Network Intelligence

Auto Attendant Setup Worksheet

Tell us how you want your calls answered and routed. Everything you enter here is saved in your browser as you go, so you can close this page and pick up where you left off. If you have any questions or need assistance filling out this form, please reach out to us any time at (888) 792-2550 Opt 1, 9am - 6pm Monday - Friday.

1. Organization & account

Who this auto attendant is for, and who we should talk to while we build it.

We will email a copy of this worksheet to this address.

If different sites need their own greeting or menu, say so here and we will build one attendant per site.

2. Phone numbers & business hours

Which numbers land on the auto attendant, and when your office is open. Your hours drive the time frames that switch between your day, night and holiday greetings.

Inbound numbers (DIDs)

Business hours

Enter the hours the main menu should answer. Anything outside these hours will use your after-hours treatment (step 7). Use 24-hour or 12-hour time — whichever the picker gives you.
DayClosedOpensClosesLunch / midday close (optional)

Holidays & scheduled closures

Add every date you want callers to hear the holiday greeting instead of the normal one. We will build these as a recurring holiday time frame.

3. Where calls can go

List the people, groups and queues your menu options will point at. Anything you enter here becomes selectable as a destination when you build your menus, so fill this in before step 5.

Users / extensions

ExtensionNameDepartment / role Direct number (DID)Also ring cell phone?

Ring groups

A set of extensions that ring together or in order — e.g. "Sales" rings three reps at once.

Ext.Group nameMembers (extensions) Ring styleRing secs If nobody answers

Call queues

Use a queue when callers should wait on hold for the next available agent, rather than rolling to voicemail.

Ext.Queue nameAgents (extensions) DistributionAnnounce position / wait? Overflow after wait

Shared voicemail boxes

One per line: extension — name — who checks it / where it should email.

4. Greetings & recorded prompts

Write the greetings exactly as you want callers to hear them. Write the words, not a description — whatever you type here is what gets recorded.

Tip: Say the option after the action — "For Sales, press 1" — not "Press 1 for Sales". Callers retain it better and are less likely to press early. Keep the main greeting under about 30 seconds and limit the top menu to five options.

How prompts will be produced

Many of our customers record using their iPhone or Android recording app and email to us.

If you are supplying your own audio: Network Intelligence expects WAV, 8 kHz or 16 kHz, 16-bit, mono, PCM (u-law also accepted). MP3s and stereo files need converting — send them anyway and we will handle it.

Main greeting — business hours *

Include the menu options in this script. You will list them again in structured form in step 5 — that is what we build from, this is what gets recorded.

After-hours greeting

Holiday greeting

Leave blank to reuse the after-hours greeting on holidays.

Lunch / midday greeting

Emergency / temporary greeting

We will show them how to toggle it from the portal or by phone.

Music & hold

5. Main menu options

One row per key the caller can press during the business-hours greeting. Add only the keys you actually want active — anything you leave out will be treated as an invalid entry.

Keys 0–9, * and # are available. By convention 0 is the operator and * repeats or steps back. If you want a key to open a second level of choices, set its action to Go to a sub-menu and then build that sub-menu in step 6.

6. Sub-menus

A second (or third) level of choices behind one of your main menu keys. For example, pressing 2 for Service could open "For hardware support, press 1. For software support, press 2."

Give each sub-menu a short name, then point a main-menu option at it in step 5 using the Go to a sub-menu action. Sub-menus can point at each other too, if you need three levels — just be kind to your callers and stop at three.

7. After-hours, holiday & lunch routing

What happens to a caller who reaches you when you are closed.

After hours

Many customers want one key after hours that reaches a real person. Describe it here and add the options below.

After-hours menu options (only if you chose "reduced menu")

Holidays

Lunch / midday closure

8. Timing & what happens when things go wrong

The details that decide whether your attendant feels polished or frustrating. Our defaults are pre-filled — change them only if you have a reason to.

Timing

After the greeting finishes. 5 seconds suits most menus.

If the caller does nothing

Where a caller lands if they never press anything — often someone on a rotary phone, a bad cell connection, or someone who genuinely wants a human.

If the caller presses an unassigned key

Operator / zero-out

Unanswered transfers

Roughly 4 rings = 20 seconds.

9. Anything else

Optional, but the more you tell us here the less back-and-forth later.

Features you want considered

Special routing

Compliance & disclosures

Anything we have not asked about

10. Review & submit

Check the call flow below. If it reads the way you would want to hear it on the phone, send it over.

Sign-off

✓

Thank you — we have it

Your auto attendant worksheet has been sent to our provisioning team, and a copy is on its way to your inbox.

We will review it and come back to you within one business day — usually with a couple of clarifying questions and a proposed build date.