As part of the new phone service structure, you will have the ability to create, edit, and delete Auto Attendants.
Note: Users who previously had access to update tracking numbers from the old phone service structure will have access to this feature.
If additional user group needs to have access to this feature, please inform the Support Team by submitting a Support Ticket at support.propertyvista.com as additional permission is required to be enabled.
Below are the step-by-step procedures on how to create, edit, and delete Auto Attendants:
Note: A Greeting file is required if the Auto Attendant needs to play a recording/whisper before providing the routing options. If there are no existing Greetings (recording), follow the steps in Adding Greetings for Tracking Numbers.
Creating Auto Attendant
1. From Lead Managing’s Dashboard page, click on Settings
2. Click Start Managing under Tracking Numbers
3. Click the Auto Attendants tab
4. From the Auto Attendants tab, click Add New Auto Attendant
5. Name your Auto-Attendant (name must be unique)
6. Select a Greeting Type value
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- Optional Step:
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a. If Text is chosen, type the message that you need the Auto Attendant to say
b. If File is chosen, select a Greeting file
Supported file types: .mpga, .wav, .mp3 with a maximum file size of 25MB or maximum duration of 40 minutes
7. Fill out the Auto Attendant Options
Note: There should be at least 1 option but not more than 3 for each Auto Attendant. Click “Add Option” as needed.
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- Number - This is the digit that the caller dials from their phone. This helps us identify:
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a. Where to route the call AND
b. Who is the caller (Contact Stage - Prospect or Tenant)
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- Call Type - Select from the following:
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a. Auto Attendant - If you wish to route to an existing Auto Attendant
b. External Transfer - If you wish to route to an existing External Transfer
c. Ring Group - If you wish to route to an existing Ring Group
d. Route - If you wish to route to an existing Route
e. Direct Line - Direct Lines are similar to External Transfers but won’t require users to tie a Name to the Phone Number. This is to be used sparingly, such as in cases where the leasing agent needs to be a temporary direct line within a given schedule.
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- Dynamic 3rd Column
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a. This column will adjust based on the selected Call Type. This is where users can select or add the specifics of the chosen Call Type.
b. If the Call Type selected is Direct Line, users are required to enter a valid Phone Number here.
8. Once the Options are filled out, click Submit
9. The Auto Attendant record will now reflect on the Auto Attendants table and can be used as an option to another Auto Attendant or as part of a Route
Editing Auto Attendant
1. From the Auto Attendants tab, click Edit next to the auto attendant record you wish to update
2. Update the necessary fields:
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- Auto Attendant Name
- Greeting Type
- Options
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3. Click Submit to update the Auto Attendant
Deleting Auto Attendant
1. From the Auto Attendants tab, click Delete next to the auto attendant record you wish to update
2. A prompt will appear confirming if you are sure to delete the Auto Attendant, click OK
3. Deleted Auto Attendant will be removed from the list