By Extension.
Step 2: Set all remaining options to follow Option 9.
Step 3: Click Done, and then Save
That’s it! Now your Auto Attendant is set up, and you can route a DID to your Pilot Voice Auto Attendant with this guide.
Make sure you have also created and added the corresponding voice greeting and menu options your callers will hear. Create an Auto Attendant recording using this guide.
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