Tell callers who they reached.
Your business name, as callers should hear it.
Where live calls go.
- 1Replace [Team Phone Number]
On the Try the Team Line step. Votel flags it until a real number is entered.
- 2Set your business hours
Days, start and end time, and time zone on the same rule. Outside these hours the receptionist takes a message.
- 3Choose the from-number
The caller ID used when forwarding.
Team alerts.
- 1Select an email sender
On the three team emails: new caller, new message and call summary.
- 2Confirm the support address
Team emails go to your account's support email. Make sure it reaches the people who return calls.
Decide how recordings are handled.
- 1Recording on or off
The greeting says calls may be recorded. If you turn recording off, edit that line.
- 2Retention
Decide how long recordings are kept and who can open the link.
Let the receptionist answer common questions.
- 1Add a knowledge base
Services, service area and hours. Without it the receptionist says the team will confirm.
Start the receptionist.
- 1Assign the agent to your number
Inbound calls to that number start the call workflow and, when answered, the summary email.
Prove it with test calls, then go live.
Text version of this diagram
Install the snapshot, set the Company Name, enter the team phone and business hours on the forwarding step, choose the caller ID, connect an email sender and confirm the support address, decide on call recording and retention, add a knowledge base for common questions, assign the agent to the business line, run the acceptance calls, then activate.
A contact is created and the team gets the new-caller email once.
The team line rings; the connection is noted on the contact.
Seven answers on the contact, a team email and a note.
The agent says the office is closed and takes the message.
The agent says the team will go over pricing when they call back.
The agent tells the caller to get somewhere safe and call 911.
The team gets the call summary, and the recording link if recording is on.