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ANSWERING SYSTEM
Auto-Attendant Operation
59
ANSWERING SYSTEM
Auto-Attendant Operation
58
Turn Auto-Attendant Function On/Off
NOTE: If you are using this phone as a single phone instead of as part
of a multi-phone system, leave the Auto-Attendant Off and see “Set Your
Phone for Single Phone Operation” in SET UP SYSTEM FEATURES.
Press a to switch the Auto-Attendant function on or off (the
default setting is off). The ANSWER light will flash if Auto-Attendant is
turned on.
Auto-Attendant Sequence for Callers
When Auto-Attendant is on, this phone automatically picks up a ringing
line after the pickup time you programmed (see “Set Auto-Attendant
Pickup Delay” in SET UP SYSTEM FEATURES), and plays the appropriate
Auto-Attendant outgoing message.
When a caller enters an extension number after hearing the
message, the Auto-Attendant transfers the call to that extension.
The Auto-Attendant continues to monitor the call after it is transferred. If the
requested extension doesn’t pick up within one minute, the Auto-Attendant
begins to ring all extensions in the group. If the call is not picked up by any
extension within the next two minutes, the call is dropped.
NOTE: If someone at the requested extension picks up the call and
subsequently places the call on hold again, that extension must pick
up the call again within three minutes or the call will be dropped.
This is true each time the same call is placed on hold.
If the caller does not enter an extension number after hearing the
message, the Auto-Attendant waits about 20 seconds and replays the
Outgoing Message for the caller. If the caller still does not enter an extension
number, the message will play a third time.
If the caller still doesn’t enter an extension after the third request, the
system announces “Please wait a moment,” and the caller’s line rings at all
extensions sharing that line for two to three minutes. (The caller hears
silence and the Hold Reminder sounds at the Auto-Attendant phone.) If
the call is not picked up at a ringing extension, the call is dropped.
If the caller presses 0 after hearing the message, the Auto-Attendant
Auxiliary Outgoing Message plays. The caller can then enter an extension
number or not and the Auto-Attendant responds as described above.
You can set this phone to function as the Auto-Attendant for a multi-phone
system. A phone designated as an Auto-Attendant will pick up and redirect
incoming calls to other extensions in the system.
Each Auto-Attendant can pick up only one line at a time, so you may wish
to have more than one Auto-Attendant within your 964 system. You can
designate up to 12 Auto-Attendants in your system. (See “Using Multiple
Auto-Attendants” for further information.)
When you designate a phone to be an Auto-Attendant, you will need to
program the Day and Night Times (see “Program the Day and Night Times
for Auto-Attendant” in SET UP SYSTEM FEATURES). The Auto-Attendant will
use the times you program to determine which Outgoing Message to play.
There are three different Auto-Attendant outgoing messages (see “Recording
an Auto-Attendant Outgoing Message”).
Press 4 to select the Auto-Attendant Day Outgoing Message, which
is played during the Day Time you program. The pre-recorded
announcement is: “Thank you for calling our company. If you
know your party’s extension, you may dial it at any time. For a
directory, please dial zero.”
Press 5 to select the Auto-Attendant Night Outgoing Message,
which is played during the Night Time you program. The
pre-recorded announcement is: “Thank you for calling. We are
currently closed. If you would like to leave a message and you
know your party’s extension, you may dial it now. For a
directory, please dial zero.”
Press 6 to select the Auto-Attendant Auxiliary Outgoing Message,
which is played when an outside caller presses 0 after hearing
the Day or Night Message. The pre-recorded announcement is:
“Please enter the extension number.”
NOTE: If you will be retaining the pre-recorded Auto-Attendant Day and
Night Outgoing Messages, you MUST record your directory of extension
assignments as the Auto-Attendant Auxiliary Outgoing Message. (See
“Recording an Auto-Attendant Outgoing Message” for instructions.) If
you do not record your directory of extension assignments, callers who
do not know the extension of the party they wish to reach will be
transferred to all extensions and then dropped if their call is not picked
up within three minutes. (See “Auto-Attendant Sequence for Callers” for
more details.)