Welcome to C-talk.co.nz VoIP with service for NZ businesses
Auto Attendant Setup Guide
The C-talk Auto Attendant feature is a very powerful feature that allows you to setup a professional menu for callers to hear when they call into your business. You can then direct the "options" to staff/users either in your main office, or to remote users, cell phones, or any other valid number for that matter!
First Step: Planning your menu The first (and most important) step in setting up your Auto attendant menu is planning the menu and script for the recording. Decide how many options you're going to have, and who/where these options are going to forward to. Generally more than 5 options is considered a lot.
Once you've decided on your options, then plan out a script about what you're going to say for your menu recording that callers will hear. Once the script is written, you have two ways to record the message:
Recording from your phone
Recording externally to an MP3 file, and uploading that file
Recording from your phone To record the Auto Attendant message from your phone, your phone must be registered with your main number (the number to be used for the Auto Attendant system).
If your phone is registered with a different number, you'll need to change your phone's registration to use the main number. The password is generally the same across a whole account, so usually you can just change the Username/Auth Username in the phone's setup. If you need help doing this, please contact support.
From your phone that is now configured with your Auto-attendant number, dial *22.
As soon as you hear the beep (after a short message), start recording your Auto-attendant message. Hang up when you have finished.
You can listen to the message by dialling *23
If you would like to re-record the message, just dial *22 and record again.
If you changed the registered number on your phone to record the message, remember to change it back.
Uploading an MP3 file If you have recording the Auto Attendant message externally, you can upload the MP3 via the Web Portal. To do this:
Login to the portal, and click the "My Media" link in the left-hand menu
Now choose "Auto Attendant" from the drop-down menu
In the page that loads, click "Choose file" and select the MP3 file, then click "Upload"
Once the file has finished uploading, you can move on to the next step
Configuring the menu options If you are not already in the Web Portal, login now with your main number that Auto Attendant is to be activated on. From the main page (Phone Settings), click on the Auto Attendant link (under Inbound Calls)
Tick the first box "Enable auto attendant feature on this line"
You can then select if you wish to use the Auto Attendant all the time, or only at certain times (see Time Schedules)
You can configure how many times to play the message
The tick box "Connect to your C-talk number as normal..." should generally be un-ticked, unless you are going to continue to register your main number, and wish to receive calls on it (eg. "Hold for reception").
The next boxes are where you put the phone numbers for each option. This may be your extension numbers (eg. 02825506999) or other numbers. Make sure you enter landline numbers with area codes.
Once finished, click "Save options".
Congratulations! Your Auto Attendant should now be configured. Please dial your main number and test that the message and each of the options operate as you expect.