It’s November! Why are we talking about the holidays?!?
We know what you’re thinking. It’s barely been Halloween and already we’re already talking about preparing your business for the upcoming December holiday season.
The Support team at Versature sees it every year. The office manager is about to leave for their vacation to Aruba and then remembers that they need to switch their Auto Attendant and call routing for the decreased staff during the week and frantically calls into Versature. While we’re always more than happy to help you with any and all questions you might have (no matter how close to December 25th it is), we thought it would be a good idea to give a quick tutorial early on on how to change your Auto Attendant for those who like being ahead of the game.
Step 1: Find your Holiday Auto Attendant in SONAR
The first step is to ensure you have a holiday version of your Auto Attendant in SONAR. In the Office Manager view, go to the Auto Attendant tab in SONAR. If your holiday configuration is ready, you should see one called “Holiday Auto Attendant” along with your regular Auto Attendant.
If you do not have one created, please get in touch with Versature’s Support team at 6-1-1 to have one created.
Step 2: Record a New Greeting
Click the “manage audio” button under the Menu prompt to record a new Auto Attendant greeting.
What should I say in the greeting?
The best way to create an Auto Attendant greeting is to think of the people who will be calling in. Are they current customers or potential customers? Do they need immediate assistance or can their question/problem wait until your office is open again? What other information would they like to know? Here’s a list of some of the more common things to include in your greeting:
- Your company name
- A holiday greeting (“Merry Christmas”, “Happy Kwanzaa”, “Xin Nian Kuai Le”, etc.)
- Your holiday hours (if your business is still operational during the holidays)
- When your office will be open again/back to normal hours
- Who to get in contact with if it’s an emergency (an extension for after-hours emergency service, an email address, etc.)
- Other means of communication for non-essential emergencies
Step 3: Choose when your new greeting will become active.
Once you have an Auto Attendant message for the holidays recorded, you need to set when it will become active. Go into the Time Frames tab and edit the Holiday time frame. Add the dates and times and save!
Here’s a common example:
Let’s say you want to close at 1PM on December 22nd and reopen on December 27th at 9AM. You’ll need to add 3 sets of dates to your Holiday time frame. The first one to add is December 22nd 1PM to December 22nd 12AM. The second is December 23rd 12AM to December 26th 12AM. Finally, the third one to add is December 27th 12AM to December 27th 9AM.
With this setup in place, you can easily reuse your Holiday Auto Attendant throughout the year whenever you need to close early. It’s always just a matter of updating your greeting and time frame. Some companies like to record a generic closed message instead of a holiday-specific message and simply add dates to the time frame.
We’re here to help!
As always, don’t forget that our Technical Support team is always available by dialing 6-1-1 from any Versature phone. We’re always more than happy to help you change your Auto Attendant greeting (or any number of problems), or walk you through how to change it yourself more thoroughly.