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

How do I set up a holiday schedule for my Auto Attendant in Virtual Office Configuration Manager?

Note: To set up a holiday schedule for your Auto Attendant in Account Manager, the legacy version of Virtual Office Configuration Manager, click here

Auto Attendants easily route your calls and can be set with a holiday-specific greeting. You can choose to select a schedule adjusted for holiday hours or carry over the rules set for regular business hours.

The call handling menus will operate according to the opening and closing hours of your business as well as the hours specified in any holidays or exceptions you have added to your schedule. You can create multiple schedules, so make sure the one you choose or create has the correct time zone and holidays listed before you proceed. 

Set Up an Auto Attendant Holiday Schedule

Setting Up a Holiday Schedule

To set up a holiday schedule

  1. Log in to VO Configuration Manager.
  2. Click Auto Attendants.
  3. Create a new Auto Attendant profile or click More Options (three dots) to the right of the Auto Attendant you wish to edit.
  4. Click Edit in the pop-up menu.
  5. Click the Select a Schedule field to bring up a menu of previously created schedules. Select Create Schedule.
  6. Select whether your business will be Open or Closed for each day of the week.
  7. If your business will remain open, use the drop-downs in the Time Range column to select the hours of operation.
  8. Click Save.

Marking a Holiday on Your Calendar

To mark a holiday on your calendar

You can designate future dates as holidays or exceptions and determine your hours of operation for these dates. Exceptions allow you to add other dates in the future where your company will operate outside of business hours.

  1. Scroll down to Holidays and click Add a Holiday. To add an Exception, scroll down to Exceptions and click Add an Exception.
  2. Enter the name of the holiday under Name.
  3. Select the date of your holiday on the calendar.
  4. Select whether your business will be Open or Closed all Day.
  5. If your business will be open, select your opening and closing time under Time of Day.
  6. Click Save

Managing Holiday Schedule Rules

To manage holiday schedule rules

  1. Log in to VO Configuration Manager.
  2. Click Auto Attendants.
  3. Click More Options (three dots) to the right of the Auto Attendant you wish to edit.
  4. Go to Call Handling Menus and select the Holiday tab. Then select the Open HoursMenu or Closed Hours Menu.

Note: You need to select a Site for your Auto Attendant before you can view the Call Handling Menus.

  1. If you want to use the same rules in your Open Hours Menu, select Use Weekdays Open Hours Menu. Your Closed Hours Menu options and greeting are also available for use in your Holiday Closed Hours Menu. To set up holiday-specific rules for opening and closing hours, select Define Custom
  2. Click Add Key to create scheduling rules for specific keys.
  3. Select the Key users will press to complete an action from the menu.
  4. Select any of the actions below. Callers can complete these actions by pressing the key associated with them.
    • Go To
      • Submenu: Create a separate menu within your main menu.
      • Voice Mail System
    • Action
      • Repeat Menu
    • Transfer To
      • Auto Attendant: You must have two Auto Attendants to use this option.
      • Call Queue
      • User
      • External Number: This can be used for any third party services, such as contact centers.
      • Ring Group
    • Dial By
      • Company Directory: Users must be added to the company directory to be selected. All new users are pre-set to be added to the company directory.
      • Name: This allows a caller to dial users in the company directory by name. For more details on setting up this option, click here.
      • Extension
  5. Click Save in the Add a New Key window.
  6. Save your Auto Attendant profile.

Manage Auto Attendant Holiday Greetings

 You can create a custom greeting for your Holiday Open Hours Menu or Holiday Closed Hours Menu. Also, you can skip the Auto Attendant greeting by clicking Skip Playing Prompt in the Holiday Open Hours or Holiday Closed Hours menus. This can be used to route callers directly to your voicemail or another number.

Recording Special Holiday Greetings

To record special holiday greetings

  1. Log in to VO Configuration Manager.
  2. Click Auto Attendants.
  3. Click More Options (three dots) to the right of the Auto Attendant you wish to edit.
  4. Go to the Call Handling Menus section and select the Holiday Open Hours Menu or Holiday Closed Hours MenuNote: You need to select a Site for your Auto Attendant before you can view the Call Handling Menus section. 
  5. Select Play Audio.
  6. Click Select File.
  7. Click Create Audio Files.
  8. Select By Calling a Number to Record
  9. Enter the Name and the Phone Number or Extension you wish to record your initial greeting on.
  10. Click Call Now and follow the instructions. 
  11. Click Save.

Uploading Special Holiday Greetings

To upload special holiday greetings

  1. Log in to VO Configuration Manager.
  2. Click Auto Attendants.
  3. Click More Options (three dots) to the right of the Auto Attendant you wish to edit.
  4. Go to Call Handling Menus and select the Holiday Open Hours Menu or Holiday Closed Hours Menu.
  5. Select Play Audio.
  6. Click Select File.
  7. Click Create Audio Files.
  8. In the menu, select By Uploading an Audio File.
  9. Enter the Title of your recording.
  10. Click the center of your screen or drag an audio file to the Upload your Audio File window.
  11. Click Save.

Forwarding Calls to an Announcement-Only Greeting

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. Log in to VO Configuration Manager.
  2. Click Auto Attendants.
  3. Click More Options (three dots) to the right of the Auto Attendant you wish to edit.
  4. Click Edit Settings.
     
  5. Adjust the number of seconds the system should wait before taking the next action.
  6. If desired, set the toggle to allow users to Dial an Extension at any Point during the recording.
  7. Set the If user inputs no key, replay menu option to 0. This means that the call will directly route to your external number.
  8. Set the And Then action to Route To.
  9. Select External Number from the last drop-down, and type this number in the Phone Number field.
  10. Click Save in the Settings window.
  11. Save your Auto Attendant profile.