Effective communication is vital to success in today’s fast-paced business environment dominated by AI tech.
With the rise of remote work-based software and distributed teams, businesses need reliable and efficient communication solutions to stay connected with customers, clients, and colleagues.
One such solution is the auto attendant phone system, a sophisticated telecommunication tool that streamlines call routing, enhances caller experience and boosts overall productivity.
We’ll explore everything you need to know about our auto attendant phone systems, from it’s features and benefits to best practices for implementation and optimisation.
What is an Auto Attendant?
An auto attendant is a telecommunication system that automatically answers and directs incoming calls to an organisation’s appropriate extension or department.
This VoIP system greets callers with a pre-recorded message and provides them with options, typically using either keypad inputs or voice commands.
Based on the caller’s selection, the auto attendant then routes the call to the designated destination, such as a specific department, individual employee, or voicemail box.
Auto attendants are commonly used in businesses, government agencies, and other organisations to efficiently manage incoming calls, reduce the need for virtual receptionists, and ensure callers reach the appropriate party without delay.
They can handle large call volumes, provide consistent and professional call handling, and streamline communication workflows.
Additionally, auto attendants can be customised with personalised greetings, menu options, and call routing rules to align with the organisation’s specific needs and preferences.
How Does an Auto Attendant Work?
An auto attendant works by automatically answering incoming calls, providing callers with a series of options, and directing them to the appropriate destination based on their selection.
Here’s a step-by-step breakdown of how an auto attendant typically functions:
Call Answering: When an incoming call reaches the auto attendant, the system automatically answers the call after a few rings.
The caller hears a pre-recorded greeting message that provides instructions on how to navigate the menu options.
Menu Options: After hearing the greeting message, the caller is presented with options.
These options may include “Press 1 for Sales, Press 2 for Customer Service, Press 3 for Technical Support,” or they may be presented with voice prompts where they can say the department or person they wish to reach.
Call Routing: Once the caller selects an option from the menu, the auto attendant routes the call to the corresponding destination.
This could be a specific extension within the organisation, a departmental queue where multiple employees can take calls, or a voicemail box if the selected option is unavailable.
Overflow Handling: If all available lines or agents are busy, the auto attendant may provide the caller with options such as holding for the next available representative, leaving a voicemail, or selecting an alternative department.
Additional Features: Depending on the configuration and capabilities of the auto attendant system, callers may also have access to additional features such as dial-by-name directories, informational recordings, or the ability to transfer to an operator for assistance.
Voicemail Integrations: If a caller chooses to leave a message or is directed to a voicemail box, the auto attendant may prompt them to record a message, which is then stored in the recipient’s voicemail inbox for later retrieval.
Try it for free for 7 Days / No long-term contracts.
Experience the convenience and efficiency of Air Landline’s auto attendant with our free 7-day trial (no contract, cancel anytime, and we offer a 30-day money-back guarantee.
Streamline your call handling, improve customer service, and enhance organisational efficiency without commitment.
Sign up today and discover how our auto attendant can transform your business communication experience. Don’t miss this opportunity to elevate your company’s communication capabilities hassle-free.
Customers Feedback
Customer feedback is crucial for any business. It provides valuable insights into customer satisfaction, preferences, and areas for improvement.
That said, here is what our customers have to say about us:
Here are some of out reviews from Trustpilot:
“Probably the best business line l’ve ever used. Been with air landline since last year.
Reliable service, professional look with local and national numbers, brilliant extras like voice mail, whisper feature, call recording and not forgetting the humour from there instagram page. For the price of a takeaway give them a try, and actually enjoy it without your personal phone rattling off on a Friday night! There service is defiantly higher than there marketing
This was an recommendation to all of our clients that we offer virtual assistants to at Wraith Exclusive”
Chris King – Trustpilot Review
“Best support, amazing pricing and their advertisements are hilarious! Very friendly and welcoming company. I have multiple businesses and all have unique landlines that come through to my phone, very useful and time saving.”
AJ Iredale – Trustpilot Review
“Works perfect, you always know it’s a business call. Highly recommend”
Ilmi Pira – Trustpilot Review
“Air Landline has been very easy and straight forward to set and up and use for our business. The voicemail recordings and transcripts are a feature we particularly find helpful and would recommend to other businesses looking for a cost-effective landline option.”
Nikki Mansell – Trustpilot Review
“Works exactly as expected with great call quality and no glitches. I also have the additional app that allows my business number to show up to my customers and suppliers when I call them. Works perfectly.
User dashboard could be better organised, but you find your way around just fine after the first 10min. Uploading custom answer messages etc works really well, as does the automation of different messages for my shop’s open & closed times of day.
All call recordings are clear and are kept for 30 days which I’m finding super useful for refreshing my memory what was said in a conversation.
Air Landline is slightly more pricey than Circle Loop who provide the same service, especially when you factor in the additional app (which is kind of essential) However, I’ve had several reports from fellow entrepreneurs that Circle Loop has inconsistent call quality …to the point of customers complaining. So for me, this is a matter of paying for a solid service that I can rely on 100%. And I find it’s well worth the money (£21.58 inc VAT per month).
Haven’t tested out the quality of tech support yet, but that’s because I’ve had zero problems and got set up easily by myself.
Air Landline definitely recommended by me.”
Andy Wilson – Trustpilot Review
Why Use an Auto-Attendant?
An auto-attendant is a valuable tool for businesses for several reasons:
Enhanced Professionalism: An auto-attendant provides a professional image for your business by greeting callers with a standardised message.
Efficient Call Handling: Auto-attendants streamline call handling by automatically routing calls to the appropriate department or extension based on the caller’s input.
24/7 Availability: Unlike human receptionists who have set working hours, auto-attendants are available round-the-clock.
Cost Savings: Auto-attendants eliminate the need for a dedicated receptionist to answer and route calls, reducing business labour costs.
What is Auto Attendant Recording?
Auto attendant recording refers to creating and customising an auto attendant system’s greetings and menu options.
These recordings are typically pre-recorded messages that greet callers and provide them with instructions on how to navigate the menu options to reach their desired destination.
Auto attendant recordings serve as the voice of the auto attendant system, delivering a professional and consistent message to callers. These recordings can be customised to reflect the branding and tone of the business, providing a personalised experience for callers.
Creating auto-attendant recordings involves scripting the messages, recording them using professional voice talent or in-house resources, and then uploading them to the auto-attendant system for implementation.
Businesses can include various greetings, menu options, and prompts to guide callers through the call-routing process.
How Much Does it Cost?
Air Landline’s auto attendant recording feature is included in the monthly subscription package at no additional cost.
This subscription fee includes access to the feature, which can enhance the professionalism and efficiency of your business’s telephone communication system.
With our service, you can customise greetings and menu options to provide callers with a seamless and professional experience when navigating your auto attendant system.
Do I Need an App for this to Work?
No, you do not need an app for Air Landline’s features to work.
You can access and configure your auto attendant settings through our online dashboard. From there, you can customise your auto attendant greetings, menu options, and call routing rules without needing a separate app.
What Makes Air Landline the Best Auto Attendant Phone System
Air Landline stands out as a top choice for auto attendant phone systems due to several key features and benefits:
Professionalism: Air Landline offers professional auto attendant recordings that give your business a polished and professional image.
Ease of Use: Air Landline’s auto attendant system is user-friendly and easy to set up and manage.
Flexibility: Air Landline can accommodate your unique requirements, whether a small business with a single location or a larger organisation with multiple departments.
Scalability: Whether you need to add additional menu options, update greetings, or accommodate increased call volume, Air Landline can adapt to support your business growth.
Cost-Effectiveness: At £9.99 monthly plus VAT, with no hidden fees, you can enjoy the benefits of a professional auto attendant system without breaking the bank.
Reliability: Air Landline’s robust infrastructure ensures reliable performance and uptime for your auto attendant system.
Go to Solution for Small/ Medium UK Businesses
Air Landline provides small and medium-sized UK businesses with a comprehensive and cost-effective telephony solution that meets their communication needs while supporting their growth and success.
Automated Phone System for Restaurants
Air Landline’s automated phone system tailored for restaurants can revolutionise how they manage incoming calls, reservations, and customer inquiries.
Here are some key features and benefits of an automated phone system designed specifically for restaurants:
Reservation Management: Allow customers to make reservations easily through the automated system.
Menu and Specials: Provide callers with the restaurant’s menu, daily specials, and promotions.
Ordering and Takeout: Enable customers to place orders for takeout or delivery directly through the automated system.
Waitlist Management: For busy restaurants with long wait times, an automated system can manage the waitlist and notify customers when their table is ready.
Automated Phone System for Call Centres
Air Landline’s automated phone system for call centres can significantly streamline operations, enhance customer service, and improve efficiency.
Here are some key features and benefits of an automated phone system tailored for a call centre:
Interactive Voice Response (IVR): An IVR system allows callers to interact with a menu of options using voice commands or their phone’s keypad.
Call Routing and Distribution: Automated phone systems can intelligently route incoming calls based on various criteria, such as caller location, language preference, or previous interaction history.
Queue Management: An automated system can inform callers of their position in the queue and estimated wait time, reducing frustration and improving the overall customer experience.
Call Recording and Logging: Automated phone systems can record calls for quality assurance and training.
Other Features Offered by Air Landline
Air Landline offers a range of features designed to enhance communication and streamline business operations. These include:
Call Recording
Call recording allows you to capture and store conversations with clients for reference, training, or compliance purposes. This feature ensures that you have a record of important discussions and can review them as needed.
Blocklist
The blocklist feature lets you block unwanted phone numbers or nuisance callers from reaching your business phone line.
By adding these phone numbers to the blocklist, you can prevent them from disrupting your workflow or bothering your team.
Call Whisper
Call whisper provides information about the caller’s phone number before you answer it, allowing you to identify it as a business call.
This feature helps you prepare for the conversation and ensures you can handle the call appropriately.
Voicemail to Email
Voicemail to email automatically forwards messages to your email inbox, eliminating the need for separate voicemail notifications on your mobile device.
This ensures you receive voicemail messages promptly and can access them conveniently from your email account.
Automated Voicemail Transcription
Automated voicemail transcription converts voicemail messages into text format, allowing you to read or listen to the message.
This feature provides flexibility in accessing and reviewing voicemail messages, making it easier to manage your communications.
Easy-to-Use Control Panel
Air Landline offers an intuitive control panel for easily managing your phone system settings. You can change call routing, voicemail settings, and other features from the control panel without requiring technical expertise.
Examples of Auto-Attendant Phone System Scripts
Here are some examples of auto-attendant phone system scripts:
- “Thank you for calling [Your Company Name]. Our office is currently closed for the [Holiday Name]. We will reopen on [Date]. For urgent matters, please contact [Alternative Contact Information].”
- “You have reached the voicemail box for [Department Name] at [Your Company Name]. Please leave your name, phone number, and a detailed message, and we will return your call as soon as possible.”
- “Welcome to [Your Company Name]. For sales, press 1. For technical support, press 2. For billing and accounts, press 3. To speak with a receptionist, press 0 or stay on the line.”
- “Happy holidays from [Your Company Name]. Please note that our office is closed in observance of [Holiday Name]. For immediate assistance, please visit our website or leave a message, and we’ll get back to you as soon as possible.”
Benefits of Having a Business Phone System with an Auto-Attendant Feature
Here are some benefits of having a business phone system with an auto-attendant feature:
Never Miss a Call Again
With an auto-attendant feature, incoming calls are promptly answered and efficiently routed to the appropriate department or extension.
This ensures no calls are missed, even during busy periods or after-hours.
Maximise Productivity
By automating call handling and routing, employees can focus on their core tasks without interruption, leading to increased productivity and efficiency in the workplace.
Reduce Waiting Times
Auto-attendant systems can reduce caller waiting times by quickly directing them to the appropriate department or extension without the need for manual intervention.
This helps improve customer satisfaction and enhances the overall caller experience.
Professionalism
An auto-attendant feature gives your business a professional image by providing callers with standardised greetings and menu options.
This demonstrates that you value their time and are committed to delivering excellent customer service.
Streamline Call Management
An auto-attendant system helps streamline call management processes by offering features such as call forwarding, voicemail-to-email, and call recording.
This allows businesses to handle calls more efficiently and effectively.
Auto Attendant FAQs
Here are some frequently asked questions (FAQs) about auto attendant phone systems:
From there, you can create and customise your auto attendant menu options, record greetings, and define call routing rules based on your business needs.
Follow the step-by-step instructions provided to configure your auto attendant effectively.
However, an auto attendant typically routes calls to departments or extensions within an organisation.
At the same time, an IVR system can perform more complex tasks, such as collecting caller information or processing transactions.
Since then, they have become a standard feature in business phone systems, helping organisations manage incoming calls more efficiently.
However, some may differentiate between the two terms based on specific functionalities or features the system offers.
It allows callers to interact with the system using voice commands or keypad inputs to perform tasks such as checking account balances, scheduling appointments, or making payments.
This enables callers to navigate through different levels of options to reach their desired destination, providing a more organised and efficient call routing process.
Summary – Auto Attendant Phone System
An auto attendant phone system is a telephony feature that automatically answers incoming calls and gives callers a menu of options to navigate through the system.
Auto attendants can be customised to reflect the branding and specific needs of the business and are suitable for companies of all sizes.