Implementing an auto attendant phone system on your website can significantly benefit small businesses. This system can reduce costs, enhance call response times, improve customer service, and present a more professional image for your business.
With extensive experience in helping small businesses enhance their online presence, we understand the importance of an efficient phone system.
In this article, we will guide you through the process of setting up an auto attendant phone system for your WordPress site in a few simple steps.
What Is an Auto Attendant Phone System?
An auto attendant phone system is an automated service that answers calls for businesses. It efficiently directs callers to the appropriate department or individual without requiring a live person to answer each call.
You may have encountered an auto attendant phone system when calling a business.
When using an auto attendant phone system, you will hear a pre-recorded message prompting you to press a specific number based on whom you wish to speak with or the reason for your call.
What Do You Need to Set Up an Auto Attendant Phone System for Your Website?
To properly set up an auto attendant phone system, you will need to choose a reliable virtual business phone service provider.
For most small business websites or online stores, simply adding a phone number allows your visitors to easily contact you.
Standard phone services often lack advanced features such as call forwarding, auto attendants, call waiting, and business hours. Additionally, implementing basic features like an auto attendant can be costly.
We recommend Nextiva as the leading business phone service available, trusted by well-known brands such as Taco Bell, YMCA, and the Buffalo Bills.
Nextiva enables you to efficiently manage business calls, set up auto attendants, and forward calls at a significantly lower cost compared to traditional landlines or mobile providers.
Important Note:At CanadaCreate, we rely on Nextiva for all our business phone requirements. You can find more information in our comprehensive Nextiva review, which includes pros and cons.
As a VoIP phone service, Nextiva utilizes the internet for making and receiving calls, rather than relying on traditional landlines.
This not only helps you save money but also provides access to advanced features like auto attendants, call forwarding, call waiting, voicemail, conference calling, and much more.
You also have the option to obtain a toll-free number or select a business phone number from any desired location.
This feature allows you to manage your calls directly from your mobile phone, computer, or traditional desk phone.
In addition to Nextiva, you can explore other business phone services like RingCentral or Ooma, both of which provide auto-attendant capabilities. We recommend Nextiva as it is our preferred choice.
Let’s guide you through the process of setting up an auto-attendant phone system for your website.
How to Set Up an Auto Attendant Phone System
The first step is to create a Nextiva account. During the registration process, you can select a new business phone number or link an existing one to your account.
Once your account is set up, you can easily make and receive calls using your business phone number from any device.
Next, you will set up an auto-attendant phone system for your website.
From your account dashboard, click on the ‘Communication’ menu option, then select the ‘Phone System’ button.
This will take you to a page where you can choose various options for configuring your business phone features.
Then, click on the ‘Call flows’ button.
On the following screen, you will need to create a new call flow.
Simply click the ‘Create New Flow’ button to begin.
If you have previously created call templates for other features, they will be displayed here.
Select the ‘Start from Scratch’ option to begin the setup.
Next, assign a memorable name to your call flow for easy reference.
Then, hover over and click the ‘Phone’ button to proceed.
Enter your primary business phone number in the designated field.
You can also include an extension and additional phone numbers if needed.
After that, click the ‘Save & Continue’ button to save your progress.
Next, click the ‘Add Action’ button to move on to the next step.
A menu will appear, allowing you to select the next action for your setup.
To set up an auto attendant, choose from the options: ‘Phone menu’, ‘Dial by extension’, or ‘Dial by name’.
We’ll choose the ‘Phone menu’ option, which enables you to record a greeting and provide callers with options to reach specific departments or team members.
Next, select the ‘Default Greeting’ from the ‘Greeting’ drop-down menu.
You can also choose to record a new greeting or upload your own audio file.
After that, customize the phone menu options that will be played after your greeting.
Utilize the keypad under the ‘Phone Menu’ to specify the numbers callers will press and the corresponding person or department they will be directed to.
For multiple options, click the number and add the relevant department in the ‘Menu Options’ section.
Next, configure the ‘Advanced Options’ settings.
You can specify the timeout duration, choose an option for connecting to the operator, and enable the option for callers to reach individual team members by dialing their extensions.
After that, click the ‘Save & Continue’ button.
This will return you to your main call flow screen. You need to assign team members and phone numbers to the call options you just created.
Simply click one of the ‘Add action’ buttons.
Then, select the ‘Users and Teams’ menu option.
This allows you to assign the action to a specific team member or department.
Next, choose who the call will ring to, how it will ring, caller ID settings, and more.
Select the best options for your business and then click the ‘Save & Continue’ button.
You need to repeat the same steps for all of the call menu options you created earlier.
After that, you’ll return to your main call flow screen, where you need to click the ‘Add action’ button again to complete your call flow.
Next, you’ll have several options for what happens if no one answers the call.
We will choose the ‘Voicemail’ option so that callers can leave a message if no one is available to answer the phone.
On the next screen, select your voicemail mailbox and message.
Choose the appropriate team or individual from the ‘Voicemail Destination’ dropdown and select the correct department from the ‘Team’ dropdown.
Next, click the ‘Save & Continue’ button.
Repeat these steps for each extension.
When you are done, you should see ‘Call ends’ at the conclusion of your various call flows.
Then, click the ‘Go Live’ button at the bottom of the screen to activate your call flow.
Be sure to test the auto attendant feature to confirm that the greeting and call forwarding function correctly.
In addition to its robust features, one of the best aspects of Nextiva is that it provides team members with a virtual business phone number, allowing them to receive calls only during specified hours while maintaining their privacy.
How to Add a Click-to-Call Button in WordPress
Now that you’ve established an auto attendant phone system, consider adding a click-to-call button to your WordPress website for easy calling with just a click.
First, install and activate the WP Call Button plugin. For detailed instructions, refer to our beginner’s guide on how to install a WordPress plugin.
After activation, navigate to Settings » WP Call Buttonto configure the plugin.
On this page, you can activate the call button and input your phone number.
You can then personalize the button’s appearance and add a floating sticky button that remains visible on your website.
You have the option to control the button’s visibility, allowing you to show or hide it on specific posts and pages.
For greater control over the button’s placement, you can display it manually by selecting the ‘Static Call Button’ menu option.
After that, you can modify the button settings and copy the shortcode to integrate it into your site.
Once you have completed the customization of the plugin settings, be sure to click the ‘Save Changes’ button.
Additionally, you can add a sticky button directly to your pages, posts, and widget areas by utilizing the WP Call Button block.
In the block settings, you can adjust the colors, text size, alignment, and choose to display or hide the phone icon.
When you are done, click ‘Update’ or ‘Publish’ to save your modifications.
Now, visitors will see the click-to-call button active on your website, and they will be directed to your auto attendant phone system when they click it.
For detailed instructions on adding a click-to-call button, check out our comprehensive guide on integrating a click-to-call feature in WordPress.
In addition to a business phone, we suggest incorporating a contact form and options for live chat or an AI chatbot, allowing your visitors to reach out using their preferred communication method.
We trust this article has guided you in setting up an auto-attendant phone system for your website. You might also find our guide on selecting the best website builder and our expert recommendations for top email marketing services for small businesses helpful.
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