Manage car receptionists in the Zoom app

A phone receptionist answers the call by playing a personalized recording and routes the call to the appropriate subscriber, call queue, common area phone, or voicemail. The automated receptionist can also be set up to transfer the caller to an Interactive Voice Response (IVR) system so that they can select an option for routing their call based on their preference.

When you create automatic receptionists, you have the opportunity to change the settings for each of them.

In this article we will discuss the following topics:

  • Customize the main automatic receptionist
  • Changing the main company number in the main collection point
  • Creating a new automatic receptionist

Prerequisites for managing car receptionists

  • There are three types of accounts available: Professional, Business, and Education
  • Account ownership or administrative rights to the account
  • A license for Zoom Phones is required

Customize the main automatic receptionist

Once Zoom Phone is set up for the first time, it creates an automatic receptionist (called the main car receptionist) and associates it with the main company number after you complete the initial setup. As soon as a call is made to the main company number, the main car reception answers it.

Note: Once you create more than one location using Zoom Phone, Zoom Phone will automatically create an automated receptionist for each location separately. If you have multiple locations enabled on your account, you can call the main company number and the main car receptionist at the main location will take the calls.

  1. Sign in to the Zoom web portal with your Zoom username and password.
  2. Select Phone System Management from the menu, then Automated Receptionists from the menu.
  3. If you find an auto receptionist that has the name Main Auto Receptionist after the name, you can click on it.
  4. If necessary, adjust the settings for the automatic receptionist to suit your needs.

Changing the main company number in the main collection point

It is possible to change the phone number used as the main company number on the main car reception if you have a main car reception with more than one extension number.

You have other options such as B. Reassigning a number from another phone user, call queue, auto attendant, public address system, or Zoom Room.

  1. Sign in to the Zoom web portal by entering your email address and password.
  2. To access the Auto Receptionists, click on Phone System Management in the navigation menu on the left.
  3. When the word Main Auto Receptionist appears after the auto receptionist name, click on it.
  4. If you have more than one, there is an automated receptionist for each location. However, this main company number only belongs to a car receptionist at the company’s main location. If you go to the company information page, you can see your main page.
  5. You can change the main company number by clicking on the drop-down menu on the right side of the screen. You have two options:
    • The central car reception will assign you a number to dial from. A central car reception is still assigned to the previous main company number.
    • You have the option to select an unassigned number from a list of unassigned numbers by selecting Unassigned number and then clicking Confirm. If you want to buy phone numbers, you can also click Get Numbers.
    • As a result of this change, the previous main company number is no longer assigned to the company. Alternatively, you can reassign the number that was previously the company’s main number to someone else.

Creating a new automatic receptionist

  1. Sign in to the Zoom web portal by entering your email address and password.
  2. The Automated Receptionist option can be found in the Phone System Management section of the navigation menu.
  3. Add a new item by clicking the Add button.
  4. Here is the information you need to enter:
    • Location (only visible if you have multiple locations): To set up the new auto receive feature, select a location.
    • Name: Please enter a name for the car receptionist so that it can be identified more easily.
  5. Save the file by clicking the Save button.
  6. If you need to make changes to the auto attendant settings, you can do so.

Delete or duplicate an automated receptionist

  1. Sign in to the Zoom web portal by entering your email address and password.
  2. The Automated Receptionists option is located in the Phone System Management menu on the left side of the screen.
  3. Click on the name of the car receptionist you wish to contact.
  4. Click the ellipsis (…) in the right column, and then select one of the following options from the list:
    • Duplicate: You can create a new one by duplicating an existing automated receptionist. The extension number, phone numbers, and extension display name are not copied from the original, but all other settings are retained.
    • Delete: Call queues can be deleted by clicking the Delete button. Once a phone number is assigned to the call queue, it is removed from the queue. If you use the Active Status setting, you can keep the call queue, but you can turn it off.

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