How to Add Greetings to Your Auto Attendant

How to Add Greetings to Your Auto Attendant

Auto Attendants

Auto Attendants give your Domain the ability to share information and/or give your caller choices before routing the call to you.   We will set up all of your Auto Attendants for you initially.  After the Auto Attendant(s) are created, you will have the ability to adjust the Greetings and Options of the Auto Attendant. 
  1. There are two types of Greetings that can be set up for your Domain.  These can be combined if needed.  If combined, the Intro Greeting will play first, then the Menu Prompt Greeting will play. 

  2. Menu Prompt Greeting- This Greeting is the Main Greeting for the Auto Attendant. It will play any time that your Auto Attendant is set to be used in the Call Routing. 

  3. Intro Greetings- These Greetings are tied to a Time Frame and only play during that Time.  These are generally used by restaurants and other businesses who would like to play special offers during a specific time of day. 

  4. If your caller knows the option that they would like, they can interrupt the Greeting to reach their destination sooner.  If you have a specific Greeting that you need to play in its entirety (such as "Calls may be recorded"), let us know!  We will set up this type of Greeting for you. 

  5. If you should need to change the Routing options of your Auto Attendant, please contact us.  We will assist you in updating your options to the requested configuration and test your Auto Attendant with you to ensure that it is updated and routing calls properly. 


Changing a Menu Prompt Auto Attendant Greeting

  1. While in your Manager View, click the Auto Attendants Tab. 
    1. You must be in your Manager View to change the Domain's Auto Attendant settings.  If you are not in your Manager View, click Manage Organization or Manage Call Center to toggle.


  2. Choose your Auto Attendant from the list by clicking it. 

  3. You will have the option to play, download, and/or edit the current Menu Prompt greeting. 


  4. Click the Manage Audio edit pencil. 


  5. Your Greeting options will open in a new window.  You may set up a Greeting by using:
    1. Text-to-Speech:  Type out your message. Choose your Voice and click the Play icon to listen to it. Adjust the message if needed. Save.

    2. Upload:  Upload a previously recorded Greeting by clicking Browse. Choose the file.  Type in a Description. Click Upload. 
    3. Record:  You may have our system call you so that you can live-record a Greeting.  Type in a Description. Type in your Extension or phone number, and then click Call.
       
      1. You also have the option of dialing the star code to Record instead.  If you dial the star code from your Extension, you will be able to live record the new Greeting for this Auto Attendant. 
      2. The Star Code is specific to your Domain, Auto Attendant, and Greeting.  The Star Code does not change. You may use the Star Code at a later time to edit the same Auto Attendant Greeting.



Changing an Auto Attendant Intro Greeting

These types of Greetings are primarily used in Restaurants and similar businesses to play a daily special at a particular time.   
  1. We will set up these Intro Greetings initially and will do all updates for you. 

  2. It is recommended that if an Intro Greeting need to be deleted/removed, that you allow Clarity to remove the Greeting.  Incorrect removal of an Intro Greeting can cause the Auto Attendant to not play a Greeting at all or fail to route the call.   If you should need to make an emergency change to your Greeting, follow the below instructions.

Instructions
  1. While in your Manager View, click the Auto Attendants Tab. 
    1. You must be in your Manager View to change the Domain's Auto Attendant settings.  If you are not in your Manager View, click Manage Organization or Manage Call Center to toggle.


  2. Choose your Auto Attendant from the list by clicking it. 

  3. Click the Manage speaker icon next to Intro Greetings. 


  4. Click the Edit pencil icon beside the Greeting that you would like to update. 


  5. You will have the options to change your greeting using the following methods:
    1. Text-to-Speech:  Type out your message. Choose your Voice and click the Play icon to listen to it. Adjust the message if needed. Save.

    2. Upload:  Upload a previously recorded Greeting by clicking Browse. Choose the file.  Type in a Description. Click Upload. 
    3. Record:  You may have our system call you so that you can live-record a Greeting.  Type in a Description. Type in your Extension or phone number, and then click Call.



Need More Information About Your Options?

Try our Portal Guides!  Each Permission Level has a Guide specifically created for them with an interactive Table of Contents so that you may skip quickly to the relevant section. 

Admin/Manager Guides

  1. "Office Manager" Admin Guide
  2. "Advanced User" Admin Guide
  3. "Call Center Supervisor" Admin Guide
  4. "Site Manager" Admin Guide

Only have access to your own Extension?  

Your Extension has access to Voicemail, Profile Settings, Extension Routing, and more!  
  1. "Call Center Agent" Portal User Guide
  2. "Basic" User Portal User Guide


Want to learn more about Auto Attendants?

 

Give our Customer Service Team a call at 1-800-676-3995!   We are available Monday-Friday 8am-9pm EST. 

Prefer to open a Request?  Click here to open a Ticket Request!

We’re here to help you find better, easier ways to run your business.


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