Previously, we published a series of posts on setting up your menu system. In this post, I’d like to combine that series to give you the key steps you need to set up your company’s menu (IVR) system.
In short, here are the steps for setting up your menu system:
- Create a greeting for your menu that tells callers the various number prompts to enter to reach specific employees/departments.
- Create a menu system and set the greeting you created as the outgoing message.
- Configure the call forwarding rules for your menu number prompts.
- Forward your Phone.com number to your menu.
1. Creating a Greeting
To create a greeting, go to Configure and select Add A Greeting. You will want to use one of the options to record a greeting—either text to greeting, record from phone, or upload a file. Once your greeting is finalized, save it. For a more detailed explanation, please see our Adding A Greeting guide.
To create your menu, go to Configure and select Add A Menu. Give your menu a unique name and assign the greeting that you created in Step 1 as the outgoing message. Click Continue to proceed to configuring the number prompts.
After selecting Continue on the Add Menu page, you will now be on the Edit Menu screen. You have number prompts 1-9, 0, #, and No Input to configure to your liking. Select the edit box next to each button prompt and set up unique forwarding rules for each selection. For a more detailed overview, please see our Add A Menu guide.
The final step is forwarding your Phone.com number to the new menu you just created. Start by going to Configure and select Manage Numbers. On the Manage Numbers page, click the edit box next to the phone number for which you want to define forward settings. On the next page, select the edit box next to Number Action. You are now on the Call Handling Rules page for your number. You will only need one action, which is Goto Menu. Select Save Rule Settings to complete this step.
After following these steps, you will have completed the full setup process for creating and activating your menu system. If you want to only forward to your menu during business hours, I would recommend reading our guide on Creating A Schedule.
Thanks for tuning in and we’ll see you next Monday for some more Phone.com knowledge!