The main role of the Virtual Receptionist service is to answer customer calls. It usually welcomes callers with a greeting message before giving them the options to select the user or service they want to reach.
Default System Greeting Prompts
By default, the Virtual Receptionist service plays generic greeting messages followed by menu instructions to select the person or service to reach. The result is something like this:
Hello and welcome to <company name> .
At anytime, say the name of the person or service you want to reach.
For bilingual services, the Virtual Receptionist plays an additional language selection prompt. The language(s) supported are specified in the company profile. Custom greeting messages may be used instead of the default ones. Go to the Uploading Custom Prompts paragraph for more details on how to import and use your own company greeting messages.
Record & Upload Your Prompts
You can record and upload custom prompts for use in your Virtual Receptionist service. Once uploaded, the custom prompts can be used for different purposes: greeting, menu instructions, transfer messages, etc. Here is how you can upload your custom prompts for use in your company Virtual Receptionist service:
- Make sure that your custom prompts have been recorded and saved in a standard .WAV format on your computer.
- From the Virtual Receptionist page, click the Upload Prompts button. An Upload Files window opens.
- Press Browse to select the audio prompts file to upload from your computer. Click Submit to start uploading the selected file to the Evatel Server. If your Virtual Receptionist service is bilingual, then you should select the audio prompt file for each language supported in your company profile.
Repeat the operations above until all your custom prompts have been uploaded. Note that you can always go back and upload other custom prompts at a later stage.
The following generic prompts are installed by default:
- CompanyGreet
Hello and welcome - Open
Please say the name of the person you would like to reach
Selecting Custom Greeting Messages
If you have recorded and uploaded custom greeting messages, you can configure your Virtual Receptionist to use them as follows:
- From the Virtual Receptionist page, in the Greeting Messages section, click the pull-down button to list the available custom prompts.
- Select the audio file to be used as your company's greeting message in the selected language.
- Repeat the operation for the second language if your company's Virtual Receptionist service is bilingual.
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