You can update a Virtual Receptionist’s key press assignments by following these instructions:

  1. Log into office.ooma.com as an administrator and navigate to the Settings tab.
  2. Locate the Virtual Receptionist whose key press assignments you wish to update and click the corresponding line.
  3. Click the Business Hours Menu tab to update the key press assignments while your business is open. Click the After Hours/Holiday Menu tab to update the key press assignments while your business is closed.
  4. Click the box that corresponds with the numbered key you would like to update. You can choose one of three options for each of the ten buttons on the phone:
    • Company directory: Allows the caller to search the directory for the person they wish to reach by using their phone keypad to dial a name.
    • Play announcement: This option allows you to list important information such as your business hours or time-sensitive offers. You can either upload an audio file, or you can type your message and use text-to-speech to say it out loud.
    • Transfer call to Virtual Receptionist: Transfers the caller to another Virtual Receptionist. You can use this feature to build more intricate Virtual Receptionist menus, such as allowing the caller to choose a department and then letting the caller choose different functions within that department.
    • Transfer call to extension: Transfers the caller to the extension assigned to that key. You can assign this option to a physical extension, a virtual extension, a Ring Group, or the Conference Server.
    • Transfer call to voicemail: Transfers the caller directly to the voicemail of the extension assigned to that key.
  5. Fill out the required information depending on the option you choose.
  6. Save your changes.