Managing auto receptionists


 

Auto receptionists answer calls with a personalized recording and routes calls to a phone user, call queue, common area phone, or voicemail. You can also set up an auto receptionist to route to an interactive voice response (IVR) system to allow callers to select routing options.

After creating auto receptionists, you can change each auto receptionist's settings.

This article covers:

Prerequisites for managing auto receptionists

How to customize the main auto receptionist

After completing the initial setup of Zoom Phone, it will create an auto receptionist (named Main Auto Receptionist) and assign it to the main company number. All calls to the main company number will be answered by the main auto receptionist.

Note: If you have multiple sites, Zoom Phone will automatically create a main auto receptionist for each site. Calls to the main company number will be answered by the main auto receptionist of the main site (the first site you create after enabling multiple sites).

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Auto Receptionists.
  3. Click an auto receptionist that displays Main Auto Receptionist after its name.
  4. Change the auto receptionist settings as needed.

How to change the main company number in the main auto receptionist

If you have a main auto receptionist with more than one direct number, you can change which phone number is used as the main company number.

You can also re-assign a phone number from another phone user, call queue, auto receptionist, common area phone, or Zoom Room.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Auto Receptionists.
  3. Click an auto receptionist that displays Main Auto Receptionist after its name.
    Note: If you have multiple sites, each site has it own main auto receptionist. However, the main company number only belongs to the main auto receptionist of the main site. You can see your main site in the Company Info page.
  4. Click the drop-down menu to change the main company number. You can either:
    • Choose from numbers assigned to the main auto receptionist. The previous main company number will remain assigned to the main auto receptionist.
    • Click Select an unassigned number and choose a number from the list of unassigned numbers then click Confirm. You can also click Get Numbers to purchase phone numbers.
      Note: The previous main company number will become unassigned. You can re-assign the number that was previously the main company number.

How to create a new auto receptionist

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Auto Receptionists.
  3. Click Add.
  4. Enter the following information:
    • Site (only visible if you have multiple sites): Select a site for the new auto receptionist.
    • Name: Enter a name to help identify the auto receptionist.
    • (Optional) Specify a template to be assigned to Auto Receptionists: Select this option to create a template from the auto receptionist you are creating.
  5. Click Save. 
  6. Change the auto receptionist settings as needed.

How to delete or duplicate an auto receptionist

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Auto Receptionists.
  3. To the right of the auto receptionist's name, click the more icon (...), then click one of these options:
    • Duplicate: Set up a new auto receptionist by duplicating an existing one. All settings will be copied from the original except for the extension number, phone numbers, and display name.
    • Save to template: Create a template from this auto receptionist.
    • Delete: Delete the auto receptionist. Any phone numbers assigned to the auto receptionist will become unassigned.