Auto Attendant How To Guide

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To give your callers, the best experience when calling in we highly recommend setting up an Auto Attendant. This will allow you to quickly move your callers to correct destination, provide information and or promotional information. This will streamline the process of your inbound call flow.

This guide with assist with creating an Auto Attendant for your business phone system. We will provide step by step instructions as well as some examples that you can choose to use.

Auto Attendant How To Guide 1

What is an Auto Attendant Phone System or IVR (Interactive Voice Response)

Your Auto Attendant will greet your called and provide them with options to various destinations such as sales, support our accounting. It is also suggestion to provide answers to common simple questions that callers might be calling for such as:

  • Business Hours
  • Location and Directions
  • Dial by Name

You can also use your Auto Attendant to notify callers about new offerings, promotion or big announcements. This is a good opportunity as you will have your caller’s full attention. Try to make any sales or marketing messages short and sweet. Something that they will remember and want to find out more about.

Auto Attendant How To Guide 2

Things To Know Before Creating Your Auto Attendant Script

Monster VoIP can assist you with creating your auto attendant script, selecting voice talent and providing you with the finished ready to use recording. We offer English, Spanish and many other languages per request.

Sample Auto Attendant Script & Messages

You can use them as is with your company name our take what you like and edit the rest.

Example 1

Thank you for calling Our Company, (perhaps a company slogan or product information here)

If you know the extension of the person you are trying to reach, you may enter it at any time, or press 9 for an Employee Directory.

For Support, press 1

For Sales, press 2

For Accounting, press 3

For our company hours and location, press 4,

or press 0 to speak with an operator

Example 2

Thank you for calling Our Company, (perhaps a company slogan or product information here)

Thank you for calling Our Company. If you know the extension number of the person you are trying to reach, you may enter it at any time

For Support, press 1

For Sales, press 2

For Accounting, press 3.

For a dial by name directory press 9, Or remain on the line to be transferred to the operator

Example 3

Welcome to Our Company, please listen carefully as our menu options have changed, all calls may be recorded for quality assurance or training purposes.

For System Emergencies Pres 1

For Support, press 2

For Sales, press 3

For Accounting, press 4

To speak with an operator, press 0 or just remain on the line. To hear these options again, press *.

Day Voicemail Greeting Sub Menu Options

For Email Help press 1

For Domain Help press 2

For Hosting Help press 3

To go back to the main menu, press pound

Night Voicemail Greeting Sub Menu Options

Thank you for calling Our Company,

Our offices are now closed at this time. If you know the extension number of the person you are trying to reach you may enter it at any time or press 9 for an Employee Directory. For Sales,

For Technical Emergency, press 1

To leave a message in our general mailbox, press 2

Company Information Message

Our business hours are Monday to Friday from 8:30 AM to 6:00 PM Pacific Time. Our fax number is 424-645-0741. You can find us on the web at Monster VoIP dot com, and our email address is Hello @ Monster VoIP dot com. We are located at 15342 Hawthorne Blvd, suite 305, Lawndale CA 90260.

Auto Attendant How To Guide 3

Voicemail

Voicemail is another great place for promoting a product or service. 

Example 1

Thank you for calling the Monster VoIP, serving your business communication needs for over 10 years. Ask us about our new white glove auto attendant service. Please leave your name, company name, phone number and a brief message after the tone, and a representative will return your call shortly (Thank you.

Example 2

This is the General Mailbox for the Monster VoIP, serving your business communication needs for over 10 years. After the tone, please leave a message with your name, telephone number, and the nature of your call. Your message will be forwarded to the appropriate person and your call will be returned as soon as possible during normal business hours. Thank you for calling.

Example 3

No one is available to assist you currently. After the tone, please leave a message, including your name, telephone number, and a convenient time to reach you, and we will return your call promptly. Thank you.

Personal Voicemail

You have reached the voice mail box of John Smith. John is not available currently. If you require immediate assistance, please press zero. Otherwise, please leave your name and telephone number, and he will return your call as soon as possible. Thank you.

Department Voicemail

Technical Support Welcome Prompt

Thank you for calling Technical Support. Your call will be directed to the next available Support Team Member.

Marketing & Sales Delivery Greeting

Hello, you have reached the Sales and Marketing Group. We’re sorry to have missed your call. Please leave your name, phone number, and any other details, and your call will be returned promptly. Thank you for calling. ‘

Sales Queue

Welcome to the Sales department. Please hold for the next available expert. Your call will be handled in the order it was received. To leave a message, press 1. To transfer out of the queue, press 2.

Bi-lingual Voice Prompt Example (English/Spanish)

Thank you for calling XYZ Bank. For online or mobile banking assistance, press 1. Enroll in a new online or mobile banking service, 2. Or, for all other products or services, 3. (Spanish version) Para recibir asistencia con la banca móvil o en línea, oprima 1. Para inscribirse en un nuevo servicio de banca móvil o en línea, oprima 2. O, para todos los otros productos o servicios, oprima 3. 

ACD Messages (Hold Prompts)

These are short generic messages which would serve as stand-alone messages while the caller is “on-hold” OR as part of a promotional message while on hold with music.

First Delay Prompt

All our representatives are busy assisting other customers at this time. Please hold for the next available representative.

Second Delay Prompt

All our representatives are still busy assisting other callers. Please continue to hold, and our next available representative will be right with you.

Option to Hold or Leave a Voice Mail

Due to a high volume of calls, all agents are currently busy. If you would like to leave a message, please press 1. You will retain your place in the call queue, and your call will be returned prior to others on hold. If you prefer to continue waiting, please stay on the line. Thank you.

We hope this guide is helpful. Please feel free to reach out with any question or to find out about our white glove Auto Attendant services.

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