How to Easily Set Up a Digital Receptionist in 3CX V20

Set Up Your Digital Receptionist in 3CX v20

The interface in 3CX Version 20 is clean and user-friendly. Here’s how to get your digital receptionist up and running.

1. Access the 3CX Admin Console
Log into your 3CX Web Client with administrator credentials. Once logged in, navigate to the “Admin” section in the bottom-left corner of the interface. This is your command centre for all system settings.

2. Navigate to Call Handling
Within the Admin console, find and click on “Call Handling.” This area manages all your inbound call routing rules, including ring groups, call queues, and the digital receptionist.

3. Create a New Digital Receptionist
Click the “+ Add Digital Receptionist” button to start the configuration process. A new screen will open where you will define how your auto-attendant operates.

4. Configure General Settings
Set the basic identity and behaviour of your digital receptionist:

• Digital Receptionist Name: Give your receptionist a clear and descriptive name, like “Main Office IVR” or “After-Hours Menu.”
• Department: Assign the digital receptionist to a department so it inherits that department’s office hours.
• Assigned DID Number(s): Assign one or more direct inward dialing (DID) numbers so calls to these numbers route directly here.

• Prompt: Upload a pre-recorded WAV file (PCM, 8kHz, 16-bit, Mono) or record a new prompt directly through the interface.

• Language: Select the language for the system prompts.

5. Define the Menu Options
Assign actions for each key (0-9), such as:

• Key 1: Connect to Ring Group – Sales Team
• Key 2: Connect to Call Queue – Support Queue

• Key 7: Connect to Digital Receptionist – Spanish Language IVR

• Key 9: Repeat Prompt

• Key 0: Connect to Extension – Operator/Front Desk

3CX allows a wide range of actions, including transferring to extensions, call queues, ring groups, specific voicemails, or another digital receptionist for multi-level menus.

6. Set Destinations for Business Hours
Configure different routing behaviours for office hours, break times, and outside business hours.

7. Configure Advanced Options
In the “Options” tab, you can:

• Forward SMS: If the DID is SMS-enabled, choose where to forward incoming text messages.

• Invalid Input: Decide what happens if a caller presses a non-valid key (repeat prompt or send to a default destination).

• If No Input: Set a timeout and choose whether to end the call, transfer it, or repeat the prompt.

8. Save and Test
Click “Save” and then test every menu option, including timeouts and invalid inputs, to ensure everything works as expected.

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