Auto Attendant Phone System

Auto Attendant Software for Small Businesses

Get the KrispCall Auto Attendant phone system to never miss calls from potential customers. Have effortless call routing and 24/7 call handling at your service with our Auto attendant phone system.

Greet callers professionally
Customize your greetings and messages
Set up your recordings
Route calls to appropriate departments
Auto Attendant Software for Small Businesses 

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How to Set Up an auto attendant?

Setting up an auto attendant is easy with KrispCall. Here is the step-by-step guide to setting up an auto-attendant phone system.

Select the number you want to activate auto attendant.
Go to the IVR menu.
Enter the greetings messages.
Add the extension number of each department or agent.
Set call routing rules
How to Set up auto attendant

KrispCall Virtual Auto Attendant Phone System Features 

Here is the list of KrispCall auto attendant phone system features that make it a top choice for any business:

How KrispCall Auto Attendant Phone System Works?

Calls can be routed to appropriate departments within the company based on the predefined conditions. This is how KrispCall Auto Attendant Phone System

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The auto attendant system plays pre-recorded greeting messages when a call comes in.

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Menu options

After the greeting, the Auto Attendant presents the caller with menu options. For example, “Press 1 for Sales, Press 2 for Customer Support”, etc.

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Dial extension

Select the desired extension number to route calls to appropriate departments.

Application & Use Cases of Auto Attendant Software


Auto Attendant Software for Call Center

Let’s see how auto attendant software benefits call centers.

Call centers receive huge phone calls from customers daily. Some customers call to know about the business hours, some to discuss their issues, and some about its services. There is where the Auto attendant phone system comes in handy. It enhances customer satisfaction and improves call center efficiency by offering self-service options for common inquiries, routing calls based on caller preferences, and updating business offers.

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Auto Attendant Software for Small Business

Let’s see how auto attendant software benefits small businesses.

Auto attendant software helps small businesses efficiently manage incoming calls by directing calls to suitable agents or departments. Similarly, the pre-scripted voice messages contain basic business information like office hours, location, holidays, service offers, etc. As a result, the office staff doesn’t have to waste their precious time describing to a caller about these details. It also helps small businesses create a professional company image among prospects.

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Auto Attendant Software for Medical Office

Let’s see how auto attendant software benefits medical offices.

The auto attendant system helps medical offices to handle huge phone calls from patients and route patients’ phone calls to the appropriate departments enabling patients to receive the desired service on time. Patients can also request prescription refills, schedule appointments, and know about business hours and assistance with this software which helps improves the overall patient experience and reduces the time staff spends on handling calls.

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Auto Attendant Software for Hotels

Let’s see how auto attendant software benefits hotels.

Hotels can include most asked questions by customers on an automated attendant voice message like their room availability, room types, and location so that customers calling hotels will give that information on first hand without requiring to talk to a live human receptionist. Customers can also easily access the hotel’s front desk, room service, or other services through menu options.

SMS Marketing For Small Business

Auto Attendant Software for Law Firms

Let’s see how auto attendant software benefits law firms.

Auto attendant software allows law firms to manage incoming calls, forward them to specific attorneys or departments, and provide important information such as office hours. The software improves client satisfaction and ensures efficient call handling.

Why Choose KrispCall Auto Attendant Phone System

Why Choose KrispCall Auto Attendant Phone System?

Better Call Management: Manage your business's incoming calls by routing calls to relevant departments or individuals while offering multi-device accessibility to prevent unhandled calls.
Affordable Pricing Options: KrispCall offers affordable pricing plans, allowing companies of all sizes to choose a plan that fits their company's needs and budget.
Highly Customizable: Allows you to personalize your greeting message, menu options, and call route rules as per your choice.
Ease of use: It is user-friendly and easy to use. Also, its menu option is straightforward and lets you jump from one menu to another quickly.
Better Customer Service: It routes calls to the right department/agent, minimizing call wait time and missing calls and handling customers’ queries faster, which automatically leads to better customer service.

What are the differences between Auto Attendant and IVR?

Auto Attendant

  • Auto attendant is a phone system that routes a caller's call to a company's appropriate department or individual.
  • Auto attendant transfers calls to relevant departments based on selected inputs: press 1 for sales, press 2 for customer support, etc.
  • It provides limited interaction options than IVR.
  • It lacks voice recognition technology.
  • Auto attendants have no access to the database.
  • An auto attendant is a good choice if you want a phone system that only routes calls to appropriate departments and greets callers.
  • IVR

  • IVR is an advanced form of auto attendant that provides more advanced functionality and does more than just routing calls.
  • VR transfer calls to relevant departments based on selected inputs and previous customer interactions.
  • It gives more interaction options than IVR through voice and keypad inputs.
  • It has voice recognition technology.
  • IVR can access databases and can also edit details in the database.
  • IVR is a good choice if you want a phone system that can interact with a caller and provides a self-service facility to customers.
  • Advantages & Disadvantages of Automated Attendant Phone System


    Increased call handling efficiency: It efficiently handles high volume of cals and transfers calls to the right departments, improving overall call efficiency.
    24/7 available: It is always available. So, even if customers call your business after office hours, they will likely get the information they seek.
    Enhance customer service: It immediately transfers calls to the right agent. It saves customers’ time and delivers service faster resulting in improved customer experience.
    Cost savings: With auto attendant, businesses may not need a dedicated receptionist to handle the calls thus saving money.


    Lack of human interaction: The auto attendant phone system lacks the personal touch of a human receptionist. Hence, a caller who prefers talking with a human may find navigating through the robotic menu option frustrating to get what they are searching for.
    Navigation complexity: Some callers may find navigating multiple menu options problematic. They may need help with menu options leading to frustration and dissatisfaction.
    Technical issues and maintenance: Setting up auto attendant require proper configuration. Any technical glitches results disrupt call flow. Also, it is necessary to update the phone system occasionally to ensure smooth operation.

    10 Best Auto Attendant Phone Systems in 2023

    1. KrispCall

    KrispCall provides the best Phone system with auto attendant functionality. With its auto attendant, companies can enjoy unique features like call routing, personalized greetings, music on transfer, DND, receiving from any device, set maximum wait time, voicemail to email features, etc.


    KrispCall aims to replace the traditional phone system with the internet-based one, enabling companies to run from anywhere, irrespective of their physical location. The company provides virtual numbers in 100+ countries.

    Unified callbox
    Call transfer
    Call history
    Call filter
    Call recording
    Caller ID
    Essential: $15/user/month
    Standard: $40/user/month
    Enterprise: contact the support team

    2. RingCentral

    RingCentral is a famous VoIP communication platform provider.  Its products include cloud-based messages, video, contact center omnichannel CX, Outbound CX, etc. RingCentral aims to help companies create strong connections with their clients through virtual communications.


    RingCentral offers several innovative features and functionality like CRM integration, call analytics, video conferencing, call handling, recording, etc. With RingCentral’s innovative solutions, teams can work seamlessly across locations and devices, fostering collaboration and increasing business productivity. One of its best products is a multi-level auto attendant phone system.

    Call handling
    Call recording
    Multi-level auto attendants
    Dial-by-name directory
    Core: $30 per month/ $20 per year per user
    Advanced: $35 per month/ $25 per year per user
    Ultra: $45 per month/ $35 per year per user

    3. Dialpad

    Dialpad is another alternative you can choose for an auto-attendant phone system provider.  Dialpad’s products include an auto attendant phone system, cloud contact center, virtual contact center, VoIP phone system, enterprise phone system, video conferencing, etc.


    Dialpad offers several features and services for businesses of all sizes. Dialpad integrates with CRMs and other popular business tools like Salesforce, HubSpot, Google Workspace, and Microsoft 365.

    Custom messaging
    Call flow prioritization
    Call routing
    Personalized greetings
    Standard: $15 monthly per user
    Pro: $25 monthly per user
    Enterprise: contact the sales team

    4. AirCall

    AirCall is a cloud-based call center software suitable for a small business where customers work for the sales and support teams. It is a versatile tool that can be used to create a highly effective auto attendant phone system.

    AirCall Auto Attendant Software Provider

    When it comes to managing incoming calls, Aircall is an excellent option. It provides phone numbers in hundred plus countries and has more than 9000 customers that trust Aircall cloud-based call center software.

    Call Queuing
    Real-Time Modifications
    Unlimited Concurrent Calls
    Call Tracking
    Pre-recorded Messaging
    IVR menus
    Essentials: $360 per year
    Professional: $600 per year
    Custom: On-demand Quote

    5. Nextiva

    Nextiva focuses on making communication more innovative and efficient. It has served over 100,000 businesses and offers services like VoIP phone, video conferencing, text messaging, and CRM software.


    In addition to virtual phone numbers, Nextiva also provides auto attendant software. This software includes helpful features like voicemail, ring groups, and spam prevention. One of the great things about Nextiva’s auto attendant is that it lets you record personalized greetings for callers, which gives a more personal and human touch to the phone calls.

    Call analytics
    Smart call routing
    Customizable greetings
    Integration with business software
    Call handling
    Essentials: $18.95 per user monthly
    Professional: $22.95 per user monthly
    Enterprise: $32.95 per user monthly

    6. Ooma

    Ooma offers its sophisticated cloud-based communication solution to many industries like hospitality, dental, real estate, insurance, manufacturing, law firms, etc. Its automated attendant phone system helps all business sizes effectively handle incoming calls and route them to relevant departments based on predefined conditions.


    Moreover, Ooma also provides a business and VoIP phone system that enables businesses to operate from anywhere.

    Mobile and desktop apps
    Call queuing
    Call recording
    CRM integration
    Voicemail transcription
    Multi ring
    Call Blocking
    Essentials: $19.95 monthly per user
    Pro: $24.95 monthly per user
    Pro Plus: $29.95 monthly per user

    7. 8×8

    Teamwork and customer collaboration are the critical pillars of 8×8’s mission. 8×8 offers multi-level auto attendants that enable you to create multiple levels of personalization based on your customers’ size, location, and priority.


    The company has gained the trust of many national and international clients. Many customers who have used its services have recommended using its services once.

    Call handling
    Integration with softwares
    Call forwarding
    Call queuing
    Music on hold
    X2:$28 per month per user
    X4:$57 per month per user

    8. Grasshopper

    Grasshopper provides virtual receptionist software as part of its auto-attendant features. As an auto attendant, Grasshopper helps you schedule appointments and address callers’ needs rather than letting them go to voicemail.


    Getting an auto attendant with Grasshopper is easy. You only need to sign up, add required phone extensions, and record and upload greetings messages and prompts. Similarly, the company also offers a seven-day free trial of auto attendant software which is a plus point for a client.

    Desktop and Mobile Apps
    Business texting
    Call forwarding
    Voicemail transcription
    Custom greetings
    Call transfers
    Ruby receptionist
    VoIP/ wifi calling
    Contact the support team

    9. Vonage

    Another popular auto attendant phone system provider is Vonage. Vonage’s headquarters is in New Jersey but has offices throughout the United States, Europe, and Asia. Vonage is a popular name for a cloud-based communication platform.


    Vonage leverages its services to various industry types like healthcare, education, finance, manufacturing, etc. One of the best features of Vonage is its cloud-based auto-attendant phone system is available in different pricing options. Select the best auto attendant pricing option that suits your business budget and take advantage of its benefits.

    Call screening
    Mobile and desktop app
    Business SMS
    Block caller ID
    Call queuing
    Call routing
    Virtual receptionist
    Mobile:$19.99 monthly
    Premium: $29.99 monthly
    Advanced: $39.99 monthly

    10. Goto Connect

    Gotoconnect offers cloud-based products to help businesses collaborate and work efficiently from anywhere. One of its products, the GoToConnect auto attendant phone system, is an advanced technology that allows route callers’ calls to appropriate departments or agents.


    With GoToConnect, you can customize greetings for call queues and voicemails, create directories, and record personalized messages. GoToConnect also provides video meeting tools, enabling teams to work effectively together.

    Customize messages and greetings
    Call forwarding and transfer
    Call routing
    Integration with other softwares
    Number porting
    Basic: $27 per month per user
    Standard: $32 per month per user

    Auto Attendant Best Practices

    Some best practices to effectively use an auto attendant are as follows:

    1. List Menu Option According to Their Importance
    Organize the information based on importance and customers searching for it. Always put the most requested information at the top. Avoid putting marketing campaigns at the top menu. Also, make sure the data is up-to-date and precise.
    Doing this will help callers navigate the phone system quickly and ensure that callers don’t miss important messages or information.
    2. Using Professional Voice Talents
    Consider hiring professional voice talent (voice actors) instead of hiring non-professional individuals or letting your employees record voice messages. A voice-over artist has a clear tone and voice. They can pronounce a word clearly and know how to produce high-quality recordings crucial for callers understanding.
    3. Use On-Hold Messaging Features
    Keep callers informed and engaged by sharing vital company information, promoting special offers, and announcing upcoming events. It's an opportunity for callers to prepare documents they may need during the call. On-hold messaging turns waiting time into a valuable and productive experience.
    4. Clear and Professional Greeting
    Start with a well-crafted and friendly greeting. Clearly state the name of your company and any other necessary information, such as operating hours or website details. Avoid using overly technical jargon or lengthy introductions.

    Never miss a call! Automate your incoming calls.

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    Frequently Asked Questions

    Didn’t find the Answer you were looking for? Visit our Help Center or Contact Support

    Auto Attendant is an automated phone system that greets callers, provides menu options, and routes calls to the appropriate department or individual without requiring manual and human intervention.

    Auto Attendant uses pre-recorded voice prompts and customizable menu options to guide callers through several choices. Based on their selection, the system intelligently routes the call to the desired destination.

    Absolutely! You can set up different menus for different times of the day with Auto Attendant. Auto Attendant offers time-based routing, allowing you to set up different menus or call-handling rules based on specific business hours or time zones.

    Yes. You will receive analytics or call reporting from the Auto Attendant. Most Auto Attendant system consists of analytics and reporting features that provide detailed call analytics and reporting, giving insights into call volume, call durations, peak call times, and other valuable metrics. These analytics can help you optimize your call handling and improve customer experience.

    Yes. We are always available to assist you whenever you have a technical question.

    Getting started with the Auto Attendant service is easy with KrispCall. Follow these steps to get started with the Auto Attendant service with KrispCall:

    Step 1: Select the number you want to activate auto attendant.

    Step 2: Go to the IVR menu.

    Step 3: Enter the greetings messages.

    Step 4: Add the extension number of each department or agent.

    Step 5: Set call routing rules.

    A multi-level auto attendant is an advanced feature of the auto attendant that allows businesses to establish a hierarchical system for routing calls and sending messages. This feature empowers companies to create multiple levels or tiers of menus and submenus, to manage and direct incoming calls efficiently.

    Yes, the KrispCall auto attendant phone system allows you to customize the greetings and menu options to meet your business’s needs and requirements.

    Yes, you can integrate voicemail with Auto Attendant System. Auto Attendant seamlessly integrates with voicemail systems, ensuring callers can leave a message if needed. You can access voicemails easily and manage them efficiently.

    Yes, most Auto Attendant supports multiple languages. You can configure the system to provide greetings and menu options in different languages to cater to your diverse customer base.

    Yes. KrispCall Auto Attendant is compatible with landline and mobile phone systems. It can seamlessly integrate with your existing phone infrastructure, regardless of the type of phone service you use.