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01 Mar 2018

Auto Attendant Examples

01 Mar 2018

* Take me directly to the Auto Attendant examples.



How iPlum Auto Attendant works?

With iPlum you can add next generation cloud based professional greetings and extensions to any phone number. You can be a solo professional or a business with multiple employees. It is light weight with self setup. Click here to find details.

Can I setup iPlum Auto Attendant on any number?

You have complete flexibility:

  1. Get a new iPlum business number.

  2. Port your existing number into iPlum.

  3. Keep your number with existing carrier.
    Set call forwarding to an iPlum business number where you setup Auto Attendant. Callers can keep dialing your existing number but now they hear new greetings and access your extensions.

Where to enable Auto Attendant?

  1. Login iPlum portal https://my.iplum.com

  2. Click Auto Attendant. First month is free, then $3.99/mo.

  3. Configure Greetings & Call flow as per your requirements described below.

What Caller-ID will show for iPlum Calls?

You can choose to show call Origination Number (default settings) or iPlum Number as the display Caller-ID on the call receiving devices. This option is available in Auto Attendant Settings.

What does System Settings mean?

These are advanced settings which define various timers and count options. Most options you will keep them at their default values.

  • Maximum length of extension digits. Example: If you will be using call extensions like 1,2,3 ..9, you set this value to 1. If you will be using extensions like 101, 102, 103 etc, you will set this value to 3.

  • Invalid extension tries before disconnecting the call. We suggest to keep it at default count = 3.

  • Number of times to play greeting before disconnecting. We suggest to keep it at default count = 3.

  • Ring time interval between sequential numbers. We suggest to keep it at default time = 18 seconds.

  • Display Caller ID. Choose between Origination Number (default) or the iPlum Number.

  • Get Real-time Call Notifications in iPlum App. Check this option if you want to get an alert in your iPlum app whenever there is a incoming call to the iPlum number where Auto Attendant is setup irrespective if the caller selected any extension after listening to the greeting.

Examples to setup your iPlum Auto Attendant and Extensions:


  1. Create Greeting with One Extension ringing to same iPlum Number.


  2. Create Greeting with One Extension ringing to an External Number.


  3. Create Greeting with One Extension ringing to Multiple Numbers (iPlum or External).


  4. Create Greeting with Multiple Extensions ringing to One Number (iPlum or External).


  5. Create Greeting with Multiple Extensions ringing to Multiple Numbers (iPlum or External).


  6. Create Greeting with Multiple Extensions with Directory & Departments.


  7. Create Multiple Tiers of Auto Attendants with Multiple iPlum Accounts Tree Call Flow.


  8. Business Hours – Do Not Disturb Options.


  9. Special cases.




A. Create Greeting with One Extension ringing to same iPlum Number:


Greeting:

Welcome and thank you for reaching Mary’s consulting where we design beautiful houses. Please press one to reach Mary.


Call Flow:

Create extensions:

Ext 1 ; Main iPlum Number (Ring in iPlum App).

Note : To route any unanswered call back to your iPlum voicemail, please configure that extension with “Sequential Ringing (Multiple Numbers)” and add your iPlum number as the last number for that extension. Further you can configure “Do Not Disturb” for that iPlum number (using Utilities in Dashboard) so that the call will directly go to the voicemail without ringing again.

Settings:

Maximum length of extension digits: 1

It is advisable to keep other timers and counts with their default values.




B. Create Greeting with One Extension ringing to an External Number:


Greeting:

Welcome and thank you for reaching Mary’s consulting where we design beautiful houses. Please press one to reach Mary.


Call Flow:

Create extensions:

Ext 1 ; Single Phone Number; Enter any iPlum phone number or an external number.

Note : To route any unanswered call for external number to your iPlum voicemail, please configure that extension with “Sequential Ringing (Multiple Numbers)” and add your iPlum number as the last number for that extension. Further you can configure “Do Not Disturb” for that iPlum number (using Utilities in Dashboard) so that the call will directly go to the voicemail without ringing again.

Settings:

Maximum length of extension digits: 1

It is advisable to keep other timers and counts with their default values.




C. Create Greeting with One Extension ringing to Multiple Numbers (iPlum or External):


Important Note: Within iPlum Call Flow, you have the flexibility to configure your extensions to ring to iPlum numbers or external numbers.

When you get users their own iPlum numbers and install them as 2nd line on their phone, the users will know that this is an iPlum related call with distinct ringtone & visual screen. For adding iPlum numbers in your primary iPlum account use the option “Multiple Account” in Dashboard.


Greeting:

Welcome and thank you for reaching Joe Design consulting. Please press one to reach a sales agent or press zero to reach the operator.


Call Flow:

Create extensions:

Ext 0 ; Send to Main Voicemail.

Ext 1 ; Simultaneous or Sequential Ringing (Multiple Numbers) ; Enter iPlum numbers or external phone numbers or mix of both which you want to ring when caller presses option 1.

Note : To route any unanswered call for any extension to your iPlum voicemail, please configure that extension with “Sequential Ringing (Multiple Numbers)” and add your iPlum number as the last number for that extension. Further you can configure “Do Not Disturb” for that iPlum number (using Utilities in Dashboard) so that the call will directly go to the voicemail without ringing again.


Settings:

Maximum length of extension digits: 1

It is advisable to keep other timers and counts with their default values.






D. Create Greeting with Multiple Extensions ringing to One Number (iPlum or External):


Greeting:

Welcome and thank you for reaching John’s Architecture Company where we help to build office buildings. Press two zero one for new clients, two zero two for design support, two zero three for material support, two zero four for billing and zero to reach operator. Press nine to repeat this menu.


Call Flow:

Create extensions:

Ext 0 ; Send to Main Voicemail.

Ext 201 ; Single Phone Number ; Enter your iPlum phone number or external number.

Ext 202 ; Single Phone Number ; Enter your iPlum phone number or external number.

Ext 203 ; Single Phone Number ; Enter your iPlum phone number or external number.

Ext 204 ; Single Phone Number ; Enter your iPlum phone number or external number.

Ext 9 ; Repeat Greetings.

Note : To route any unanswered call for external number to your iPlum voicemail, please configure that extension with “Sequential Ringing (Multiple Numbers)” and add your iPlum number as the last number for that extension. Further you can configure “Do Not Disturb” for that iPlum number (using Utilities in Dashboard) so that the call will directly go to the voicemail without ringing again.


Settings:

Maximum length of extension digits: 3

It is advisable to keep other timers and counts with their default values.






E. Create Greeting with Multiple Extensions ringing to Multiple Numbers (iPlum or External):


Important Note: Within iPlum Call Flow, you have the flexibility to configure your extensions to ring to iPlum numbers or external numbers.

When you get users their own iPlum numbers and install them as 2nd line on their phone, the users will know that this is an iPlum related call with distinct ringtone & visual screen.

For adding iPlum numbers in your primary iPlum account use the option “Multiple Account” in Dashboard.

For each user you can set their Caller-ID number to use Main Account Number. Configure in Accounts >> Actions >> Profile


Greeting:

Welcome and thank you for reaching APP corporation where we help you with office supplies. Please press one for sales, two for support and zero for operator. Press nine to repeat this menu.


Call Flow:

Create extensions:

Ext 0 ; Send to Main Voicemail.

Ext 1 ; Simultaneous or Sequential Ringing (Multiple Numbers) ; Enter multiple iPlum numbers or external phone numbers or mix of both which you want to ring when caller presses 1.

Ext 2 ; Simultaneous or Sequential Ringing (Multiple Numbers) ; Enter multiple iPlum numbers or external phone numbers or mix of both which you want to ring when caller presses 2.

Ext 9 ; Repeat Greetings.

Note : To route any unanswered call for external number to your iPlum voicemail, please configure that extension with “Sequential Ringing (Multiple Numbers)” and add your iPlum number as the last number for that extension. Further you can configure “Do Not Disturb” for that iPlum number (using Utilities in Dashboard) so that the call will directly go to the voicemail without ringing again.


Settings:

Maximum length of extension digits: 1

It is advisable to keep other timers and counts with their default values.






F. Create Greeting with Multiple Extensions with Directory & Departments:


Important Note: Within iPlum Call Flow, you have the flexibility to configure your extensions to ring to iPlum numbers or external numbers.

When you get users their own iPlum numbers and install them as 2nd line on their phone, the users will know that this is an iPlum related call with distinct ringtone & visual screen.

For adding iPlum numbers in your primary iPlum account use the option “Multiple Account” in Dashboard.

For each user you can set their Caller-ID number to use Main Account Number. Configure in Accounts >> Actions >> Profile


Greeting:

Welcome and thank you for reaching Ivory Coast Mortgage company where we help you with financing. If you know the extension of the person you are trying to reach please enter it now or press one for an available sales agent, two for customer service and zero to reach operator. Press nine to repeat this menu.


Call Flow:

Create extensions:

Ext 0 ; Send to Main Voicemail.

Ext 1 ; Simultaneous or Sequential Ringing (Multiple Numbers) ; Enter multiple iPlum numbers or external phone numbers or mix of both which you want to ring when caller presses 1.

Ext 2 ; Simultaneous or Sequential Ringing (Multiple Numbers) ; Enter multiple iPlum numbers or external phone numbers or mix of both which you want to ring when caller presses 2.

Ext 9 ; Play my repeat announcement.

Ext 101 ; Single Phone Number ; Enter Bob’s iPlum number or his external phone number.

Ext 102 ; Single Phone Number ; Enter Mary’s iPlum number or her external phone number.

Ext 103 ; Single Phone Number ; Enter Debra’s iPlum number or her external phone number.

Note : To route any unanswered call for an external number to your iPlum voicemail, please configure that extension with “Sequential Ringing (Multiple Numbers)” and add your iPlum number as the last number for that extension. Further you can configure “Do Not Disturb” for that iPlum number (using Utilities in Dashboard) so that the call will directly go to the voicemail without ringing again.


Settings:

Maximum length of extension digits:3

It is advisable to keep other timers and counts with their default values.






G. Create Multiple Tiers of Auto Attendants with Multiple iPlum Accounts Tree Call Flow:


Example: A consolidated business has multiple subsidiaries each with its own set of extensions. The caller will dial the main number, hear the greetings, choose the subsidiary and then dial the extension.

  1. Setup separate iPlum accounts for each subsidiary with their own Auto Attendant.

  2. Configure the Primary account Auto Attendant call-flow to above iPlum numbers.

Caution: Make sure you don’t create circular loops in call flow when you setup Auto Attendant Tree.





H. Business Hours – Do Not Disturb Options.


    Example: You have configured Auto Attendant on your iPlum number and your call flow extensions to ring to same iPlum number. You want to take customer calls from 8 AM – 5 PM and automatically route them to Voicemail after-hours and weekends. You can setup Business Hours at iPlum Account/Sub-Account Phone Number.

  1. Go to “Utilities >> Do Not Disturb >> Select the Account/Sub-Account iPlum Number >> Enable Call Ringing (and/or Text & Notifications) >> Set Daily Hours. Here you can setup when you don’t want to receive the customer calls/text. In this case it will be from 5 PM to 8 AM each day and all day Saturday/Sunday.

  2. When the caller dials your iPlum number after-hours/weekends, the Auto Attendant will play your normal greeting and after choosing your extension, it will automatically route the call to your voicemail without disturbing you.

  3. iPlum provides you the granularity to setup Business Hours at each iPlum number level.

  4. You can change Business Hours settings both at iPlum portal & iPlum app.







I. Special Cases


  1. After playing auto attendant greetings, initially dial an external number, if unanswered send to iPlum voicemail:
    Setup extension with “Sequential Ringing (Multiple Numbers)”. Put your external number first and add your iPlum number as the last number for that extension. Further you can configure “Do Not Disturb” for that iPlum number (using Utilities in Dashboard) so that the call will directly go to the voicemail without ringing again.

  2. After playing auto attendant greetings, initially dial my iPlum number, if unanswered send it to an answering service:
    Setup extension with “Sequential Ringing (Multiple Numbers)”. Put your iPlum number first & then the answering service phone number. The call will first ring on your iPlum number and if you don’t answer, it will roll over to the external answering service.



If you have any questions, please contact us .


Helpful links:

How to setup iPlum number online?

How to setup your main iPlum number to ring multiple phones or users?

How to port an existing number into iPlum?

What is iPlum Toll-free number?

What is iPlum Canada number?

How to setup a business team account in iPlum?

How to setup multiple phone numbers in my iPlum account?

How to setup Call Forwarding from iPlum to an external number?

All Q&A