Manage Auto-Receptionist in Rainbow Office Online Account

September 10, 2021
Article : 068847

This article discusses the configuration settings for the auto-receptionist feature in your Rainbow Office online account.

With the auto-receptionist feature, you can:

Answer calls with a personalized recording

Route calls to a phone user, call queue, or voicemail

Route calls to an interactive voice response (IVR) system to allow callers to select routing options

Configure auto-receptionist settings once created

Change the main company phone number

NOTE: This feature can only be configured by an administrator.


Accessing the auto-receptionist settings

1. Log in to the Rainbow Office online account

2. Click Admin Portal

3. Click Phone System > Auto-Receptionist > General Settings

4. Choose a site name

5. On the upper right corner, click on the dropdown button to choose between:

o Single level: Calls to your company number can be connected to an auto-receptionist or connected directly to an extension that you've created. You may opt to create one of the following: User Extension, Shared Line, Call Queue, IVR Menu, Message-Only Extension, or Announcement-Only Extension

o Multi-level: Calls to your company number can be connected to a top-level IVR menu which can be configured to connect to an additional IVR menu or other system extensions

6. Click the dropdown menus to modify settings:

o Company Hours: Click to set company hours. By default, this is set to 24 hours

o IVR: Set up how incoming calls are handled by configuring the following:

Top-level IVR Menu

Custom answering rules

General IVR settings

Zero dialing

Company Fax/ SMS Recipient: Select the extension below to receive all faxes and Business SMS when connecting incoming calls to company numbers to the IVR menu with Multi-level IVR enabled

o Dial-by-Name Directory: Allows callers to find the extension they want by entering a first name or last name using their dial pad keys

o Call Recording: This allows you to configure the Automatic Call Recording

NOTE: The Automatic Call Recording Feature is only available for Rainbow Office Premium, and Ultimate Edition accounts

o Block robocalls on toll-free numbers: Block robocalls or unsolicited phone numbers

o Regional Settings: Configure your regional date and time settings


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