Auto Attendant Setup

In order to configure your auto attendant, navigate to your auto attendant lines listed under the manage lines tab in the customer portal.



Click on the settings button to the right of the auto attendant line.

Setting up a Schedule for Open and Closed Hours:

In order for your auto attendant greetings to play on the proper day and time, a schedule must be set up. The “Schedule” tab contains options concerning when you want your greetings to play.

24/7 Business Hours:

This option is to be used when only one greeting is needed to play regardless of day or time.

Customized Business Hours:

This option allows you to define the hours of the day that your business is open and when it closes.
         

1. Click the check marks to the left side of the weekdays the business is open.
2. Using the two drop-down menus to the right of the selected days, select the open and closed times.
3. Make sure your correct time zone is selected underneath. 
4. Special business hours can be added for days of the year that do not reflect the times that you defined in your weekday schedule above. Click on “Add a Day” to   add    a date with special hours. You may select whether the business is closed or whether it has special hours for the selected calendar day. Click “Add” when finished.
5. Click the “Save Changes” button

Setting up Prompts:

Prompts are for your customer to be able to navigate through the options that you plan to use in your auto attendant. Different prompts can be added for open and closed hours for your business.

Prompt Options:

● Call Queue – This option allows you to route incoming calls to a specific group of extensions. Adding extensions to a Call Queue will ring them simultaneously and the caller hears music while waiting to be connected. A maximum wait time in queue can also be set to route calls back to a menu or voicemail when none of the Call Queue extensions are available to take the call.

● mJB Extension – This option allows you to select an internal number for the caller to be connected to when pressing the selected key. Select the Extension you would like to use in the drop-down menu and click the “SET” button.

● External Number – This option dials any US phone number when the selected key is pressed. Type a phone number in the box that is to be dialed when a caller presses the selected key. Click the “SET” button when finished.

● Repeat – This option repeats the greeting in case the caller needs to review the options given.

● mJB Voicemail – This option routes the caller to a voicemail account from your mJB account. From the drop-down menu, select the mJB extension that the voicemail will be recorded to. Click the “SET” button when finished.

● Hangup – This option disconnects the caller.

● Directory – This option allows the caller to type in the first 3 letters of the last name of a user from the list of numbers on your account.

● Play Announcement – This option plays a recording with information not included in the greeting. For example a restaurant may include their hours of operations, or a shop can announce a sale. You may upload a wav or an mp3 file containing the announcement. Click “Choose a file” and select the file you would like to use from your computer. Click “Upload” when finished


For an example of how a business might choose to lay out the auto attendant prompts for open hours, 1 could be used for sales, 2 for customer support, 3 for billing, 4 for company hours, and 9 to repeat the menu options.

To set up prompts:

1. Click on the “OPEN Hours” section to open up the visual keypad guide if it is not already open.
2. Click on the first number that you would like to use for an option key.
3. Using the list of prompts to the right, select the desired function for that key.
4. Follow the instructions for each of the desired prompts as listed above in “Prompt Option” section of this guide.
5. When finished with your open hours prompts, click on the “CLOSED hours” section below to open up the visual keypad guide.
6. Follow steps 2 through 4 to set up prompts for when your business is closed.

Setting up Greetings:

Greetings are what will be heard when the auto attendant line is called. There are three methods available for creating a greeting.

Methods of Creating a Greeting:

● Text to Speech (Beta) – This option allows you to create a greeting by typing out your message and choosing one of four voices (Joanna, Joey, Kendra, or Kimberly) to read the message. Click the “PREVIEW” button to hear what the greeting will sound like. Click “SAVE” when finished.

● Upload Your Own Greeting – This option allows you to upload a .wav file or a .mp3 file containing the greeting to be used. (Note: The file size must be less that 10 MB in order to upload) Click on the “Choose a file” button and select the audio file from your computer. Click the “UPLOAD” button to place the greeting for use.

● Dial your Auto Attendant and record your message – This option allows you to call your auto attendant line and record your message directly. First, call your auto attendant line. Dial 999, you will be prompted to enter your password (your password will be shown in the second box in diagram). Follow the instructions to record your message and press # when done. Preview your greeting and re-record if necessary. Hang up when your are satisfied with your recording.

Use one of these three methods to record your closed hours greeting as well by clicking on the “CLOSED hours” section below.


Call Logs:

The “Call Logs” tab displays data about all of the outgoing, incoming, and forwarded calls for this line. You have the option to export this data to a spreadsheet by clicking the “EXPORT CALL LOGS” button at the top right.

E911:

The last part of configuring your auto attendant is to add the necessary information to the E911 tab. Fill in the boxes under the E911 Address heading. This allows emergency response services to have the information they need in order to respond in the event of an emergency. Without it, there will be no location information linked to this phone number. It is the customer's responsibility to keep this information updated and accurate.