Before reading
We strongly suggest that you read the following article for a better understanding of this article.
When your phone calls enter the Plannit phone system, you have the option to choose between three different behaviours that we will detail here.
Each of these behaviours offers different possibilities, which will be further detailed later in this article.
Behavior | Call Recording | Smart Voicemail Option |
Smart Voicemail | Yes | Voicemail or Call Transfer |
Call Transfer Only | Yes | N/A |
Call Transfer, then Smart Voicemail if no answer | Yes | Voicemail or Call Transfer |
Plannit Phone System Behaviors
🔹 Smart Voicemail
This behaviour could be similar to that of a virtual receptionist (IVR). When you receive a call, your client will be prompted to select menu options to be directed to the right place.
📌 Default Scenario
The default scenario of Plannit's smart voicemail will ask your caller:
The language to use for the menus - between French and English
To choose one of your Service Categories followed by a Service in the menu options - these elements are defined in the Plannit account settings in the Services section
To enter the callback phone number and leave a message
🎯 The call will enter your Plannit system as a new call with the service name, the caller's phone number, and their audio message. You will have the option to create a Job, mark the call as spam, close it, or delete the call.
📌 Custom Scenario
The custom scenario of the smart voicemail allows you to define the menu flow as you wish. For each phone menu option, you can choose between voicemail or call transfer.
In the scenario, you can define:
The language(s) of the menu - between French and/or English
The welcome message spoken by the smart voicemail
The name of each phone menu option (e.g., To reach X, press 1; to reach Y, press 2, etc.)
The choice between voicemail or call transfer for each menu option.
🎯 The call will enter your Plannit system as a new call with the name of the selected menu option, the caller's phone number, and their audio message. You will have the option to create a Job, mark the call as spam, close it, or delete the call.
Note
The custom scenario for the smart voicemail will need to be set up by our team, with no fees charged for the initial setup.
🔹 Call Transfer Only
This behaviour is probably the simplest to understand; we set a call transfer number, and all incoming calls will be forwarded to the defined number.
🎯 The call will enter your Plannit system as a new call with the caller's phone number and an audio message from the call. From there, you can choose to create a Job, mark the call as spam, close it, or delete it.
🔹 Call Transfer, then Smart Voicemail if No Answer
This behaviour combines the previous two behaviours.
When you receive a call, it is transferred to the defined number. The call transfer will attempt to reach the number for 15 seconds, and if:
Someone answers the call before the 15-second time limit, the call is maintained.
No one answers the call before the 15-second time limit, the call is transferred to Plannit's smart voicemail.
🎯 The call will enter your Plannit system as a new call with the caller's phone number and an audio message from the call. From there, you can choose to create a Job, mark the call as spam, close it, or delete it.