Auto-attendant is an automated phone answering service that can be described as a voiced menu system. They are popular with businesses and are used to navigate incoming calls to specific departments such as sales, complaints and enquiries. Using an auto-attendant can reduce costs by turning a manual task into an automated process, removing the need for an additional operator.
How do auto-attendants work?
Also known as virtual receptionists, auto-attendants work by routing incoming calls without the need for an actual operator. Using a menu system, the caller will first hear an automated greeting, followed by prompts to follow, such as “Press 1 for Customer Support” or “Press 3 for Sale Enquiries”.
If done correctly, this will quickly move the customer to the correct department, leaving them in the capable hands of the employee. Not only does this save the company money, but it can also save the customer time, making calls quicker and the turnover of enquiries larger.
What are the benefits of auto-attendants?
Bespoke Menu System
As we have discussed already, one of the great benefits of using an auto-attendant is the bespoke menu systems that you can create. Develop them completely to your businesses' requirements, adding filters for every department, streamlining your incoming calls and optimising your entire customer service systems. When used correctly, this can improve customer satisfaction and elongate the customer life cycle.
Professional Business Image
One of the great benefits of using an automated phone system is that you can professionally communicate with your customers. Even the largest businesses in the world consistently use the menu system when communicating with their customers, and you can do the same with your business, even if you are just a team of one or two.
If you are a small business looking to use an auto-attendant system, why not read how a virtual phone number can help your business stand out against your competitors?
Improve Customer Experience
Nearly every person in the UK has had a bad experience when calling a business. With Salesforce reporting that “88% of customers find that good customer service increases the likelihood that they'd purchase from a brand again” you can understand why it is important for a business to nail their communication channels with their customers.
Installing an auto attendant phone system within your business can segregate your departments, make them easier to navigate to and increase the likelihood of a customer having a positive experience with your brand.
Virtual Landline's Auto Attendant Phone System
Here at Virtual Landline, we offer our very own Auto Attendant phone system starting from just £3.30 per month. Filter calls, create a professional image for your business and streamline your incoming calls, ensuring that your customers are never left hanging again.
Simply find your perfect virtual phone number and improve your communication channels today. Contact us today for additional information regarding our virtual numbers or our auto-attendant solution.
How to use Auto-Attendant with Virtual Landline?
With Virtual Landline you can configure up to three options for your business customers to choose from. For the setup of your Auto-Attendant message, you will need to provide us with the numbers to dial for each selection.
For example, if you have a technical support team and you want to tell your customers "Please, press 1 for technical support" you have to give us the number of the person or team dealing with the technical support enquiries, so we can set this number on our systems. The same applies to the other two options.
You can also choose to redirect your calls to voicemail if a call is made during out of office hours.
How to set up Auto-Attendant?
You'll need to record the message either personally or use a paid service with a professional recording voice. Fiverr is a good service that many of our customers have previously used. As the name suggests, most things cost £5.00
If you decide to record the welcome message by yourself, please, make sure you choose a quiet spot without any external noise or other disturbances. You should also speak clearly and slowly, so the person on the other side of the line hears your message well.
For easy and quick IVR recordings you can use an app called Audacity - it's a free and user-friendly online tool for sound recordings of any kind.
When you have your message recorded and you are happy with the final result, please send the recording (in one file) to our customer service team on support@virtuallandline.co.uk
We accept Mp3 and .Wav files.
In the email you send to our customer service team, please add the phone numbers for the three call options and let us know if you want to get your calls redirected to voicemail during out of office hours.
Transitioning from a single business phone number to a fully integrated phone system was a significant step, and Virtual Landline made the process seamless. Their platform offers a robust set of features—call routing, voicemail-to-email, multi-user support, and more—that were clearly explained and easy to implement. The onboarding process was smooth, and within just a few days, we began seeing improved efficiency and communication across the team. For any business seeking a scalable, cloud-based phone solution, Virtual Landline is a solid choice.
Kieran handled our recent transition to the new Virtual Landline call management system. The migration process of our business VoIP was smooth, and the onboarding video call to explain the system’s features and benefits was clear and informative. For anyone considering Virtual Landline as their VOIP service provider, rest assured—you’re making a reliable choice.
Virtual Landline made the setup process refreshingly simple. Their range of plans offers excellent flexibility and affordability, making it easy to find the right fit for your needs. What really stands out is the scalability of the service—it's reassuring to know that as my business grows, Virtual Landline has the features and support in place to grow alongside it. A smart choice for any business looking for reliable VOIP solutions.
Great to speak to a UK based call centre on the phone, Dan couldn't have been more helpful and friendly! Everything was explained clearly, and the switch over to Virtual Landline from my old copper landline went really smoothly. It did exactly what it promised. Really happy with how easy it all was.