How do I store business hours in a voice menu (IVR)?

Store business hours in the sipgate voice menu (IVR) – route calls differently depending on the time.

With a voice menu (IVR), you direct callers to the right place by pressing a button. You can also automatically play a message with information outside your opening hours (e.g. opening hours).

When is this useful?

• You want to quickly route callers to Sales, Support, or Accounting.

• You want a fixed announcement to play after business hours.

Requirements

• A free phone number (not the main phone number).

• Text for the announcement outside business hours (to record or as an MP3).

Step-by-step instructions

1. Assign phone number for the voice menu

1. Select a free phone number from the list (not the main phone number).

2. Store this number in the IVR (voice menu). &#xNAN;Note: The number is used only to forward to the voice menu.

2. Create group with main phone number

1. Create a new group (e.g. “Main line”).

2. Assign the main phone number to the group (customers call this number).

3. Prepare voicemail for outside hours

1. Activate voicemail for the group.

2. Store announcement: Record text or upload MP3 (content: opening hours, alternative contact methods, callback note).

4. Set group routing to IVR during business hours

1. Open Group routing > Edit.

2. Under Forwarding rules enter Immediately the IVR number (from step 1). → Result: During the defined times, calls go directly to the voice menu.

5. Define business hours

1. Activate Forward only at certain times.

2. Enter your opening hours (days & times).

6. Forward to voicemail outside business hours

1. Check the box for Forward immediately to this destination outside the defined times.

2. Select in the dropdown the voicemail with the announcement previously stored. → Result: After business hours, your announcement plays automatically.

Typical use cases

• Button menu (during opening hours): “Press 1 for Sales, 2 for Support, 3 for Accounting.”

• Outside opening hours: “You can reach us Mon–Fri 9 a.m.–5 p.m. Please send us an email at …”

Notes & tips

• Keep it short and clear: Max. 10–15 sec. per option.

• MP3 format: Use a clear recording, moderate volume.

• Test call: After setting up, make a test call during and outside business hours.

• Error pattern “loop”: Check whether the main phone number is really assigned to the Group and the IVR number is used only as the destination in the Forwarding rules is entered.