Auto-receptionists are automated answering systems that manage incoming calls and route them based on predefined rules. Auto-receptionists help to process multiple calls at once, connect callers with the right person or department, and save time for the team.
How to create an auto-receptionist
Open
> Auto-receptionists.Click +Add new auto-receptionist.
Specify the name and click Save.
How to configure an auto-receptionist
After creating an auto-receptionist, a settings window appears. You can also access the receptionist setting by opening it from the list.
Before starting with the auto-receptionist, complete settings in each block.
General
Set Time zone for the auto-receptionist.
Phone numbers
Configure phone numbers for the auto-receptionist services. To add a number, select it from the drop-down list and click Add phone number. You can add multiple phone numbers simultaneously.
Operators
Specify people who gain permission to see the call history and voicemails of this auto-receptionist.
Before assigning operators, make sure you invite them to be DialLink users. To add an operator, select a user from the drop-down list and click Add operator.
Schedule
Here, you configure your company's working hours. During working and non-working schedules, the auto-receptionist follows different scenarios, determined in During open hours and During closed hours settings. Click Change to set the working schedule.
Toggle on 24 hours a day, 7 days a week so that the auto-receptionist always behaves the same way, specified in During open hours.
During open/closed hours
Set up parameters and audios for different scenarios when the caller phones while the company is open or closed correspondingly:
Greeting audio
The first audio the caller hears when they connect to the auto-receptionist.Destination
Choose what happens after the greeting and where the call will be routed. You can direct the caller to:AI agent – Handle the call using an AI-powered virtual assistant.
Auto-receptionist – Forward to another auto-receptionist to create multi-level call flows.
IVR menu – Present an interactive voice menu where the caller can press keys to select routing options.
Ring group – Call multiple users at once; any available user can answer.
User – Send the call directly to a specific team member.
Voicemail – Send the caller to voicemail for later follow-up.