Auto Attendant Operation, Turn Auto Attendant On/Off

Auto Attendant Operation

Auto Attendant

You can set this phone to function as the Auto-Attendant. A phone designated as an Auto- Attendant will pick up and redirect incoming calls to other extensions in the system. Each Auto-Attendant can pick up only one line at a time, so you may wish to have more than one Auto-Attendant within your system. You can designate up to 16 Auto-Attendants in your system. To prevent several units picking up the same call at once, you should assign different pickup delay times for each Auto-Attendant units.

Turn Auto Attendant On/Off

Press the ATTENDANT button to switch this function on or off. The ATTENDANT light is lit when the function is activated.

Auto Attendant Sequence for Callers

When Auto-Attendant is on, this phone automatically picks up a ringing line after the pickup time you programmed, and plays the designated Auto-Attendant greeting. When a caller enters an extension number after hearing the greeting, the Auto-Attendant transfers the call to that extension. If the requested extension doesn’t pick up within 45 seconds, the Auto-Attendant takes the call back and plays the general greeting. If Auto-Attendant unit is in use, the call will be placed on hold.

If the caller does not enter an extension number after hearing the message, the Auto-Attendant waits about 5 seconds and replays the ATTENDANT OGA (out-going announcement) for the caller. If the caller still does not enter an extension number within 5 seconds;

a)the Greeting Only OGA “Sorry, no one is available to answer the call. Please call again.” will be played if the answering system is set to off.

b)the greeting “Welcome to general delivery mailbox. Please leave your name and phone number after the tone.” will be played if the answering system is set to on and mailbox sets to general.

If the caller presses 00 after hearing the message, the Auto-Attendant Auxiliary Outgoing Message plays. The caller can then enter an extension number, and the call will be redirected.

Recording Auto Attendant Greetings

There are three different Auto Attendant outgoing messages. They are Day Greeting, Night Greeting and Auxiliary Greeting.

Day Greeting is played during the time you set as day time. The Default Day Greeting is “Hello, please enter your party’s extension. If you do not know the extension number, press zero (0), zero (0).”

Night Greeting is played during the time you set as night time. The Default Night Greeting is “Hello, please enter your party’s extension. If you do not know the extension number, press zero (0), zero (0).”