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How do I set up my Auto Attendant in Virtual Office Configuration Manager?
8x8 Support Knowledge Base

How do I set up my Auto Attendant in Virtual Office Configuration Manager?

NoteClick here for more information on creating an Auto Attendant in Account Manager, the legacy version of Configuration Manager.

Overview

An Auto Attendant can be used in the place of a live receptionist, or to automatically transfer calls. The Auto Attendant is the recording that says, "Press 1 for ___." Your Auto Attendant can even route calls based on time of day for weekends, weekdays, holidays, and business exceptions (e.g., company offsites).

Four Steps to Planning Your Auto Attendant

  1. Identify the calls you want to the Auto Attendant to handle.
    • Should all inbound calls go to through the Auto Attendant, or just those that your live receptionist can’t answer? Is the time of day important?
  2. Choose what menu options callers will have.
    • Will one menu work, or will you need sub-menus?
  3. Decide where to route calls.
    • What should happen to the calls? Should they go to a person, a group, a cell phone? What if a call doesn’t get answered?
  4. Compose the menu script.
    • Do you need multiple language support?

Pre-Configuration Steps

  1. Log in to VO Configuration Manager.
  2. Set up User ProfilesRing Groups, Call Queues, and Extension forwarding settings.

To set up your Auto Attendant

  1. In VO Configuration Manager, click Auto Attendants.
  2. Click + Create Auto Attendant.
    CM - Create AA-434x120.png
  3. Fill in your Auto Attendant Details. The following fields are required to configure your Auto Attendant:
    • Name
    • Site
    • Time Zone
    • Language
    • Schedule
  4. Select Create a Schedule in the Schedule drop-down to set your business hours. This allows you to create different rules to be used during or outside of business hours.
    1. Select whether your business will be Open or Closed for each day of the week.
    2. If your business will remain open, use the drop-downs in the Time Range column to select the hours of operation. This schedule will operate in the time zone selected for the Auto Attendant.
      CM- AA Time Dropdown under schedule-500x147-1.jpg
    3. Click Save.
  5. Select an Auto Attendant greeting. Use text-to-speech to type out a prompt to be read by an automated voice. You can also use the default greeting, upload a pre-recorded greeting, or call a phone and record your greeting
  6. Set rules for your Auto Attendant. These rules will set up the actions tied to specific keys in your Auto Attendant menu.

Note: You must select a site before you can create your Auto Attendant menu.

Configuration Examples

See below for helpful guides to use when setting up your Auto Attendants.

  • Small Office – Set up your Auto Attendant to back up to your live receptionist.
  • Store Front – Use Ring Groups to make all phones ring at once; how to set up group voicemails.
  • Start Up – Use an Auto Attendant and Ring Groups to make your company look bigger.
  • Multiple Language – Use an Auto Attendant to set up sub-menus for multiple languages or businesses.