Setting up an automated attendant menu can streamline your business communications and ensure that your customers are directed to the right department or information quickly. Follow these steps to set up your automated attendant menu effectively:

1. First, log into NEWTCF. This is your business phone system PBX configuration portal. Ensure you have administrative access to make changes to the system settings.

2. Navigate to the TN Tab. In this screen, navigate to the Telephone Number line item you want to use for the main menu setup (typically this is the main phone number used when customers first call in to your company). Note that you can set up auto attendants for one or more of the telephone numbers on your PBX.

3. Clicking on the Pencil Icon at the end of the line item will guide you to the details screen of that Telephone Number. The call flow tab is where you will complete your menu setup.

Set up the Menu

To enable the auto-attendant, select the appropriate scheduling option from the drop-down menu:

• Always Enabled: This enables the Automated Attendant to be on 24/7.

• Enabled on… : This enables the Automated Attendant on a scheduled basis. Additional scheduling options (day and times) will appear once this is selected, allowing the operator to answer phones live during some times/days, and not others (when calls will then default forward to your chosen extension).

1. Navigate to the Keypress Options section next to the main menu line item. For Digit 1 (caller presses 1) select the option to send the call to (either a virtual extension previously set up for the basic queue or a ring group, or to the directory, or to a conference bridge, or a single user’s extension etc.). For particular keypress number options that will have a submenu, leave the digit # option blank for now – skip it to reserve it (see below submenu setup).

2. Continue adding Keypress Options for the main menu as desired. Once done, please hit the save button.

Submenu's

If you are adding submenu’s (for instance, the caller presses 1 for sales and is then asked to press 1 for residential sales or 2 for commercial sales), follow the below steps:

1.  Navigate to the next line item called Submenu 1. Add a description (such as “sales submenu”) and then toggle on the “enabled” button. The system will now ask you to update – please hit the SAVE button before continuing.

2. Navigate to the Keypress Options section. For Digit 1 (caller presses 1) select the sub option to send the call to (either a virtual extension previously set up for the basic queue or a ring group, or to the directory, or to a conference bridge, or a single user extension etc.).

3. Please hit the save button! Then navigate back to the Main Menu line item. In the Keypress options there – you can now select the submenu you just created; in the keypress option you left blank earlier.

Once your menu setup is complete, ensure you save and update the PBX. Then proceed to setting up your greetings.

Greeting Prompts

Navigate to the Greeting Prompts section below the keypress options, to record your menu options greeting(or upload your previously recorded sound file) that will be played to callers when they reach the automated attendant. This should include a brief welcome message and instructions for navigating the menu (i.e.: press 1 for the directory, press 2 for sales).

Repeat this process for any submenu's you have created by first clicking on the submenu line item, then navigating down to the Greeting Prompts under the keypress options of this submenu.

Set up Holiday Greetings

This feature allows for multiple greetings to be recorded and enabled to play on pre-determined dates. These greetings can all be pre-set at one time and then used for the various holidays throughout the year. Once these greetings have been recorded with a start and end date and enabled, there is no requirement to re-record for the year. If there are no scheduled holiday greetings to play, or they have expired, the system will play the “Main” company greeting.

Ensure you Save and Update to publish your updates.