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Write a 3CX phone menu that sends callers to the right person first time
Callers press 1, get the wrong person and ring off. Get a Digital Receptionist menu, an out-of-hours route and scripts under 20 seconds.
The prompt · ChatGPT
Write a phone menu for our 3CX Digital Receptionist. Why people ring: [e.g. new enquiries, existing jobs, accounts, suppliers] Who handles each: [person, ring group or queue] Opening hours: [days and times]
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What you get (sample answer)
Menu: For new enquiries, press 1 (Sales ring group). For an existing job, press 2 (Ops). For accounts, press 3 (Priya). For suppliers, press 4 (Office). Welcome (under 20s): "Thanks for calling Ashcroft Joinery. For new enquiries press 1, existing jobs press 2, accounts press 3, suppliers press 4." Out of hours: "We're closed. Leave a message or email [email protected]. For emergencies press 9." Holiday: same, plus "Back on [date]."
Paste the prompt above into any assistant and get the scripts.
Record each script, or make a WAV with a text-to-speech tool, saved as PCM, 8 kHz, 16-bit, mono (not MP3).
In 3CX, go to Admin, Call handling, Add digital receptionist, upload the prompt and set each digit's destination.
Why it helps
Every call goes to whoever's free, so people are passed around, wait on hold and hang up before reaching the right person.
Tools
Paste the prompt, fill the blanks, copy the draft.
- ChatGPT — required. Works with the business tool named on this recipe. You stay in control of what gets sent.