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Posts Tagged ‘Setting up auto attendants’

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 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




 
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