02/15/18 20:29 PM  

RingCentral Multi-Site Support: Configure Auto-Receptionist

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SummaryHow do I configure Auto-Receptionist when Multi-Site support is enabled?
Details

Auto-Receptionist or “Auto Attendant" enables calls to be answered automatically with the default or a personalized recording (record your own). With RingCentral Multi-Site Support enabled, each site will use the Multi-level IVR and its own General Settings that can be managed from the Auto-Receptionist view.

Click on links below to learn more.

See related articles:

Multi-level IVR Overview
Adding Key Press Assignments to an IVR Menu
Setting up the Multi-level IVR
Importing or Recording an Audio Prompt in the Prompts Library


How to access the Auto-Receptionist > General Settings?


Step 1:

Log in to the RingCentral Online account.


Step 2:

On Phone System, click Auto-Receptionist.

Click Auto-Receptionist.


Step 3:

On the General Settings tab, select the Site that needs to be configured.

On the General Settings tab, select the Site that needs to be configured.


Step 4:

There are 3 General Settings that can be configured.

There are 3 General Settings that can be configured.


Site Hours: Configuring the Office Hours of the Site

Select 24 hours / 7 days a week if you want incoming calls handled the same way all the time, every day. Select Custom Hours if you want incoming calls handled differently when your business is open and when it’s closed.


Step 1:

Click Site Hours.

Click Site Hours.


Step 2:

Select 24 hours / 7 days a week or Custom Hours.

If you selected 24 hours / 7 days a week, click Save.

If you selected 24 hours / 7 days a week, click Save.

Go to Step 3 if you selected Custom Hours.


Step 3:

Set the schedule for each day manually, then click Save.

You can also click Copy to Weekdays if you have the same hours of operation from Monday to Friday. Click Save.

Set the schedule for each manually, then click Save. You can also click Copy Settings to Weekdays if you have the same hours of operation from Monday to Friday. Click Save.


IVR Settings: Configure which menu should be connected if someone calls the direct number.

This section lets you configure the following settings:

IVR Settings

Top Level IVR Menu 

Incoming calls to site number will be connected to the following top menus.

NOTE: If the Site Hours is set to 24 hours / 7 days a week, you only need to configure the Site Hours Top Menu.

If the Site Hours is set to Custom, you will need to configure both the Site Hours Top Menu and the After Hours Top Menu.

Custom Answering Rules

You can create custom rules for special routing during holidays, specific time of the day (e.g. lunch break) or for special callers.

See Admin: Set up the Advanced Call Handling feature for information on configuring Custom Answering Rules.

General IVR Settings

Specify general navigation keys. All the menus will follow these settings unless you overwrite them on an individual menu level.

See Multi-level IVR Overview for information on configuring General IVR Settings.

Site Fax/SMS Recipient

Select the extension below to receive all faxes and Business SMS when connecting incoming calls to site numbers to IVR menu with Multi-level IVR enabled.


Click on links below to learn more.

Top Level IVR Menu
Site Fax/SMS Recipient


Configuring the Top Level IVR Menu


Step 1:

Click IVR Settings.

Click IVR Settings.


Step 2:

Click Select IVR Menu.

Click Select IVR Menu.


Step 3:

Select the top level IVR menu from the list, then click Done.

Select the top level IVR menu from the list, then click Done.

Go to the Regional Settings: Configuring the Site time zone, language preference section if the Site Hours is set to 24 hours / 7 days a week.

Go to Step 4 if the Site Hours is set to Custom.


Step 4:

Click Select Extension.

Click Select Extension.


Step 5:

Select the top level IVR menu or extension from the list, then click Done.

User-added image

 
Configuring the Site Fax/SMS Recipient settings


Step 1:

Click Select Extension.

Click Select Extension.


Step 2:

Select an extension from the list, then click Done.

Select an extension from the list, then click Done.


Step 3:

Click Save.

Click Save.


Regional Settings: Configuring the Site time zone, language preference.


Step 1:

Click Regional Settings.

Click Regional Settings.


Step 2:

Set the Time Zone, Home Country Code, Greetings Language, Time Format, User Language, and Regional Format.

Click Save.

Set the Time Zone, Home Country Code, Greetings Language, Time Format, User Language, and Regional Format. Click Save.

 

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