Phone trees and call routing systems are core components of modern business telephony. They help direct callers to the right destination quickly, reduce manual workload, and improve the caller experience.
Phone Trees ▶
A Phone Tree is an automated call routing system that directs incoming calls based on predefined options. It allows callers to navigate menus using keypad inputs.
How a Phone Tree Works
A Phone Tree is built by connecting multiple tools (audio prompts, keypress inputs, routing actions) into a logical flow. Each tool defines what the caller hears and what happens next based on their input or timing.
To learn how to configure and set the routing of a phone tree, click here.
- Dental Practice Call Management: Automatically direct patients to new patient registration, existing patient support, or voicemail.
- After-Hours Routing: Send calls to a voicemail or emergency line when the clinic is closed.
- Call Queue Management: Connect callers to specific queues, such as billing, appointments, or reception.
- Efficient Agent Extensions: Allow direct access to agents via extensions.
- Multi-location Practices: Route calls to the right branch/ location based on time or patient type.
Key Points to Remember
- Every Phone Tree setup must be finalized by clicking "Publish."
- Gather Digits and Extensions offer interactive control for callers.
- Business Hours settings are essential for time-based call routing.
- A well-planned tree improves the caller experience and staff efficiency.
- Automates call routing using IVR options.
- Allows custom configuration for contact types, timeouts, extensions, and voicemails.
- Supports business hour-based call flows.
- Reduces manual handling of calls and improves patient experience.
Tips
- Use Clear Audio Prompts: Keep voice messages simple and easy to follow.
- Test Before Publishing: Always preview the flow and test each keypress.
- Use Timeout Options Smartly: Provide retry chances to reduce caller drop-off.
- Clone Trees for Efficiency: Save time by cloning existing trees for similar branches.
- Keep Voicemail Monitored: Ensure someone regularly checks and follows up.
Benefits
- Efficiency: Reduces hold times and improves call handling.
- Professionalism: Ensures consistent communication with callers.
- Customization: Tailored routing for business hours, patient type, and call needs.
- Scalability: Works seamlessly for small clinics or large practices with multiple locations.
- Availability: Routes calls effectively even after hours or during high call volume.
Best Practices
- Regularly review call paths and optimize based on call data.
- Use clear and specific prompts in all audio messages.
- Define fallback trees for invalid or no input scenarios.
- Align business hours with real-time scheduling to avoid misroutes.
Ring Groups ▶
The Ring Groups in the VoiceStack Admin App allow administrators to organize extensions into groups for efficient call handling. It helps in routing incoming calls to multiple extensions based on predefined settings.
To learn how to configure and manage ring groups, click here.
Tips
- Use clear and descriptive names for each ring group (e.g., Support - Tier 1, Sales - West) to easily identify them later.
- Limit group members to only the relevant agents for targeted routing and avoid overwhelming call volumes.
- Regularly audit ring groups to ensure membership and settings align with current team structures.
- Choose “Simultaneous” routing for urgent response teams and “Round Robin” for balanced workloads.
- Use Timeout settings wisely to avoid long wait times or dropped calls.
Use Cases
| Scenario | Suggested Ring Group Setup |
|---|---|
| Customer support team needing fast responses | Simultaneous routing with voicemail fallback |
| Sales team organized by regions | Create separate groups (e.g., Sales-East, Sales-West) |
| Technical support with escalation | Priority routing from Level 1 to Level 2 support |
| Remote or hybrid teams sharing devices | Combine hot desking with ring group routing |
| Rotating shift teams | Use Round Robin to ensure fair distribution of calls |
Key Points
- Ring Groups route incoming calls to multiple agents based on a selected dialing pattern.
- Supports four routing patterns: Round Robin, Priority, Simultaneous, and Longest Waiting Time.
- Group members can include any registered extensions or devices.
- Admins can configure timeouts to control call duration before rerouting.
Benefits
- Faster Response Times – Distributes calls efficiently to available agents.
- Reduced Call Drops – Ensures someone always picks up, improving customer satisfaction.
- Flexible Routing – Choose from multiple dialing strategies to fit team needs.
- Cost-Efficient – Optimizes workforce usage with fewer missed connections.
- Scalable – Easily add or remove members as teams grow or shift.
Best Practices
- Plan before creating: Map out teams and their call responsibilities.
- Test routing before going live to avoid misrouted calls.
- Keep group sizes optimal – neither too large (overwhelming) nor too small (missed calls).
- Document changes to Ring Group setups for tracking and troubleshooting.
- Train agents on how ring groups work and who is responsible for answering calls.
Longest Waiting Time ▶
The benefits of effectively configuring the longest waiting time are:
-
Fair Call Distribution
Ensures no single agent is overloaded, promoting team balance. -
Improved Agent Morale
All agents get an equal chance at customer engagement and lead handling. -
Optimized Utilization
Idle agents are prioritized, reducing downtime and increasing efficiency. -
Better Customer Experience
Minimizes caller wait time by ensuring available agents get calls first.
Use Cases
-
Call Centers with Rotational Load
Ensures fair call distribution, giving agents equal opportunity to answer calls. -
Sales or Support Teams
Prevents top performers from being overloaded and helps underutilized agents contribute. -
Remote or Distributed Teams
Balances call routing even across time zones by targeting the most idle agent. -
Hotdesking or Shared Devices
Supports environments where multiple agents may log into a single endpoint.
Tips for Using the Longest Waiting Time Effectively
-
Enable Agent Status Monitoring
Encourage agents to update their status (Available, DND, etc.) accurately to reflect real-time availability. -
Use with Call Analytics
Monitor missed calls and response times to fine-tune timeout settings. -
Avoid Manual Overrides
Let the system handle rotation to maintain fairness unless urgent escalation is required. -
Combine with Whisper or Call Waiting
Add contextual information or queuing logic for smoother handling.
Best Practices
- Regularly review agent activity logs to detect call handling gaps.
- Set reasonable timeout durations to avoid long waits if an agent doesn’t answer.
- Clearly train agents on how logging in/out or enabling DND affects their call priority.
- Use in teams where fairness and even workload are operational priorities.
Example
In a 5-member support ring group, Agent A has been idle for 10 minutes, Agent B for 3 minutes, and others are on calls. A customer call enters the ring group. The system routes the call to Agent A first. Agent A misses the call, so they are moved to the back of the line. The next longest-idle agent becomes the first choice for the following call.
Call Queue ▶
Call Queue manages incoming calls by placing callers in a virtual line when all agents are busy, instead of sending a busy signal. Calls are answered by the next available agent, ensuring fair distribution, fewer dropped calls, and a better customer experience.
In the VoiceStack Admin App, Call Queues work with Ring Groups, Audio/Timeout Rules, Exit Queue, and Park Call settings to create a customizable and efficient call flow.
To learn how to manage call queues in VoiceStack, click here.
Here are the key benefits of using a call queue:
- Fair Call Distribution – Ensures no agent is overloaded while others are idle.
- Improved Customer Experience – Reduces dropped calls and wait frustration.
- Flexible Call Routing – Customizable queue rules based on business priorities.
- Scalable Setup – Supports growing teams and varied queue needs (support, sales, billing).
- Enhanced Operational Control – Admins can proactively manage flow, reassign ring groups, or tune timeout durations.
Tips
- Always assign at least one Ring Group to avoid misrouted or dropped calls.
- Use Audio/Timeout rules to play custom messages or music while users are on hold.
- Enable Exit Queue or Park Call based on your business need—choose Exit Queue for quicker routing or Park Call to hold for agent availability.
- Use descriptive names for queues like Support – Tier 1 or Billing Inquiries for better queue identification and reporting.
- Periodically review queue performance to optimize routing strategies and agent response times.
Use Cases
- High Call Volume Handling: When all agents are busy, callers are queued and routed fairly using Ring Groups.
- Rotating Support Teams: Combine multiple ring groups into a queue to support dynamic shift changes.
- Hold Experience Customization: Apply custom hold music or informational messages using the Audio/Timeout rule feature.
- Overflow Routing: Use the Exit Queue or Park Call toggle to manage calls when no agents are available within a set timeframe.
- Location-Based Routing: Create location-specific queues (e.g., NYC Support, LA Sales) to route calls to the right team based on geography.
- Remote Agent Support: Enables seamless distribution of calls across hybrid or remote teams through configured Ring Groups.
Key Points
- A Call Queue manages incoming calls when all agents are engaged.
- Essential components: Ring Group, Audio/Timeout Rules, Exit Queue, and Park Call.
- Parked calls can be held for a custom duration, enhancing queue flexibility.
- You must add a Ring Group before applying audio or timeout configurations.
- Custom call flow behaviors like exit or parking improve call management and caller satisfaction.
Best Practices
- Align queue rules with team schedules to ensure effective routing at all hours.
- Monitor queue analytics (e.g., hold time, drop rate) and adjust rules accordingly.
- Enable Exit Queue for priority lines that require quick rerouting or VIP support.
- Use consistent naming conventions for queues and ring groups to streamline management.
- Regularly audit and update queues to reflect team changes or business reorganization.
Holiday Calendar ▶
Whether it’s Christmas break, a staff training day, or an unexpected closure, your dental practice can still offer a smooth patient experience with automated routing using Holiday Calendar.
The Holiday Calendar in the Admin App helps businesses automatically manage call routing during holidays or special closure days. Instead of manually adjusting call flows every time your office is closed, you can set up preset or custom holidays to ensure callers always reach the right path, whether that’s an IVR, voicemail, or alternate phone tree.
To learn how to set up holidays in the Holiday Calendar, click here.
Here are the benefits of a holiday Calendar:
- Reduces manual errors by automating call behavior on non-working days.
- Improves caller experience with timely and relevant responses.
- Saves time for admins by enabling bulk updates across multiple locations.
- Ensures consistency in how holidays are handled across departments and regions.
- Provides visibility and control through a centralized summary dashboard.
Use Cases
| Scenario | Action |
|---|---|
| National Holidays | Automatically redirect calls during public holidays with customized IVR messages and voicemail setup. |
| Location-Specific Closures | Apply different holiday settings for offices in various countries. |
| Half-Day or Special Hours | Configure shortened working hours for days like New Year’s Eve or internal events with specific call handling. |
| Seasonal Campaigns or Closures | Temporarily reroute calls or promote holiday campaigns with customized IVR`s during festive periods. |
| Emergency Preparedness | Pre-plan call routing during known company shutdowns or planned maintenance with no manual intervention. |
Tips
- Use predefined holidays for speed and accuracy.
- Set recurrence rules to avoid reconfiguring the same holidays every year.
- Preview IVR messages before applying to ensure clarity and tone match the holiday context.
- Use number-specific voicemail for departments (like Sales or Support) to ensure the right team receives the message.
- Audit holiday settings regularly using the summary dashboard to avoid missed updates.
Call Forwarding/Diversion ▶
Call Forwarding lets you redirect an agent’s incoming calls to a phone number, another extension, or a Voicemail.
Forwarding applies only during the time window you set. All configurations are then saved as rules.
Before creating a rule, make sure Call Forwarding is enabled under the Agent’s configuration.
To learn how to configure call forwarding in VoiceStack, click here.
Frequently Asked Questions
Questions |
Answers |
| Can I create multiple rules for the same agent? | Yes — each rule has its own duration. |
| What happens when a rule expires? | It moves to Expired, but you can still edit or re-activate it. |
| Can I forward to an international number? | Yes, as long as the number format is valid. |
Support / Contact
Need further help? Contact support@voicestack.com or call 407-833-6436.