Auto Receptionists

Workbook: RX3 Zoom Phone Auto Receptionist Capture · Tabs: Auto Receptionists, Menu Options, Business Hours, Holidays, Prompts

You columns are yours to complete. RX3 columns we complete. An asterisk marks a required field.

Before you start

How this workbook is used

This is a joint document. The customer supplies the call flow intent; RX3 supplies the numbering, validation, and build tracking. Work through the tabs in order - Auto Receptionists first, since every other tab references AR Name.

Column ownership

AMBER headers are completed by the customer. NAVY headers are completed by RX3. An asterisk (*) marks a required column.

Tab relationships

Auto Receptionists is the parent. Menu Options, Business Hours, Holidays, and Prompts all key off AR Name and must match it character for character. An AR referenced as a menu destination must also exist as its own row on the Auto Receptionists tab.

Two things to get right

1. Closed Hours and Holiday menus do not inherit the Business Hours menu. Capture each context explicitly on the Menu Options tab, even when the options are identical.
2. Every menu destination must resolve to something that exists - a user, queue, shared line group, or another AR. RX3 validates this against the user and device capture workbook.

Sign-off

Once the tabs are complete, RX3 renders a one-page call tree diagram per Auto Receptionist for customer sign-off. Build does not begin until the diagrams are approved. Reading a diagram catches routing errors that are effectively invisible in a spreadsheet grid.

Delete the example row

Row 4 of every tab is a formatted example shown in gray italic. Delete it before returning the workbook. The Example column below shows the same values.

Auto Receptionists tab

One row per Auto Receptionist, including submenus. Entry Point = Top Level (a DID answers here) or Submenu (reached only from another AR). If Submenu, name the Parent AR.

Field	Filled in by	Allowed values	Example
AR Name *	You	—	Main Campus AR
Entry Point *	You	Top Level · Submenu	Top Level
Parent AR	You	—	—
Site *	You	—	Main Campus
Time Zone *	You	—	America/Denver
Direct Number	You	—	+17205551000
AR Extension *	You	—	4000
Temporary DID	RX3	—	+17205559901
Dial by Name *	You	Y · N	Y
Dial by Extension *	You	Y · N	Y
Operator (0) Destination *	You	—	Front Desk Queue
Timeout Behavior *	You	Route to Operator · Replay Menu · Voicemail · Disconnect · Forward to Number	Route to Operator
Invalid Entry Behavior *	You	Replay Menu · Route to Operator · Voicemail · Disconnect	Replay Menu
Menu Repeat Count	You	1 · 2 · 3	2
Build Status	RX3	Not Started · In Progress · Built · Tested · Accepted	Not Started
Notes	You	—	Primary inbound number for the district

Menu Options tab

One row per key press, per schedule context. AR Name must match the Auto Receptionists tab exactly. Closed Hours and Holiday menus are captured separately from Business Hours - do not assume they inherit.

Field	Filled in by	Allowed values	Example
AR Name *	You	—	Main Campus AR
Schedule Context *	You	Business Hours · Closed Hours · Holiday	Business Hours
Key *	You	0 · 1 · 2 · 3 · 4 · 5 · 6 · 7 · 8 · 9 · * · #	2
Spoken Label *	You	—	For Admissions, press 2
Destination Type *	You	Destination Type	Call Queue
Destination Name *	You	—	Admissions Queue
Resolved Extension / Number	RX3	—	4210
Destination Validated	RX3	Y · N	Y
Build Status	RX3	Not Started · In Progress · Built · Tested · Accepted	Not Started
Notes	You	—	Highest inbound volume option

Business Hours tab

One row per AR per day of week - seven rows per Auto Receptionist. Leave Open/Close Time blank when Day Status is Open All Day or Closed All Day. Amber columns are for the customer to complete.

Field	Filled in by	Allowed values	Example
AR Name *	You	—	Main Campus AR
Day *	You	Monday · Tuesday · Wednesday · Thursday · Friday · Saturday · Sunday	Monday
Day Status *	You	Open All Day · Closed All Day · Custom Hours	Custom Hours
Open Time	You	—	07:30 AM
Close Time	You	—	04:30 PM
Notes	You	—	Early release Wednesdays handled as a holiday entry

Holidays tab

One row per holiday closure, per AR. Use a shared name across ARs if the same closure applies to several, but enter one row for each.

Field	Filled in by	Allowed values	Example
AR Name *	You	—	Main Campus AR
Holiday Name *	You	—	Winter Break
Start Date *	You	—	12/22/2026
End Date *	You	—	01/05/2027
Routing During Holiday *	You	Destination Type	Voicemail
Holiday Prompt ID	RX3	—	P-014
Recurs Annually	You	Y · N	Y
Notes	You	—	Confirm exact dates against academic calendar

Prompts tab

One row per recorded or synthesized prompt. Every non-English prompt gets its own row, cross-referenced in Notes to its counterpart. Write Script Text exactly as it should be spoken, including pauses and pronunciation guidance.

Field	Filled in by	Allowed values	Example
Prompt ID *	RX3	—	P-001
AR Name *	You	—	Main Campus AR
Prompt Type *	You	Business Hours Greeting · Closed Hours Greeting · Holiday Greeting · Menu Prompt · Invalid Entry · Timeout · Voicemail Greeting · Language Selection	Business Hours Greeting
Language *	You	—	English
Script Text *	You	—	Thank you for calling ACME Industries. For Finance, press 1. For Sales, press 2. To reach a staff member by name, press 9. To speak with the front desk, press 0 or stay on the line.
Delivery Method *	You	TTS · Professional Recording · Customer Recording · Reuse Existing	TTS
Voice / Talent	You	—	Zoom TTS - Female US
Approved By	You	—	—
Build Status	RX3	Not Started · In Progress · Built · Tested · Accepted	Not Started
Notes	You	—	Spanish counterpart is P-002

Value lists

Destination Type

User · Call Queue · Shared Line Group · Auto Receptionist · Common Area · Voicemail · External Number · Zoom Room · Contact Center · Repeat Menu · Disconnect