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An Auto Receptionist (Attendant) allows a virtual auto attendant to be able to greet incoming calls and direct them to the right person or department within our organization. This guide is for Admins of a Auto Receptionist(s) that want to know the main settings that they can change for it. These settings can only be configured on the Zoom Web Portal.
NOTE: Initial setup for an Auto Receptionist for your department or team must be completed by Colby ITS.
Getting Started
Login to the Auto Receptionist
1. Navigate to the Zoom web portal via the link - https://colby.zoom.us/profile
2. In the left menu, scroll down to the Admin section, then click to expand Phone System Management.
3. Click on Auto Receptionists.
4. Select the Auto Receptionist you would like to manage.
Profile Tab
Admins can adjust the functions of the Auto Receptionist in this tab. Below, we highlight all of the profile settings that you may need to configure.
NOTE: There are settings in the Profile tab that are configured by Colby ITS. Contact Colby ITS at support@colby.edu for extra guidance if needed.
Changing the Voicemail Prompt / What the Auto Attendant Says
Change the voicemail prompt, also explained or mentioned as the auto attendant. The auto attendant is the menu that the user is greeted with.
1. Scroll down to the Business Hours section.
2. Click the Edit button in the IVR Menu box.
3. Click on Edit to the right of IVR Greeting Audio Prompt.
To add an existing greeting prompt (an asset), follow the steps outlined here.
To Add Audio, follow the steps outlined below.
Text-To-Speech
1. Click the Text to Speech tab.
2. You will then be prompted to enter or select an Asset Name (e.g., Finance IVR), Category (e.g., IVR audio prompt), Language (e.g., American English), and Voice (e.g., Matthew-Male).
3. In the Message to play text box, type the desired message for your IVR audio prompt (e.g, "Thank you for calling. Please press 1 to connect with Mary, or press 2 to connect with John.").
4. To preview your voicemail message, click the Play link in the lower left of the Message to Play section.
5. It's recommended to keep your audio private. Leave the visibility to Personal Audios.
If you would like to share the audio you made with other Admins, set it to Asset Library (Public).
NOTE: Setting an audio to Public allows other Auto Receptionists Admins to be able to select it.
6. When you are satisfied with your recording, click the Add button to save your recording to the system.
Record by Computer
1. Click the Record by Computer tab.
2. You will then be prompted to enter or select an Asset Name (e.g., Finance IVR), Category (e.g., IVR audio prompt), and Language (e.g., American English).
3. Under the Record Audio section, click on the Record button to begin recording your greeting prompt.
4. To stop recording, click the Stop button.
5. To listen to the recording, click the Play button.
To re-record a greeting prompt, click the Record Again link.
6. It's recommended to keep your audio private. Leave the visibility to Personal Audios.
If you would like to share the audio you made with other Admins, set it to Asset Library (Public).
NOTE: Setting an audio to Public allows other Auto Receptionists Admins to be able to select it.
7. Once satisfied with your recording, click the Add button to save your greeting prompt recording.
Choosing Audio from the Asset Library / Choose a Pre-Recorded Prompt
You can use any audio prompts or voicemail greetings you have already created.
1. Scroll down to the Business Hours section.
2. Click the Edit button in the IVR Menu box.
3. Click Edit to the right of IVR Greeting Audio Prompt.
4. Select Choose from asset library.
5. If you have created an audio and set it to Personal, click on the Personal Audio tab.
If you have created an audio and set it to Asset Library (Public), click on the Asset Library tab.
6. Click the bullet point on the left side of the audio you would like to use
7. Once finished, click Save.
Other Settings in the Profile Tab
If you have questions or requests about other settings in the Profile tab that we have not covered, please contact Colby ITS at support@colby.edu.
I still have questions. Who do I contact?
If you still have questions, comments, or concerns, please contact Colby ITS at support@colby.edu.