Getting help setting up your Menu system

If setting up your own system of menus seems intimidating or time consuming, don’t worry.  We are happy to help!

Complete the following.  When done, submit the information in 3 and 4 by filling out a support ticket or sending it via email to support@ringrx.com

1. Prepare your script

For helpful hints and examples, please review our guide on designing prompt scripts

2. Record your prompts and upload them to the Media Library

For suggestions on how to do this, please check out our guide on creating prompt recordings

3.  Download and fill out the Menu Builder Tool

Menu Builder

In the Menu Builder, you will

Describe how you want your menu(s) to function

• • Describe the menu in terms of “Actions”.  Each “Action” would be something the menu does in response to a caller selecting a digit from the Menu.  Actions are
    • Transfer to an extension
    • Play a recording file (like address, directions, office hours, etc)
    • Transfer to another menu
    • Transfer to a mailbox (without ringing an extension)
    • Transfer to the On-Call system or an answering service
  • Describe the action in terms of how your service is designed
    • Use extension numbers (instead of “send to intake” say “transfer to extension 321” which is the extension for intake).  We may not know the names of your departments or staff.
    • Describe one menu at a time.
    • Name your menus logically (Main Menu, After Hours Menu, Lab Menu, North City Menu, etc).  Then refer to the menu names when navigating between menus

4.  Tell us when you want each Menu – or group of Menus – to play and which number(s) should point to the Menu

• • • Group Menus and their descriptions by Schedule.
    • Be explicit with times and days.  Instead of saying “Play the Main Menu during office hours”.  Say “Play the Main Menu 8am-5pm Monday thru Friday”

 

For Example:

For Phone Number 212-555-1212

Office Hours:  8am-5pm Main Menu, 

Prompt to Play:  “Main Menu Office Hours”

Dial-by-Extension
Option 1:  Transfer to Extension 121
Option 2: Transfer to Extension 135
Option 3: Transfer to Extension 210
Option 4: Play Greeting “General Information”
Option 5: Transfer to Billing Menu
Option 9: Return to Main Menu

After Hours:  5pm-8am M-F and Weekends 

Prompt to Play: “Main Menu After Hours”

Option 1:  Transfer to mailbox for Extension 121
Option 2: Transfer to mailbox for Extension 135
Option 3: Transfer to mailbox for Extension 210
Option 4: Play Greeting “General Information”
Option 5: Transfer to Billing mailbox
Option 9: Return to Main Menu

 

Billing Menu

Prompt to Play:  “Billing Menu”

Option 1: Transfer to extension 221
Option 2: Transfer to extension 222
Option 3: Transfer to extension 223
Option 9: Return to the main menu