Senior Writer: Hiba Ali
Reading Time: 7 MinutesPublished : April 7, 2023Improving customer service is one of the primary aspects every business needs to focus on to improve their revenue.
Having a unique business VoIP with a free auto attendant phone system will play a considerable role for small businesses to improve their customer experience. Also, it enhances the brand image and turns consumers into brand evangelists.
This article outlines how the virtual attendant phone system streamlines business communication and customer experience and provides a complete review of the best auto attendant phone system in 2024.
"Selecting the best auto attendant phone system is an important decision. Hence, businesses are required to perform a thorough research, compare different options and then opt for the one that best suits their requirements."
What is an Auto Attendant Phone System?
The Automated Receptionist System, commonly referred to as an Auto-Attendant Phone System, utilizes an IVR (Interactive Voice Response) that directs inbound calls to the right department/person.
With a virtual attendant, a customer avoids waiting on hold and gets the needed information through interactive voice response. Auto attendant understands the customer’s voice calls and inputs through push buttons.
It helps a customer to engage with the right person or department based on the issue without the assistance of professional voice recording or a human operator.
Why do Businesses Use an Auto Attendant Phone System?
The automated attendant phone system is also known as auto-receptionists or virtual receptionists. This automated answering service helps customers to engage with the right business agent or department based on the information provided.
An auto attendant is a business phone system that accepts customer information and route calls either by speech or dials pad touch tone or based on dialing a specific phone number.
Business phone systems integrated with multi-level auto attendant features assist customers by playing auto-recorded messages. This drives customers to engage with the right department/agent.
Besides the customer’s perspective, an auto attendant phone system for small businesses also helps business agents during peak hours. It provides a high level of customer experience without live agent interaction.
Here are the reasons businesses should employ an auto attendant cell phone call system.
- It allows agents to focus on more outbound calls and improves their sales count.
- It helps customers to find the right agent/department without waiting on hold.
- It automatically routes customer calls to voicemail or other phone numbers if live agents are not available or engaged in other calls.
- It helps customers to know more about the brands until a live agent is available.
Pros and Cons of Using a Business Phone System With an Auto Attendant
This table compares the advantages and disadvantages of using a Pros and Cons of Using A Business Phone System With an Auto Attendant:
| Pros | Cons |
|---|---|
| Filters out spam calls, saving time and increasing productivity. | High initial setup and installation costs, especially for small businesses. |
| Enables efficient and effective call flow management, routing calls to the right department or person quickly and easily. | Requires ongoing maintenance and updates, which can add to the overall cost of the system. |
| Reduces call queues, leading to improved customer satisfaction and faster issue resolution. | Dependence on a stable internet connection, which can affect the system's functionality. |
| Offers advanced call handling features, such as call forwarding and voicemail, which can improve communication and productivity. | Limited mobility for remote workers, as some systems may not allow for remote access. |
How to Set Up an Auto Attendant?
Setting up an auto attendant phone system varies based on the service provider. Your service provider may allow you to have a text-to-voice greeting or to create a custom greeting with audio files using an auto-attendant script and audio file from scratch.
An auto-attendant script refers to how you communicate with the customers. The poor auto-attendant script will frustrate customers when they try to call recording reach a live business agent.
Here are easy-to-follow steps a business can use to set up an efficient automated attendant.
- Firstly, pick the reliable service provider and desired call management method.
- Set up the call forwarding feature by providing departments/individual agents numbers to which customer calls should route.
- Create an appealing phone system greeting for your customers along with the call menu options.
- Create an efficient team for attending your customer calls.
- Schedule your business working hours.
- Create and schedule holiday greetings on your phone system.
- Configure the call time out for functions like main menu return, routing to voicemail, call forwarding, call queue, etc.
- Save all the settings.
Features like entering a specific phone number for each department and the unique extension code for reaching individual departments vary according to the phone system service provider.
Auto Attendants vs. IVRs
This table above compares the key differences between Auto Attendants and Interactive Voice Response (IVR) systems.
| Auto Attendants | IVRs |
|---|---|
| Automated phone system that greets callers and provides menu options for directing calls to the appropriate extension or department. | Interactive Voice Response system that uses voice or touch-tone responses to gather information from callers and route calls based on their inputs. |
| Typically used for greeting and routing calls within a company or organization. | Used for a wide range of purposes, including customer service, surveys, and payment processing. |
| Can be customized with pre-recorded messages and music to create a branded experience for callers. | Requires more complex programming and may involve integration with other software systems. |
| Often used for simple routing tasks, such as directing calls to specific departments or extensions. | Can handle more complex tasks, such as providing personalized information to callers based on their input, or routing calls based on specific criteria such as language preference or customer ID. |
| Generally more limited in functionality compared to IVRs. | Offers greater flexibility and customization options compared to Auto Attendants. |
Attendant Phone Systems Comparison
If you’re looking for best attendant phone systems for your business, there are plenty of options to choose from. We’ve compiled a comparison table on the basis of feature, price, pros, and cons ,of the top 10 attendant phone systems to help you make an informed decision.
| Brand Name | Key Features | Pricing | Free Trial |
|---|---|---|---|
| DialerHQ | Connect on [email protected] | 10 Days | |
| CallHippo | Starting from $16/month | 10 Days | |
| RingCentral | Custom Price | 14 Days | |
| eVoice | Starting from $14/month | 14 Days | |
| Community Phone | Custom Price | NA | |
| Ooma | Starting from $19.95/month | 30 Days | |
| Nextiva | Starting from $21.95/month | 10 Days | |
| Dialpad | Starting from $15/month | 14 Days | |
| 8x8 | Custom Price | 30 Days | |
| Phone.com | Starting from $9.99/month | 14 Days |
10 Best Auto Attendant Phone Systems
Selecting the best auto attendant phone systems is a crucial step for any business, but with so many options to choose from, it can be a daunting task. However, we have evaluated the benefits, limitations, and pricing options of each provider, so you can make a well-informed decision that aligns with your specific requirements.
To help you on your quest for the perfect auto attendant phone system, we’ve compiled a list of the top 10 auto attendant phone systems.
1. DialerHQ
DialerHQ offers a platform where you can manage all your personal and business calls and phone calls separately without any hassles. The communication platform allows you to text or call your customers worldwide at affordable rates.
- High-quality calling
- Exceptional portability
- Seamless setup
- Global number selection
- No new hardware required
- More features can be added
Price
As an enterprise-specific solution, DialerHQ caters exclusively to large teams or organizations. Connect with the DialerHQ sales team at [email protected] for personalized quotes, or start a free trial for first-hand experience.
Availability
- iOS / Web
2. CallHippo
CallHippo is a cutting-edge VoIP (Voice-over-Internet Protocol) phone system integrated with smart call-routing and call forwarding features. Accessible through both mobile and desktop apps, this CallHippo’s powerful commercial phone system is perfect for businesses of all sizes – from small startups to established enterprises.
Pros and Cons
- Easy-to-use interface
- Exceptional portability
- Robust backend architecture
- Supreme call tracking metrics
- Need smooth integration
Price
- Basic: Absolutely free and provides you with a set of standard services.
- Bronze: $16 per user/month, allows additional call recording and campaign management features.
- Silver: $24 per user/month, offering role-based access control and holiday routing.
- Platinum: $40 per user/month, which offers full-fledged phone services.
Availability
- iOS / Android / Web
3. RingCentral
RingCentral’s Multi-level auto-attendant system is a game-changer in the world of business phone systems. With connections to the Dial-By-Name Directory, system extensions, voicemail, and external phone numbers, this powerful tool puts you in complete control of your communication workflow.
But that’s not all – RingCentral’s Multi-Level IVR provides you even more control over how calls are routed to ensure your business requirements are fulfilled. And with its modern and versatile cloud architecture, built on top of a traditional PBX system, RingCentral offers a seamless communication experience for businesses of all sizes.
Pros and Cons
- Real-time analytics
- Easy phone system administration
- Rules for answering inbound calls
- Voicemail-to-text
- Team messaging
- Not scalable
- No central phone system
Price
- Essentials: $19.99 /user/month
- Standard: $27.99 /user/month
- Premium: $34.99 /user/month
- Ultimate: $49.99 /user/month
Availability
- iOS / Android / Web
4. eVoice
eVoice offers various virtual business and other mobile apps and phone call handling systems that fit any business. The virtual communication platform provided by eVoice suits well for small and medium businesses with a variety of call management features.
Pros and Cons
- Free local or toll-free phone number
- Call forwarding
- Auto attendant
- Poor customer service
- Need to improve voicemail transcription
Price
- Plans start from $14 /user/month
Availability
- iOS / Android / Web
5. Community Phone
Community Phone’s automated phone systems offer a simple and reliable landline & wireless phone service to businesses and homes. With the community business phone system, you can eliminate the need for internet and copper wires.
Pros and Cons
- Zero installation cost
- Cost-effective plans
- Unlimited nationwide calling
- Dedicated account manager
- Customer-friendly business policy
- Lack of Convenience
- Unable to connect IoT devices
Price
- $39 /user/month
Availability
- iOS / Android / Web
6. Ooma
Ooma provides one of the best auto attendant systems that can help small businesses create powerful connected experiences. This sophisticated communication solution offers a complete Unified Communications as a Service (UCaaS) solution to larger businesses, which can be further customized to meet specific business requirements.
Ooma’s personalized solution can help your business work, collaborate, and connect from anywhere, providing a comprehensive, unified corporate communication solution.
Pros and Cons
- Free IP phones
- Virtual receptionist
- Virtual fax per user
- Customizable features according to business need
- Need to pay for features like video conferencing, screen sharing, SMS, voicemail transcription, and so on.
Price
- $19.99 /user/month
Availability
- iOS / Android / Web
7. Nextiva
Nextiva is one of the leading UCaaS (Unified Communication as a Service) providers offering a single communication solution that will meet all your business phone system needs. The modern phone system of Nextiva simplifies all your business needs and improves your customer satisfaction, engagement, and team engagement.
Pros and Cons
- Team messaging
- Easy to integrate
- Toll-free number
- Virtual receptionist features
- Non-responsive customer support
Price
- Essential: $18.95 /user/month
- Professional: $22.95 /user/month
- Enterprise: $32.95 /user/month
- Ultimate: $57.95 /user/month
Availability
- iOS / Android / Web
8. Dialpad
Dialpad offers a unified communication platform suite well for all sizes of businesses. The communication platform provided by Dialpad is more than just a business phone system. The presence of UCaaS and customizable caller ID makes DialPad a very advanced business phone system.
Pros and Cons
- Multi-level auto attendant
- Voicemail transcription
- Efficient call management
- Easy integration
- Real-time transcripts
- 24/5 customer support for basic plans
Price
- Standard: $15 /user/month
- Pro: $25 /user/month
Availability
- iOS / Android / Web
9. 8X8
8X8 offers an excellent cloud-based multichannel communication solution to businesses of all sizes. The communication platform allows businesses with one to four users to make calls to more than 48 countries. Businesses can establish a virtual presence globally with the 8X8 virtual phone system.
Pros and Cons
- Auto-attendant feature in all plans
- Support up to 50 participants in video meetings
- Flexible plans according to business needs
- Easy integration
- Real-time transcripts
- Poor task management tools
- Need to pay for professional greetings
- Voice delay
Price
- Express – $15 per user/month
- X2 – $24 per user/month
- X4 – $44 per user/month
Availability
- iOS / Android / Web
10. Phone.com
Phone.com offers an excellent VoIP business phone system with a variety of features, including CRM integration, HiFi transcription, YouTube live streaming, and so on. The communication solution of Phone.com suits well for small businesses having low or fluctuating incoming call volumes.
Pros and Cons
- Flexible & customizable plans
- Wide range of features
- Additional phone numbers
- Only 100 participants can take part in a video conference
- Poor IVR features
Price
- Basis users: $11.99 /user/month
- Plus users: $15.99 /user/month
- Pro users: $23.99 /user/month
Availability
- iOS / Android / Web
Conclusion
A business phone system with an auto attendant feature is essential for all businesses and contact center call centers. The automated phone office system paves a path to build a better customer experience.
Also, it makes the professional lives of business agents and departments easier by minimizing the interception time for solving customer problems. Having a well-designed business phone system with virtual auto-receptionist features will optimize your call-handling process.
FAQs
An auto attendant is an automated system that answers and routes incoming calls for a business using interactive voice menus. It replaces a human receptionist and improves efficiency.
Top features include customizable greetings, self-service options, intelligent call routing, time-based rules, dial-by-name directories, and voicemail. Advanced systems use IVR menus, natural language processing, and integration abilities.
Some of the best providers for small businesses are DialerHQ, CallHippo, Nextiva, and RingCentral for their ease of use, affordability, and auto attendant capabilities, even at entry tiers.
Hiba is a seasoned expert with extensive experience in the dynamic and ever-evolving field of Voice over Internet Protocol (VoIP) and cloud telephony. She is passionate about leveraging VoIP technology to help companies gain flexibility, scalability, and cost savings. Her journey in this domain has been marked by a commitment to staying at the forefront of emerging trends and technologies, ensuring that they provide readers with the most up-to-date and relevant insights.
Updated : March 28, 2024
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