A telephone receptionist answers the phone by playing a personalized recording and routes the call to the appropriate party, call queue, common area phone, or voicemail. The auto receptionist can also be set up to direct the caller to an interactive voice response (IVR) system so that they can select an option for the routing of their call according to their preference.

When you create auto receptionists, you will have the option of changing the settings for each of them.

In this article, we will discuss the following topics:

• Customizing the main auto receptionist
• Changing the main company number in the main auto receptionist
• Creating a new auto receptionist

Prerequisites for managing auto receptionists

• There are three types of accounts available: Professional, Business, and Education
• Ownership of an account or admin privileges on the account
• A license for Zoom Phones is required

Customizing the main auto receptionist

Once Zoom Phone is set up for the first time, it will create an auto receptionist (called Main Auto Receptionist) and will link it to the main company number after you complete the initial setup. As soon as a call is placed to the main company number, the main auto receptionist will respond to it.

Note:As soon as you create more than one site with Zoom Phone, Zoom Phone will automatically create an auto receptionist for every site separately. If you have enabled multiple sites in your account, you will be able to call the main company number and the main auto-receptionist of the main site will answer the calls.

1. Log in to the Zoom web portal by using your Zoom username and password.
2. Select Phone System Management from the menu then select Auto Receptionists from the menu.
3. If you find an automatic receptionist with the name Main Auto Receptionist following its name, you can click it.
4. As needed, adjust the settings for the automatic receptionist to meet your needs.

Changing the main company number in the main auto receptionist

It is possible to change which phone number will be used as the main company number on the main auto receptionist if you have a main auto receptionist with more than one direct number.

There are other options available to you, such as reassigning a number from another phone user, call queue, auto receptionist, public address system, or Zoom Room, among others.

1. Log in to the Zoom web portal by entering your email address and password.
2. To access Auto Receptionists, click on Phone System Management in the navigation menu on the left hand side.
3. If the auto receptionist has the word Main Auto Receptionist displayed after its name, click it.
   Note:
4. There will be an auto receptionist for each location if you have more than one. This main company number belongs to only one auto receptionist at the main site of the company, however. If you go to the Company Information page, you will be able to see your main site.
5. Changing the main company number can be done by clicking the drop-down menu on the right side of the screen. There are two options available to you:
   • The main auto receptionist will assign you a number that you can choose from. There will still be a main auto receptionist assigned to the previous main company number.
   • You will be given an opportunity to select an unassigned number from a list of unassigned numbers by clicking Select an unassigned number and then click Confirm. For those of you who wish to purchase phone numbers, you can also click Get Numbers.
     Note:
   • As a result of this change, the previous main company number will no longer be assigned to the company. Alternatively, you can re-assign the number that was previously the main number of the company to someone else.

Creating a new auto receptionist

1. Sign in to the Zoom web portal by entering your email address and password.
2. The Auto Receptionists option can be found in the Phone System Management section of the navigation menu.
3. Add a new item by clicking the Add button.
4. Here is the information you need to enter:
   • Site (only visible if you have multiple sites): In order to set up the new automatic receptionist, select a site.
   • Name: Please enter a name for the auto receptionist in order to make it easier to identify it.
5. Save the file by clicking on the Save button.
6. If you need to make changes to the auto receptionist settings, you can do so.

Deleting or duplicating a auto receptionist

1. Log in to the Zoom web portal by entering your email address and password.
2. The Auto Receptionists option can be found in the Phone System Management menu on the left side of the screen.
3. Click on the name of the auto receptionist you wish to contact.
4. Click on the ellipsis (…) icon in the right-hand column, then select one of the following options from the list:
   • Duplicate: By duplicating an existing auto receptionist, you will be able to create a new one. The extension number, phone numbers, and display name of the extension will not be copied over from the original, but all other settings will be copied over.
   • Delete:Call queues can be deleted by clicking on the delete button. Whenever a phone number has been assigned to the call queue, it will be removed from the queue. By using the Active Status setting, you will be able to keep the call queue, but you will be able to deactivate it.