> ## Documentation Index
> Fetch the complete documentation index at: https://docs.voxo.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Virtual Receptionists

> IVRs route calls based on caller input, offering a flexible and automated way to handle incoming calls.

## IVRs route calls based on caller input, offering a flexible and automated way to handle incoming calls. This guide provides step-by-step instructions for creating and managing virtual receptionists (IVRs).

<Warning>
  This document applies to the following user roles within Omnia:

  Account Administrator
  Partner Administrator
</Warning>

### Accessing Virtual Receptionists

1. **Navigate to Virtual Receptionists:**
   Go to the [Admin Portal](https://app.voxo.co/dashboard) and sign in.
   Click the **Phone System** tab to expand it, then select **Virtual Receptionists.**

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/cc59efd2-eabe-44e2-b691-2a8b4fda3c8b/stack_animation.webp)

### Creating an IVR

2. **Create an IVR**:

* Click **Add New**.

![](https://ajeuwbhvhr.cloudimg.io/colony-recorder.s3.amazonaws.com/files/2024-06-13/de7a607f-1ec6-4533-ba42-9cc36e1ec044/ascreenshot.jpeg?tl_px=665,0\&br_px=1525,480\&force_format=jpeg\&q=100\&width=860\&wat_scale=76\&wat=1\&wat_opacity=1\&wat_gravity=northwest\&wat_url=https://colony-recorder.s3.amazonaws.com/images/watermarks/F43F5E_standard.png\&wat_pad=780,135)

### General Settings

3. **General Settings**:

* **Enable speech detection**: Allows callers to speak key options instead of pressing keys.
* **Enter name**: Provide a name for the IVR.
* **Enable extension dialing**: Allows callers to dial extensions directly.
* **Branch**: Select the [branch](https://scribehow.com/shared/Omnia_Admin_Branches___UJ4yv5wT1qKlkNTqkRvUA) if applicable to assign to the IVR, which helps identify and assist with filtering and sorting.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/54e25226-6ca5-44fe-a490-c3bc2e4c4a5e/stack_animation.webp)

### Timeout Settings

4. **Timeout Settings**:

* **On timeout**: Select the destination type and the specific destination for calls that timeout.
* **Add a Destination**: Click to configure multiple destinations. Note that this button will only appear based on the selected destination type.
* **Reorder**: Use to reorder destinations by clicking and dragging.
* **Delete**: Click to remove a destination.
* **Select timeout**: Set the timeout duration in seconds.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-15/054a4acc-f328-43c9-9900-5f680aef796f/stack_animation.webp)

### Wrong Key Press Settings

5. **Wrong Key Press Settings**:

* **If Wrong Key Pressed**: Select the destination type and specific destination for calls that press an incorrect key.
* **Add a Destination**: Click to configure multiple destinations. Note that this button will only appear based on the selected destination type.
* **Reorder**: Use to reorder destinations by clicking and dragging.
* **Delete**: Click to remove a destination.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/6ed8966b-b81d-4afb-bc0e-95750796fb40/stack_animation.webp)

### Loop Settings

6. **Loop Settings**:

* **Enable loop on timeout**: Enable if you want the system to loop back to the menu on timeout.
* **Enable loop on wrong key**: Enable if you want the system to loop back to the menu on a wrong key press.
* **Max loops**: Set the maximum number of times the system will loop back to the menu.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/0cab1fde-3ae8-49f2-b20c-b2ef68ec117b/stack_animation.webp)

### Media Settings

7. **Select Media Files**:

* Navigate to the **Media** tab.
* Select the appropriate [media files](https://scribehow.com/shared/Omnia_Admin_Media_Files__LxLyMgU7SBqju9ex6tTRBg?referrer=documents) from the dropdown list to be used for the Greeting messages. This will be an already saved file in the media files section of the portal.
* You can add more than one media file to the greeting. Files play back-to-back in the order they are listed, which is useful when you want an announcement to play after the main greeting without creating a combined recording.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/4330ad4b-c27a-43b4-a77c-2097dff05ad9/stack_animation.webp)

8. **Add a New Media File:**

* Click **Add a Mediafile** to record or upload a new media file if needed.
* Use the controls to record or upload the media file. This will open additional options.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-15/3fcf3d52-9c66-410d-9d79-f9a16353d1c3/stack_animation.webp)

9. **Additional Options**:

* **Playback**: Click to play the media file
* **Press and Hold To Record:** Click and hold to record a message.
* **Upload File**: Click to add an existing audio file.
* **Cancel Changes**: Click to revert to previous settings.
* **Enter a name:** Type the name in the **Mediafile name** field before saving.
* **Save Changes**: Click to save the recorded or uploaded file. This media file will now be available to choose from and select in the dropdown.

![](https://ajeuwbhvhr.cloudimg.io/colony-recorder.s3.amazonaws.com/files/2024-06-14/cc93f674-24b0-4fda-a884-4bd37c5e33d9/user_cropped_screenshot.jpeg?tl_px=0,35\&br_px=767,516\&force_format=jpeg\&q=100\&width=860\&wat_scale=76\&wat=1\&wat_opacity=1\&wat_gravity=northwest\&wat_url=https://colony-recorder.s3.amazonaws.com/images/watermarks/F43F5E_standard.png\&wat_pad=101,307)

### Key Press Options

10. **Configure Key Press Destinations**:

* Navigate to the **Key Press Options** tab.
* For each key (0-9, \*, #), select the destination type and specific destination.
* Use the **Add a destination** button to configure multiple destinations.
* **Reorder**: Use to reorder destinations by clicking and dragging.
* **Delete**: Click to remove a destination.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/faf1b174-1bcb-4198-b6bb-2ddf2f8810f3/stack_animation.webp)

### Saving an IVR

11. **Save IVR**:

* Click **Save**.
* Click **Yes** to confirm.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/7a228e61-9ab8-4083-8d81-887c468e34be/stack_animation.webp)

### Editing an IVR

12. **Edit an IVR:**

* Click on the IVR you want to edit or click the **Edit** button next to it.
* Make your edits.
* Click **Save**.
* Click **Yes** to confirm and save your changes.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/bb4ded17-247c-481b-9332-2d9d53ca02d8/stack_animation.webp)

### Deleting an IVR

13. **Delete an IVR:**

* Click the **Delete** button next to the IVR.
* Confirm the deletion by clicking **Yes**.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/4053a0b5-650a-49bd-91e4-696668bbf258/stack_animation.webp)

### Search, Sort, and Export Virtual Receptionists

14. **Search, Sort, and Export Virtual Receptionists:**

* **Search Bar**: Quickly find specific items by typing the name or a keyword in the search field. The system will filter the list based on your search input, displaying the relevant results.
* **Sort:** Click the sort icons next to column headers to arrange items in ascending or descending order.
* **Export Button**: Click the **Export** button next to the search field. The system will download a list of the items in CSV format.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/2d5c8c4e-ff41-4d4d-b5f5-b5c1533d61df/stack_animation.webp)