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One of the most powerful capabilities of a small business phone system is the Receptionist (also known as a phone menu or automated attendant). While a ring-u system can be configured without a receptionist, the ability to have customers and associates effectively reach the right department can have a big impact on productivity.

Open/Closed Receptionist

Any time you navigate to “Configuration”“Receptionist” in the ring-u customer portal, you're going to see the “Open Receptionist” and the “Closed Receptionist”. These are the two receptionists you cannot delete or rename because they are tied directly to your system's defined “Schedule”. If you look under “Configuration”“Schedule”, any hours you see defined are your “Open Hours” when your “Open Receptionist” will be used. During any hours outside of what is defined in the schedule, your system will use the “Closed Receptionist”.

Configure a Receptionist

This example walks you through editing the Open Receptionist. This is the default recording/phone menu that people who call you will hear during business hours (Business hours are defined in the system's schedule which is accessible from the Reseptionist page.). Even though this is explicitly for the Open Receptionist, setting up other receptionists is largely the same procedure.

To configure a receptionist:

  1. Log into the Customer Portal.
  2. Click Receptionist from the Configuration menu on the left.
  3. Here you will see the Open and Closed Receptionists. Click Edit to the right of Open Receptionist
  4. Next, you will type in the greeting people will hear into the Script text box. Remember, this should be informative, but for the sake of your customers' patience, it should also be brief.
  5. Next, choose the Voice Style of your greeting. Robot will convert the text in the Script box to computer-generated speech. To use a Custom Recording (human voice), select an extension to record your message from, and press record. The extension will ring, and after picking it up, you can read aloud the message you've typed in the Script section. When you're finished, hang up.
  6. Now, button actions need to reflect the options you've presented in the Script. On the right are all 10 buttons of a telephone ordered 0-9. For each button, select the drop-down and choose either an extension, group, or receptionist to send the caller to. Do this for every option you've presented the caller with through your Script.
  7. Finally, click Save Changes.

Human Receptionist

So, let's say that you're a business with real people employed for the purpose of answering the phone during business hours. We can accommodate this! Simply define the “Schedule” for the hours your employee will be answering the phones. Then, navigate to “Configuration”“Receptionist”“Open Receptionist”, and click the button labeled “Human Receptionist” that lives right below the box for the “Script” and right above “Voice Style:“. Now, your “Open Receptionist” will have only one way to route calls. Click the “0” drop down under “Send caller to group/extension” and select the phone your human receptionist will be using. Finally, click “Save Changes”. Now, all calls that are directed to the “Open Receptionist” for your defined “Open Hours” will immediately be sent to that phone. For businesses with more call traffic, you can point the “Human Receptionist” to a group of phones instead of just one phone. With this configuration, people who call after hours will still get your “Closed Receptionist”, however, you can also set it to “Human Receptionist”, and from there, can send callers directly to a phone, group, or even straight to a voicemail box.