This guide will show you how to set up a variation of the Auto Attendant Setup, where you can forward your One40 number to your Main Greeting WITHOUT mentioning a menu of Department & Employee Extensions.
For example, in this setup, when your customers call your business they might hear your Main Greeting say something like this:
“Thank you for calling ABC Company. To speak to the next available representative, please press zero now.”
This Auto Attendant Setup has 4 steps:
Step 1: Create Employee Extensions
Step 2: Invite Your Team
Step 3: Add Employee Extensions to Department Ext 0
Step 4: Record & Upload Your Main Greeting
Step 1: Create an Employee Extension for Yourself.
The first thing you'll want to do is set yourself up with your own Employee Extension so you can use the One40 mobile app and customize your personal voicemail box.
Here's how to do it:
1. Log into your phone system and navigate to Extensions.
2. Create an Employee Extension for yourself by clicking “Add Extension”. Enter your name and email address, then select a time zone, and set the permission level to “Admin”. Then uncheck the invitation email and click “Add”. The new Extension will appear in the employee extension list with its Edit Menu open.
3. Set up your Employee Extension to forward calls to your Mobile App. Under General Information, Turn On “Mobile App & Devices”.
4. Download the One40 Mobile App on your smartphone from the Apple Store or Google Play.
5. After you’ve downloaded the Mobile App, open it, and, simply scan the QR code to automatically log in and sync your Employee Extension to the App or enter the login credentials.
6. Scroll down to the section “Forwarding Extensions & Numbers” and delete the default forwarding number by clicking the “trash can icon” and hitting “OK”.
7. Then jump down to the "Voicemail Forwarding" section and enter the email address you would like your voicemails to forward to.
8. Next, got to "Voicemail Greeting". To record a greeting select “New greeting”. Then select “record by computer” this will launch the recording tool. Once you are happy with your recording, save it, and make sure it is selected.
9. Then scroll up and click “Save” to save the extension’s settings.
Step 2: Create and Invite Your Team to Their Employee Extensions
Now that you’ve created an Employee Extension for yourself it’s time to create one for every member of your team.
Here's how to do it:
1. Navigate back up to your list of Employee Extensions and click “Add Extension”.
2. Add the user's information and set the permission level.
Note: Initially, the user will only have the ability to see and control their own Employee Extension when they log in. However, you can make them an Admin tuning this toggle to “On” which gives the user complete access to your phone system with the exception of your billing and account information. As an alternative, you also have the option to give them specific access to manage other extensions in addition to their own Employee Extension.
3. Then make sure the send invite email is checked and click “Add”. This will send an email invitation to the user that’ll allow them to log in, reset their password, sync their mobile app, and manage their own call forwarding.
4. Repeat this process for every member of your team.
Step 3: Add Employee Extensions to Department Extension 0.
1. Go up to your Department Extensions and select “Edit” on Department Extension Zero.
2. Scroll over to the section “Forwarding Extensions & Numbers” and delete the default forwarding number by clicking the “trash can icon" and hitting “OK”.
3. Now you’ll want to add the Employee Extension of every member of your team. Click “Add a Forwarding Number” and then selecting each applicable Employee Extension under "Forwarding Number". You have the option to enter a short description to label each Extension and adjust the ring duration. We recommend 15 seconds. Select "Create".
4. If you click “Edit” on the Employee Extension you just added, you’ll see you also have the ability to adjust the “Forwarding Schedule” which designates what days and times calls can be answered by this specific Employee Extension.
5. Repeat the process until all of our Employee Extensions have been added to Department Extension Zero.
6. Once you’re done adding every Employee Extension, notice you also have the option to control how Department Extension Zero forwards calls to each member of your team: "in order", "random order", or "simultaneously". And you can reorder the list.
7. Next, you’ll want to enter the email address (or addresses) you would like your voicemails to forward to.
8. Then, you’ll want to record and upload a professional Voicemail Greeting. To record a greeting select “New greeting”. Then select “Record” this will launch the recording tool. Once you are happy with your recording, save it, and make sure it is selected.
9. Then scroll up and click “Save” to save the extension’s settings.
Step 4: Record and Upload Your Main Greeting.
Now that your Extensions are created, you’ll need to record or upload your Main Greeting.
1. Navigate to “Settings” and then “Greetings”. Here’s where you can manage your Main Greeting.
Recall the Main Greeting example we started with:
“Thank you for calling ABC Company. To speak to the next available representative, please press zero now.”
When it comes to adding your own custom Main Greeting you have two options:
Option 1. You can record a greeting yourself by selecting “Add your own greeting”. Then select “Record by Computer” and this will launch the Recording Tool. Once you are happy with your recording, save it, and make sure it is selected.
Option 2. Visit studio.one40.com to use our Voice Talent Studio to generate an AI voice recording (Text-to-Speach) or have a professional recording done for you by a Voice Talent of your choice.
Note: We recommend using our Voice Talent Studio so your business makes a great impression when customers call. You can order professional recordings for your Main Greeting, your After-Hours Greeting, and any Department Voicemail Greetings you need. Your first recording up to 140 words is free. And if you need more, you can purchase additional recordings or 140-word blocks for just $40 apiece.
2. Once you've uploaded and saved your Main Greeting, you have the option below to have your recording replay if your caller does not dial an Extension. Or, you can have your recording play once, and if your caller does not dial an extension, after a brief delay, have the caller automatically forward to an extension of your choice.
AND, you're done!
