Vocalocity Virtual Receptionist
The virtual receptionist is an automated phone answering system which allows you to set a range of different options for your callers.
Many of our customers set up a simple phone menu that plays 24 hours a day, 7 days a week and routes calls based on department or employees. However, Virtual Receptionists can be setup in a variety of ways to suit all of your needs.
Not into reading? Vocalocity has you covered. Take a look at the video tutorials for the Virtual Receptionist.
And if you have any questions about our other features, please be sure to check all of our videos.
Set Up Your Virtual Receptionist
1. Click the Virtual Receptionist option on the left navigation bar.
2. Click on the default Main Virtual Receptionist.
3. In the first step, you can name the virtual receptionist and assign an extension number.
4. Your main company numbers will appear in the box below. To remove these, or exchange them with other numbers on your account, click on the blue “Add/Remove” button.
5. If you would like to ring a person before the call goes to your virtual receptionist, click “Yes, try this extension” and select the extension from the drop down list.
6. Choose one of the following options to be your new Virtual Receptionist.
- Allows callers to choose from a list of options where they would like to be sent
- Connects callers to an extension with the option to play a greeting beforehand
- Connects callers to an extension's voicemail box with the option to play a greeting beforehand
- Plays a greeting continuously with the option for the caller to dial an extension
- Plays a greeting once with the option for the caller to dial an extension and then hangs up
Create Greeting
There are two ways to get a greeting in place.
1. The first is to click the red record button. Here you can input any phone number. Once you click the dial button, you will receive a call at the phone number you have listed. The system will prompt you with a very simple automated step-by-step process to make the recording. Remember once you have saved the greeting over the phone, you still need to save the greeting in your browser.
2. The second way to get a greeting in place is to upload an audio file in MP3 or WAV format. Any recording can be up to 8 MB in size. Choose the upload option. Now you will just browse your computer as if you are attaching a file to an e-mail. Once you click upload, the greeting will be in place. Remember to Save!
After Hours Virtual Receptionist
By default, the Virtual Receptionist will play 24/7.
1. To set up a different Virtual Receptionist for when your business is closed, click on “Configure Separate Options for Non-Business Hours” on the top right of the Virtual Receptionist, and you're given the option to select your hours of operation.
2. Once you've defined your business hours, you need to setup what happens when people call in after-hours. You now have a blank virtual receptionist to work with.
3. Choose the appropriate options for your after hours.
Manual Schedule Override
Manual Schedule Override will temporarily override your normal Virtual Receptionist settings. You will have several options to choose from.
- Plays only your business hours options and does not go to any after-hours settings
- Plays only your non-business hours options and does not go to regular business hours
- Forwards your calls elsewhere.
- Plays a message you record or upload and then disconnects the call.
- Select the date and time for when you would like your Virtual receptionist to go back to normal settings.
Congratulations! Your Virtual Receptionist has been setup up.
To add new Virtual Receptionists for sub menus
- Click the Virtual Receptionist link on the left navigation bar. Then click “Add New” in the top right corner.