Electronic Receptionist

Electronic Receptionist

£4.99 ex vat

Define how you’d like different calls to be routed based on callers entering a number onto their keypad. Also known as an Interactive Voice Menu, or IVR, include a business greeting and then invite customers to 'press one for sales' etc.

Remember, if you'd like a live receptionist to answer your calls, choose either our Virtual Receptionist or Service Desk packages.

Select & configure

Guiding your calls

Our Electronic Switchboard is a low cost alternative to a Virtual Receptionist. It guides your calls to the right person when the caller selects the relevant option from an IVR Menu.

You choose the menu that works for your business and the caller matches their need with the number in the menu, for example 'For sales, press 1'. The call will then be directed to the right person or a number that you choose.

The Electronic Receptionist is an 'unmanned' service, our Virtual Receptionist and Virtual Service Desk packages offer live call answering along with many more features.

Unique menus

Once you have chosen the Electronic Switchboard, you then build the menu (IVR) that's right for you.

You can choose the titles, departments and numbers the call is routed to, and the prompts from our professionally recorded database free of charge. Alternatively you may wish to record your very own or order tailor made prompts specially for your business using our professional voice artist - these come at an additional cost of £25 for the first 20 words and £1 per word thereafter.

Directing your calls, your way

The Electronic Switchboard allows you to organise your calls how you want them. Using the IVR menu, the calls are diverted to any number you choose for the different options, you can even have calls ring on multiple phones, using simultaneous ringing.

Our routing wizard means you can set the hours you’re available, and when you’re not it will forward calls to a voicemail where you can record a personalised greeting to maintain your professional image.

Call Recording
Interactive Voice Menu
Voicemail Detection
Telephone Number Included
Use Your Own Number
Routing Wizard
Prompt Database
Introductory Greeting
Simultaneous Ringing
Music on Hold
Time of Day Routing

Call Recording

Call Recording comes as standard with your Simply66 Electronic Receptionist and will record each conversation that goes through your service and number.

When a customer dials your number and the call reaches your Electronic Receptionist, the customer will choose a relevant number on their keypad which will route them to an extension or external number, previously set up by you.

As soon as their call is connected to you or another appropriate person within your business via the extension or external number you specified in the routing, it will be recorded.

All of your recordings will go straight into your online archive, giving you an audit trail of interactions with clients which you will be able to access from anywhere providing you have an internet connection.

This enables you to listen to entire conversations with clients and the tone in which they were said; while also giving you proof of call and a tool for quality control monitoring.

Interactive Voice Menu

Use Interactive Voice Menu, also known as IVR, to define how you'd like different types calls to be routed based on callers entering a number on their keypad.

When used in collaboration with the live Virtual Receptionist service, you may choose to route specific types of calls directly to you, while leaving other types of calls to be routed to the live receptionists.

This can be useful if you want to handle a particular type of call yourself.

If sales calls are of particular value to you, you may wish to configure the Interactive Voice Menu so that all sales calls are automatically routed to your mobile, while all other calls are routed to our receptionists for them to deal with, allowing you to get on with your job.

Whether you're a start-up aspiring for a more professional image, or you're a growing business needing the ability to route calls to the relevant people, our IVR is flexible to suit a variety of businesses needs.

Voicemail Detection

With this feature, the IVR system can detect when a call has been routed to your voicemail and then automatically go to the next step within the routing plan so that you don't lose the call.

This means that you can set up your menu to immediately route a call to an external number or a variety of external numbers simultaneously until the call is picked up by a real person, before it is routed to voicemail as a last resort.

Voicemail Detection helps to reduce the chances of a caller being connected to your voicemail and simply hanging up, increasing the chances that they will be connected to a real person who can help with their query.

Telephone Number Included

Each Simply66 package provides you with a UK telephone number as standard, though you can decide to use your own current number should you wish.

If you don't have a dedicated business number you may opt to choose one of ours.

This will give your business a perception of professionalism which can be hugely beneficial if at the moment you just use your home or mobile number, as it's not ideal taking business calls on these numbers and possibly having them on marketing materials or the Internet.

You can choose from a range of 01 and 02 area code numbers covering most UK cities and major towns to give your business a sense of locality – including London (0207) numbers. Alternatively, choose an 03 or 0845 number to give your business a national presence.

Please note if you already have your own number which you would simply like to transfer or forward into our service, you can do that. Click here to read our Help Centre and once there, click Features to bring down the list of options available for you to do this.

 

Use Your Own Number

If you already have a business number that you're happy with but you'd still like to sign-up to our services, you can transfer your existing number to us and get full access to the Simply66 features.

This is called porting your number; the process of moving a number from one provider to another. Simply read this section in the Help Centre for more information on how this process works.

Alternatively you can choose to forward your number to us. You can either choose to forward the number at all times, forward only when busy, only at certain times of the day, or a combination of the latter two.

To do this you'd normally need to get in touch with your telephony provider, but you can read these instructions in our Help Centre for more information.

Please note, if you do not have your own number you can choose one provided by us, free of charge. Click the “Telephone Number Included” icon to read more.

Routing Wizard

The Routing Wizard works in steps and controls the sequence for which you want calls to go through when someone dials your number.

It will start by asking you what you want to do with your call in the first step; for example, you might want to play a welcome message to your caller.

You may then choose for the call to be connected to a number, after which if nobody answers after a specific amount of seconds, you can choose for the call to go to the next step in the routing sequence – this could be to call an external number such as a mobile phone.

Each time you define a new step and save it, the Routing Wizard will ask you what you want to do in the next step. It will continue doing this until you define a step that finishes the routing – the only two steps which will do this are 'hang up' or 'send to voicemail'.

A call will only go to the final step of the routing sequence if it has not been answered in any of the preceding steps.

You can read how the Routing Wizard works by reading this section in our Help Centre.

Prompt Database

Coming as standard with your Electronic Receptionist service is a database of free professionally recorded options for you to use in your IVR menu(s).

These consist of prompts such as “For general enquiries, press one”, “For customer service, press two”, “For sales, press three” plus many more.

However, should you wish, at an additional cost we can have the same professional voice artist record something personal to you and your business.

You also have the option of recording your own messages to use in your IVR menus – these must be in .mp3 or .wav file format and are easily uploaded to your account via your Control Panel.

You aren't required to use all of the menu options: there is no limit as to how many options or levels you wish to use in your menus so you're free to choose a relevant number of options to suit you.

Introductory Greeting

When you opt to use our service you have the opportunity to play a message to your customers when they dial your number, with the Introductory Greeting feature.

Prior to a call being connected, an introductory audio message will automatically play to a caller giving them reassurance that they've called the correct number and that they're dealing with a reputable business.

This feature can also be useful when your business is closed, such as on Bank Holidays, when you can configure a message to play informing callers you're closed and when you will reopen meaning customers are not just left in doubt.

You also have the choice to play music while a customer waits for their call to be connected.

This helps to reinforce your company's professional image and ensures the customer is not left waiting in silence, as this may confuse them into thinking a call has disconnected when in fact it hasn't.

Simultaneous Ringing

This allows you to send your calls to multiple destinations at the same time.

Calls can simultaneously be sent to both your receptionist and a number of your choice – your mobile phone, for example.

You can set how long you want the call to ring on your device for (e.g. 15 seconds), after which if you have not answered it will be forwarded to our live receptionists to handle.

Simultaneous Ringing gives you the peace of mind that if you're too busy to answer a call, or you're not by your phone, a potential opportunity will not be missed because a receptionist will answer on your behalf, in your company name.

So if you're free; simply answer the call. On the other hand if you're fully occupied, leave it to ring and we will answer for you.

Music on Hold

Music on Hold comes as standard across the Simply66 services and is used to help you present a professional image for your business when callers are put on hold.

It wouldn't present the most professional image to your customers if they could hear the person in your company they've called shouting across the room to a colleague for information, therefore, Music on Hold can prevent this situation occurring.

We have a selection of professional hold music which you can choose from, or alternatively you can upload your own should you wish to incorporate your own company branding.

Time of Day Routing

With Time of Day Routing you are in control of how your calls are dealt with when someone dials your number – you can specify routing by day, time and whether or not it's a UK, Scotland or Ireland Bank Holiday.

The feature increases your business professionalism and is easily changed as and when you require through your simple online control panel, with changes taking effect immediately.

It enables you to set your normal business opening hours so that when a call comes in outside of these times, the routing will kick in. This enables you to route all calls outside of your operating hours to an external destination, such as your mobile, for example.

You can configure calls to divert to our receptionists when your line is busy, or if you don't pick up a call after a specific amount of seconds chosen by you.

This means if you're already busy on a call, or you're simply too busy to answer, the call will be diverted to us to handle on your behalf.

Our routing facility ensures you are entirely in control of who answers your calls and when.