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Posts Tagged ‘Setting up Auto attendant’

How to Set Up Auto Attendant

Auto attendants allow companies to have automated a receptionist that provides a personalized message and routes callers to the correct person or group of people. Callers have the ability to connect to an operator, access a dial-by-name directory, direct dial an extension or connect to a specific department. Nextiva allows customers to have multiple auto-attendants

How to setup from portal: 

1.     Log into your Nextiva portal by visiting www.nextiva.com and clicking on the Customer Login found at the top right. You must be in the admin’s account in order to create an auto attendant.

2.     When you login with the  admin credentials, it will pull up the NextOS portal, from here click Sites and Employees. Find the site you would like to add the auto attendant and click Login under the corresponding admin login.

3.     Now on the left-hand side select Services, then select Auto Attendant, one on this page select Add. On this page you will be required to fill out: auto attendant ID, name of auto attendant, first and last name you calling line ID. Make sure that you have selected the correct time zone as well as the Business Hours schedule that you would like to have for this auto attendant. You have a variety of additional options, most customers stay with the default options with the exception of the Name Dialing Entries, the alternative choice is preferred.

4.      After selecting OK, you will be taken to the Business Hours Menu. On this page you will be able to upload a personal greeting and set up your transfer options for your customers. The Key will correspond to the number your customers will select and the Action will be the result of that selection. For example key 0 you may select Transfer to operator, and type in the operators extension number in the Phone Number box that should now appear.

5.     Once you have set up all of your routing selections press OK.  This will take you to the After Hours Menu, here you should make few options as most of your employees will not be in the office. This might be a great opportunity to have one of the options transfer to the company Voicemail. To do this choice a number, label it Voicemail in the description and select Transfer without prompt. Within the Phone Number box type *55100, this is the option you should also use for the operator.

Auto-Attendant

How do I record voicemail and auto-attendant greetings?

 

When creating your voicemail greeting, you must already have the user created. When creating an auto-attendant greeting, you must already have auto-attendant set up.

Voicemail

To record a voicemail greeting for yourself, you must first have the user created.  Once the user is created, if you have a Nextiva phone assigned to the user, you can dial 9999 from the phone.  The user will be prompted to enter a voicemail PIN.  The default PIN is 0000.  Once this is entered, the system will prompt you to change the PIN.  You will enter the new PIN twice and then go into the main menu.

There are two greetings the user can setup: the “Busy” greeting (Option 2) or the “No Answer” greeting (Option 3).  After you select the greeting you wish to record, you’re prompted to record the greeting.  After you record the greeting, you will get the option to record a new greeting, listen to the current greeting or use the system greeting.  Once satisfied with the greeting, you can exit the voicemail portal.

Auto-attendant

To record your own auto-attendant greeting, you will also dial 9999 from any phone on the Nextiva system.  When the voicemail portal begins, press the * key.  When it prompts for the mailbox ID, press 9999 again.  You will be prompted to enter the PIN.  It should be 0000 unless you have previously changed it.  The prompts will ask if you are recording an auto-attendant greeting for the business hours or for after hours.  You will be able review the greeting.  Once you are happy with your greeting, you can select that greeting and exit the voice portal.

If you have any questions directly ask an Amazing Service Team member here or email us at support@nextiva.com.

How do I record an auto-attendant greeting on my telephone?

If you are using our Connect product and don't have a microphone, we give you the ability to record the auto attendant greeting via your telephone with a few easy steps.

  1. Log into the Office Manager. You should have received your login from Nextiva when you signed up. In the case that you lost it, please contact Nextiva Support to reset it.
  2. Click on Default -> Employees under the Site left navigation bar.
  3. Click on Edit for the default employee that Nextiva creates for you when you sign up.
  4. Click on the Outside Line drop down box and check on the telephone number that you purchased when signing up.
  5. Click Save

You are now ready to make recordings! To record your greeting, simply pick up your telephone and call your Nextiva phone number. If you don't remember your phone number, you can get it by re-logging into your office manager at https://manage.nextiva.com.

If you want multiple greetings, you can do so by calling your number multiple times and leaving multiple voicemails. Once you are done with all your greetings, you can go ahead download them to your computer. You can do so by going to https://portal.nextiva.com. In most cases, you can use the same login as you did for your office manager. If you can't login with the same details, please contact Nextiva support for assistance.

  1. Once logged in, click on VoiceMail on the right navigation menu. You should see your voicemails you recently added. You can save them to your computer by clicking on the New Messages link.
  2. To save the recording to your computer, you can click on the speaker icon under Listen and click Save As.
  3. The last step is to upload your recordings to the Office Manager. Please go back to the office manager at https://manage.nextiva.com and click on the Auto Attendant link under Sites. Under the Greeting it gives you the ability to upload your own greeting. Click Browse, find the WAV file you downloaded from your portal (Usually called voicemail.wav) and click Save.

Once you save, your auto attendant now has a greeting! If you only have one DID, please make sure to remove your phone number from your 'Temporary' employee under 'Employees' and assign it to our Auto Attendant. If you have any questions or problems with uploading your own greeting, please contact Nextiva Support at support@nextiva.com

Do you provide professional auto-attendant recordings?

Yes. With Nextiva will record one professional greeting for your business at no cost to you. Any additional recordings beyond that will be billed to your Nextiva account at $25 per each individual recorded file. We can record business greetings, voice mail messages and any other recorded messages you may need for your business. Nextiva recordings are done with a male or female voice, or you can use a computerized voice for the recording if you wish.

Below are some simple scripts and sample recordings of our voice talent:

  • Thank you for calling "business". We are so sorry to have missed your call.  To leave a message, please press 1. For an employee directory, press 2. For sales, press 3. For customer service, press 4. Again, thank you for calling and have a great day!”
  • You have reached "Business": the leader in _____. To reach our sales department, press 1. To reach etc.. Thanks again for calling, and have a wonderful day!”

Nextiva offers the following voice options for a professional recording:

Please send script requests and any other notes about your recording to support@nextiva.com, and we will reply with your attached professional voice recording within 24 to 48 hours. If you have any questions, ask an Amazing Service Team member here or email us at support@nextiva.com.  




 
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