Virtual Receptionist

A Virtual Receptionist is a sophisticated tool that prompts callers to select from a phone menu. The automated recordings play as soon as a caller dials into a company number, and informs the caller which number to press to reach the desired extension. Recordings can be updated from the Administrator User Interface, and multiple Virtual Receptionists can be created and implemented for non-business hours, or during holidays.

How Many Virtual Receptionists Can I Have?

There is no limit to the number of Virtual Receptionists you can create in your Vocalocity account. The Virtual Receptionist is a free feature that is included with every unlimited extension account. Virtual Receptionists can be configured by the Account Administrator, or with the help of our Customer Care team. The feature is easily managed from the Account Administrator web portal. Account Administrators can configure the hours at which certain Virtual Receptionists are active, and the extensions that different menu choices reach. 

Most major companies have a Virtual Receptionist in place when a customer calls their main company number. The phone menu asks them to dial a number based on the services they seek. This automated process quickly filters callers to the appropriate destination, rather than requiring an employee to answer the phone, ask what extension is desired, and then make the appropriate transfer. 

How Do I Use Virtual Receptionist?

Even for a very small business or sole proprietorship, a Virtual Receptionist is a valuable tool that can streamline efficiency. The feature fills the role of a receptionist who answers the phone and directs calls to the correct extension. Often times callers are trying to find out store hours, get directions, or obtain general information that doesn’t require speaking to an employee. Many Vocalocity customers have set up Virtual Receptionists to answer the most common questions, streamlining their business and allowing employees to focus on other tasks.

Many small businesses may not be able to afford a full time receptionist to handle incoming calls. Fortunately this feature performs many of the call routing functions of a receptionist, but without the full time salary. This feature replaces the role that switchboard operators and desk receptionists used to fill with call answering duties.

For small businesses, a Virtual Receptionist provides an added level of professionalism. Even with a sole proprietorship, a Virtual Receptionist can be effective at pre-screening callers. A business can setup the phone menu to prompt callers to press 1 for sales and 2 for support. The same phone can ring but with different line appearances, and with Vocalocity’s Call Tag feature, you can instantly know the reason for the call, thanks to our ‘Call Tag’ feature. This degree of professionalism gives even a very small business a much larger appearance, and helps to power small business.