Changing auto receptionist settings in zoom App

The settings for each auto receptionist can be changed after they are created. Learn more about auto receptionists.

Note:

• Manage the settings of an auto receptionist using Zoom Phone role management.
• Control certain features by changing policy settings.
• Customize settings in bulk by using templates.

Prerequisites for changing auto receptionist settings

• Account type: Pro, Business, or Education
• Admin or owner rights
• Zoom Phone

Changing auto receptionist settings

Note:

Role management in Zoom Phone allows a phone user to manage settings for an auto receptionist. In addition, you can modify policy settings so that certain features can be controlled.

1. Log in to Zoom,
2. Select the Phone System Management link from the navigation menu, and then select the Auto Receptionist option.
3. A list of all auto receptionists will appear.
   Click on the Profile button and you will see the following information and options:

• You can change the name of your auto receptionist by clicking Edit beside his or her name.
• Site (only visible if you have multiple sites):
• This is the site in which the auto receptionist is located.
• Extension Number:
• You can edit the extension number of the auto receptionist by clicking the Edit button.
• Number(s):
• Use the Add button to assign your main auto receptionist direct phone numbers. This page features the phone numbers in blue text that are assigned directly to the main auto receptionist.
  Note:
• The drop-down menu on the main auto receptionist indicates the main company number if you’re editing it. The company number for the main auto receptionist can be changed by selecting another direct number in the drop-down menu. The main company number of a company with multiple locations is usually assigned to the main auto receptionist of the main site.
• Time Zone:
• For the Business Hours option below, you can change the time zone by clicking Edit.
• Business Hours / Closed Hours / Holiday Hours:
• During business hours, holidays, and special closing times, you can customize the routing of inbound calls.
• Voicemail:
• Allow your callers to receive voicemail through the auto receptionist.
  Note:
• The Business Hours setting or Closing Hours setting change can be changed to route your calls to the voicemail of the current extension if you want callers to be able to leave messages in it.
• Communications Content Storage Location:
• Organize where Communications Content is stored.

Customizing business, closed, and holiday hours

Calls can be routed by the auto receptionist at times that are convenient for you.

1. To access Zoom’s web portal, sign in
2. To access Auto Receptionists, click Phone System Management in the navigation menu.
3. Choose one of the auto receptionists.
4. Set the following parameters:

• Business Hours:
• The time at which the auto receptionist will answer calls can be altered by clicking Edit. The business hours can be extended beyond 11:30 PM by clicking edit. For example, this could be useful if the auto receptionist is routing calls to people that work night shifts, or to people in the call queue who work night shifts. Additionally, it is possible to set business hours by manually entering a time, such as 11:10 PM, in increments of 10 minutes.
• Closed Hours:
• You can customize how calls are routed out of business hours if you set business hours. Select Edit to customize how calls are routed after business hours.
• Holiday Hours:
• By clicking Manage, you will be able to designate certain days and hours as holidays, in addition to customizing the routing options to suit holidays. There are several ways to do this, such as directing calls directly to voicemail or playing a custom message to tell the caller that the office is away on holiday.

Routing options

During business, close, and holiday hours, you can also customize how inbound calls are handled:

• Greeting Prompt:
• To choose, record, or upload custom audio, click Audio Library or choose a greeting prompt from the drop-down menu. A greeting will be played before the call is routed. A Disable option is also available so that the greeting will not be played.
  Note:
• A secondary audio prompt is available in certain routing options. You will hear the greeting prompt in the response to a routing to an IVR, followed by the voice prompt of the IVR.
• Route to:
• When the greeting prompt is played by the auto receptionist, click Edit to select where the message will be routed to. Calls are sent to the voicemail box of the auto receptionist by default.
  You can select a routing option from the drop-down menu, then specify the route in the text box:
  • Voicemail
    • Leave voicemail to:
    • Send the caller to the voicemail associated with the extension.
      • The extension of the caller (voicemail of the auto receptionist).
      • The user.
      • The auto receptionist.
      • The call queue.
      • The shared line group.
    • Voicemail Greeting:
    • Select, record, or upload your own voicemail message. Before a call is routed, the greeting plays.
      Note:
    • A voicemail greeting set for one extension will override a greeting set for another extension.
    • You can use the phone user’s voicemail greeting instead of picking a different one if you want to route to the phone user’s voicemail.
  • Message:
  • In order to upload or record audio that will play following the initial greeting prompt set above, click Customize.
  • CLICK HERE.
  • Click here to zoom in.
  • Click here to zoom out.
  • Auto Receptionist:
  • Switch to another agent.
  • Waiting list
  • For shared line
  • IVR (Interactive Voice Response)
  • In contact centers
  • External Contact:
  • You can route calls to an external contact if the account has an external user directory.
  • Phone Number:
  • Calls can be routed to an external number.
    Note:
    • An auto receptionist must be assigned a direct number before this option can be enabled.
    • External phone numbers will be charged according to the plan.
    • Ensure you choose the correct country/region in the drop-down menu before adding an external phone number. The drop-down menu appears to have separate entries for some countries with the same country code.