Automated Attendant

Think of an Automated Attendant as an electronic 'super receptionist', answering calls professionally and courteously - 24 hours a day, seven days a week . You choose the all-important first voice your callers hear. This greeting gives your caller options and instructions which automatically route incoming calls to the desired department or individual, and / or the voice mail system then takes messages - even after hours. At any time a caller can enter '0' for the operator or an extension to reach a subscriber direct and fast. The point and best part is YOU configure the automated attendant - when, how often and to what extent your business will utilize the automated attendant.

Fax Management

The system also has the power to detect, route, and notify you about faxes. If the system hears a fax tone when it answers a call, it automatically transfers the call to the fax machine, eliminating the need for a separate fax number and a costly dedicated line.

ALL Active Voice systems have these
Automated Attendant- Features

Options for using Automated Attendant if, when, and how the system's automated attendant will answer and route incoming calls can be configured depending on the needs of the company.

• No Automated Attendant
  The system is used only as voice mail and the receptionist answers and routes all incoming calls.
• Private Attendant
  The system serves as an automated attendant only to subscribers and outside callers who know the dedicated telephone number for the system. Special customers and vendors can connect directly to the right person, and the receptionist doesn't waste time transferring staff/subscribers into voice mail to check messages while they are out of office. Except for these select callers, the receptionist answers and routes all incoming calls.
• Secondary Attendant
  Overflow calls are routed to the system when the receptionist is busy or unavailable. The system also answers calls dialed directly to the secondary telephone number. The receptionist answers and routes most incoming calls and has backup support to ensure that all calls are answered promptly.
• Primary Attendant
  The main telephone line is routed directly to the system. The automated attendant answers most incoming calls, allowing callers to route themselves directly to the extension they want or press "0" for the receptionist. The receptionist answers and routes overflow calls, and is free to offer more personalized attention to callers who need it most.

Opening Greeting
The system plays a pre-recorded greeting to callers when it answers a call. The greeting is recorded by the company's system manager or by Voice Technologies. The greeting typically includes the company's name, HOW TO REACH: an extension, the operator, or the directory, etc. During the greeting, callers can enter extension numbers, access a directory, or hold for assistance.

Directory Listing
A caller who does not know the extension number can enter the first three letters of the subscriber's name (first or last, depending on how the system is configured) and the system offers the extension number of each match. If there is only one match, the system can then dial the extension automatically. If the extension is not answered or is busy, the system automatically routes the caller to the subscriber's voice mailbox.

Answer Call on First Ring
The system can be programmed to answer calls on the first ring so incoming calls are handled as quickly as possible.

Variable System Schedules
To accommodate organizations with operating hours that vary from day to day, each system can store a set number of schedule ranges. A range consists of a time span and the days of the week that the time span is in effect.

Multiple Opening Greetings
Depending on the time of day and it's schedule, each system can answer a call with one of three opening greetings: day, night, and holiday greeting.

• Day Mode
  On day mode & greeting (normal business hours), offers to route callers to the requested extension.
• Night Mode
  On night mode & greeting (non-business hours), the system also offers to route callers to the requested voice mailbox so they can leave a message. If they don't know which subscriber should receive the message, callers are routed to the public mailbox.
• Holiday Mode
  Your choice of a 'holiday greeting' and callers who need assistance are routed to the operator's voice mailbox to leave messages. Holiday mode overrides day and night mode and is turned on and off manually by the system manager.

Fax Detect, Routing, and Notification
If the system hears a fax tone when it answers a call it automatically transfers the call to a fax machine. Callers can also dial the fax extension during the opening greeting and send a fax manually. This eliminates the need for a separate fax telephone number and a dedicated outside line.

Voice Detect to Operator
Callers who talk during the opening greeting are transferred to the operator automatically. Individuals who call from a rotary telephone can be prompted to respond verbally and be automatically connected to the operator.

Operator Assistance Always Available
The system requires that an extension be assigned to the operator. Touchtone callers can press "0" to reach an operator at any time.

Menu Keys
Each system has menu keys which are easy to program and can be accessed independently. Simple menus can be created to lead callers to frequently requested extensions ("press '1' for sales, '2' for customer service") or pre-recorded information ("press '3' for our current special, press '4' for directions to our office") with the convenience of single-digit dialing.

Call Transfer Option
Subscribers can turn off the transfer of calls from the automated attendant to their extension. Calls are routed directly to the voice mailbox, allowing the subscriber to work undisturbed if necessary.