Setting up Incoming Call Greetings - Virtual Receptionist
The Virtual Receptionist will answer incoming calls professionally and automatically transfer them to an appropriate department or person. To set up the system greetings for incoming calls, you have four options:
A. Text to Speech: Type your message and the built in text to speech voice will convert and announce your greeting
B. Upload Your Own File: Record your own greeting and upload it to the system
C. Choose From Existing Recordings: Choose from recordings already preloaded
D. Record It Over the Phone: Record the greeting message yourself over the phone
To navigate to the Virtual Receptionist:
- From the Smart PBX App, navigate to the Main Number tab
- Click on the Incoming Call Handling Menu (Notice you are defaulted to the Open Hours option)
- Click on the Virtual Receptionist Gear Icon
Text to Speech
- Start by entering the main menu selections for call flow
- Type your greeting based on the main menu options you set up and click update
- Click Save
! Repeat this process for After Hours and Holidays options
Upload Your Own File
- Start by entering the main menu selections for call flow
- Record and save your own greeting in mp3 format based on the main menu options you set up
- Click on Choose File and select your mp3 recording from your computer file and click update
- Click Save
! Repeat this process for After Hours and Holidays options
Choose From Existing Recordings
- Start by choosing an Existing Recording already loaded to the system from the drop-down menu
- Ensure your Main Menu options mirror what the recording says
- Click Update
- Click Save
! Repeat this process for After Hours and Holidays options
Record It Over the Phone
- Start by entering the main menu selections for call flow
- Pick up a phone registered in this account
- Dial your office main number
- Enter your unique PIN when prompted
- Record your greeting mirroring the main menu selections
- Click Save
! Repeat this process for After Hours and Holidays options