Virtual Receptionist Page Overview

The Virtual Receptionist page allows administrators to set up and manage automated answering systems for their organization. Here's a detailed breakdown of the key features and elements of this page:

Key Elements

• Virtual Receptionist List: Displays all virtual receptionists within the organization. Currently, the list is empty, indicating that no virtual receptionists have been set up yet. The columns include:

  • Extension: The extension number is assigned to the virtual receptionist.
  • Name: The name of the virtual receptionist.
  • Phone Number: The phone number associated with the virtual receptionist.

• Search Bar: Allows users to search for specific virtual receptionists within the organization.

Description and Actions

• Description: A Virtual Receptionist (VR) is an automated answering system that provides a range of options to direct inbound calls based on preconfigured schedules. You can set up multiple Virtual Receptionists based on your business needs.
• Learn More Link: There is a link to learn more about how to set up and configure a virtual receptionist. 
• Add New: This button enables the creation of a new virtual receptionist, allowing administrators to set up automated answering systems tailored to their business requirements.

Adding a New Virtual Receptionist

When selecting the "Add New" button, administrators can access the Virtual Receptionist Details page to configure the new virtual receptionist. Here are the settings available:

General Settings

• Name: Enter the name of the virtual receptionist.
• Description: Provide a description for the virtual receptionist.
• Virtual Receptionist Extension Number: Assign an extension number to the virtual receptionist.
• Primary VR's Phone Numbers: Select the phone numbers associated with the virtual receptionist.
• Assigned Direct Dial Numbers: View and assign direct dial numbers.

Schedules and Call Flows

• Built-in Schedules: The default schedule (e.g., "Default 24_7") will run when no other schedules are active. This ensures that there is always a valid call flow in place. Clicking the pencil icon will allow you to edit the schedule. 
• Customized Schedules: Administrators can create custom schedules to handle calls differently based on the time of day, day of the week, or specific business needs.

Adding a Schedule

When adding a new schedule, administrators can define the call flow by specifying the following:

• Flow Name: Name the call flow.
• Call Handling: Define actions for incoming calls, such as:
  • Ringing an extension for a specified duration.
  • Adding multiple rules to handle calls in different ways based on the defined criteria.

These features ensure that the virtual receptionist can be tailored to meet the specific requirements of the business, providing a seamless and efficient call management system.