Auto Attendant Worksheet

Transcription

1 Worksheet Use this worksheet to outline how you would like your inbound calls to be directed when they reach the. Then use the online Account Manager to create your. Normal Business Hours What hours is your business open? Day Open Time Close Time Sunday Monday Tuesday Wednesday Thursday Friday Saturday Business Hours Rules and Greeting How would you like incoming calls to be directed during business hours? Your Business Hours rules/greetings will be played during your normal business hours. Each menu can use numbers 0 through 9, with 0 normally reserved for a live receptionist. Business Hours Greeting Example: Thank you for calling Acme Corporation. For Technical Support, press 1; For, press 2; For Finance, press 3; To press 4; For the, press 5 or to speak with the Operator, press 0. Now outline your menu actions. You can have from one or up to ten options. Technical Support Transfer to Ring Group Transfer to Ring Group Finance Transfer to Sub Menu Operator Transfer to Extension 1

2 Enter your Business Hours menu options here: Available Actions: Company Directory Transfer to Call Queue Conference Bridge Transfer to Extension Voic System Dial by Extension Transfer to Ring Group Repeat Menu Transfer to Transfer to Submenu Submenus Your can also have up to two submenu levels. For example: Main Menu Press 1 for Technical Support Press 2 for Press 3 for Finance Finance Submenu (Submenu Level 1) Press 1 for Accounts Payable Accounts Payable Submenu (Submenu Level 2) - Press 1 for Suzy Smith - Press 2 for John Jones Press 2 for Accounts Receivable For each submenu you will need to outline the menu options and record a greeting for each one. Please use the blank templates at the end of this document to outline any submenus you will need. 2

3 After Hours and Business Hours Exceptions Your After Hours is when your business is closed. We automatically set your After Hours as the opposite of your Business Hours. In addition, you may also have some known business hour exceptions, for example your business is closed for a training day. Your After Hours rules/greetings will be played for these exceptions. Business Hours exceptions are optional but if you would like to set them up, list the exceptions here: Business Hours Exceptions (optional) Date Open Time Close Time After Hours/Business Hour Exceptions Rules and Greeting How would you like calls to be directed when your business is closed? Your After Hours rules/greeting will be played outside of normal business hours, when your business is closed. This has its own menu selections and separate greeting from the Business Hours rules/greeting. After Hours Greeting Example: Thank you for calling Acme Corporation. Our office is now closed. Our regular business hours are Monday through Friday, 8am to 5pm, excluding holidays. For Technical Support, please call back during regular business hours. To leave a message for, press 2; For Finance, please call back during regular business hours; To Dial by Name press 4; For the, press 5; For all other business, please call back during regular business hours. Now outline your dial-pad key actions. You can have as little as one or up to ten dial-pad key actions. Transfer to Voic System 3

4 Enter your After Hours menu options here: Lunch Hour and Holidays (optional) In addition to creating your Business and After Hours rules and greetings for your, you can also set up any opening hours exceptions, for example: Your business always closes for lunch between 12pm-1pm Lunch Hour Your business will be closed for Christmas and Thanksgiving - Holidays These exceptions are optional but if you would like to set them up, list the exceptions here: Lunch Hour Exceptions (optional) Day Open Time Close Time Sunday Monday Tuesday Wednesday Thursday Friday Saturday Holidays Exceptions (optional) Date Description 4

5 Lunch Hour Rules and Greeting How would you like your calls to be directed when your business is closed for lunch? Greeting Example: Thank you for calling Acme Corporation. Our office is currently closed for lunch. Our lunch hours are 12pm to 1pm, Monday through Friday. For Technical Support, please call back during regular business hours. To leave a message for, press 2; For Finance, please call back during regular business hours; To press 4; For the, press 5; For all other business, please call back during regular business hours. Transfer to Voic System Enter your Lunch Hours menu options here: 5

6 Holiday Rules and Greetings How would you like your incoming calls to be directed when your business is closed for Holidays? Greeting Example: Thank you for calling Acme Corporation. Our office is currently closed in recognition of the Holiday. For Technical Support, please call back during regular business hours. To leave a message for, press 2; For Finance, please call back during regular business hours; To press 4; For the, press 5. Transfer to Voic System Enter your Holiday menu options here: Now that you have outlined how you would like your to work, you can now enter these details when you setup your Auto Attendant online using the 8x8 Account Manager. If you have any questions during setup, please contact 8x8 Customer Support at

7 Blank Templates Sub-Menu 1: Sub-Menu 2: Available Actions: Company Directory Transfer to Call Queue Conference Bridge Transfer to Extension Voic System Dial by Extension Transfer to Ring Group Repeat Menu Transfer to Transfer to Submenu 7