Account Manager makes it easy tell callers when your business is operating on special holiday hours. Simply select a holiday date on the calendar, record and upload your special holiday greeting, set the appropriate Auto Attendant behavior, and you’re good to go! Your original Auto Attendant settings will revert back to normal business hours and after-hour rules the day after the holiday. (Holiday greetings are in effect for 24 hours at a time.)

Set Up and Manage Your Auto Attendant Holiday Schedule

To Set Up a Holiday Schedule

  1. Log in to Account Manager.
  2. From the top navigation bar, click Phone System.
  3. Under the Phone System menu on the left, click Auto Attendant. A list of Auto Attendant profiles displays in the middle of the page.
  4. In the Auto Attendant Profile column, click Edit on the row of the Auto Attendant name and extension that you wish to edit.
  5. In the pop-up, click Proceed without copy. The Edit Auto Attendant page displays.
  6. Click the plus sign (+) to expand Hours of Operation.
  7. Scroll down to the Holiday Hours (Optional) section.
  8. Click the green plus sign (+) to Add a date to the holiday calendar.
  9. On the blank line in the Date column, click the calendar icon to open the calendar. Select the date you wish to designate as a holiday.
  10. Highlight and click on the date to select it. Note that you can select one day at a time. Holiday greetings operate for 24 hours.
  11. Once selected, the date will display in the Date column. Enter a Description (e.g. July 4th Holiday).
  12. At the bottom of the page, click Save.
  13. Continue below to manage rules and recordings for your holiday dates.

To Manage Holiday Schedule Rules

Next, you’ll want to manage the rules and recordings for your holiday dates.

  1. In Auto Attendant Information, select Holiday Hours Rules and Recordings to display the Auto Attendant Main Menu section.
  2. Under Dialpad Key Settings, set the options for what callers will hear when they select a number in the IVR:
    • In the Press column, select the Key # from the drop-down menu.
    • In the Description column, enter a description of what will happen when the customer selects that key (e.g. Holiday Greeting).
    • In the Call Routing field, use the drop-down menu to select the action that will occur (e.g. Transfer to External Number).
    • In the blank field, input the phone number to which calls will route in 11-digit format (including the numeral 1; no spaces or hyphens).
    • If you have multiple holiday greetings, the active one will appear at the bottom of the list.
  3. Click Save. The Success pop-up window will display. (If you do not see this Success message, your holiday call routing rules will not operate.)
  4. Click OK.
  5. Continue below to manage your holiday greetings.

Manage Your Auto Attendant Holiday Greetings

To Record Special Holiday Greetings

These steps will allow you to record a new voice greeting directly over your phone and add it right to your Auto Attendant.

  1. In the Manage Recordings tab (below Dialpad Key Settings), click Record Recording and follow the on-screen instructions.
  2. You can record greetings directly from your phone. Simply:
    1. Enter your phone number in the box
    2. Click Start Recording.
    3. Follow the IVR instructions.
    4. Click Done Recording when you are finished.
  3. The new greeting will appear in the list of Recordings.
  4. If you are done, continue below to Implement Your Auto Attendant Settings (REQUIRED).

To Upload Special Holiday Greetings

You can also upload existing audio files from your computer to use as Auto Attendant greetings.

  1. Under the Manage Recording tab, click Upload Recording.

  2. Click the Add button.

  3. Locate and select the audio file recording on your computer.

  4. Click Upload.

  5. Review the Electronic Signature text, and click I Agree to certify that you are not uploading a copyright-protected file, and that you have the legal right to use the recording you are uploading.

  6. In the confirmation dialog box, click OK.
    NOTE: Audio files are limited to 10mb and must be in an accepted file format: .au, .wav, .vox or .mp3

  7. If you are done, continue below to Implement Your Auto Attendant Settings (REQUIRED).

To Forward Calls to an External Number With An Announcement-Only Greeting

You can set up your Auto Attendant to greet callers with a message before forwarding the call to a number outside of your 8x8 system.

  1. Click to open the Holiday Hours, Rules and Recordings tab.

  2. Click Additional Options.

  3. From the pull-down menu, select Transfer to External Number.

  4. Enter the Phone Number in 11-digit format (including the numeral 1; no spaces or hyphens).

  5. Adjust settings as desired:

    • Number of seconds the system should wait before taking next action.

    • Allow callers to Dial an Extension at any point during the recording.

  6. Click Save.

  7. If you are done, continue below to Implement Your Auto Attendant Settings (REQUIRED).

Before You Finish

Implement Your Auto Attendant Settings (REQUIRED)

Last, be sure to enable your latest Auto Attendant holiday settings so that they take effect.

  1. From the Phone System menu on the left, select Auto Attendant to display the Auto Attendant profile page.

  2. In the Status column for the selected Auto Attendant profile, click Turn On to implement changes and activate Holiday Hours messaging and call routing.