RingCentral IVR / Auto-Receptionist Setup

RingCentral IVR / Auto-Receptionist Configuration Specialist Needed Project Overview I am looking for an experienced RingCentral specialist to configure a complete IVR (Interactive Voice Response) and Auto-Receptionist system for my organization. The goal is to build a professional phone system that filters incoming calls, routes callers to the appropriate department, significantly reduces unnecessary interruptions, and creates a polished customer experience. This is not a simple phone setup. I am looking for someone with extensive RingCentral experience who can design, configure, test, and document a complete business phone system. ⸻ About Our Organization Organization Name: DFW Black Owned Business Network Commonly referred to as: DFW BOBN Pronunciation Requirement: DFW BOBN is pronounced: “D-F-W Bobbin” The abbreviation should never be pronounced letter-by-letter. Correct pronunciation throughout the phone system is very important. ⸻ Project Goals The completed phone system should: * Reduce unnecessary incoming calls. * Prevent routine calls from reaching executive leadership. * Route callers to the proper department. * Encourage callers to use the appropriate communication channels. * Allow callers to leave department-specific voicemail messages. * Create a polished and professional first impression. ⸻ Scope of Work The selected freelancer will be responsible for configuring: * RingCentral Auto-Receptionist * Complete IVR menu * Business-hours routing * After-hours routing * Department voicemail routing * Message-only voicemail extensions * Voicemail notifications * Call routing * Invalid selection behavior * Timeout behavior * Executive call protection * Final testing * Documentation and walkthrough ⸻ Phase 1 – Review Existing RingCentral Account Please review the current configuration before making any changes. Review: * Existing Auto-Receptionist * Company call handling * Business hours * Extensions * Call forwarding * Existing IVRs * Existing voicemail boxes * Department routing * Dial-by-name directory * Operator settings Do not remove existing users, numbers, or extensions without approval. ⸻ Phase 2 – Configure Business Hours Configure separate routing for: * Business Hours * Closed Hours Each should have its own greeting and routing behavior. ⸻ Phase 3 – Create Department Voicemail Extensions Create message-only voicemail extensions (or their equivalent) for: * Customer Service * Partnerships & Community * Orders & Quotes Each department should have its own voicemail greeting and notification settings. ⸻ Phase 4 – Configure Main IVR Create a professional IVR with the following options: Press 1 Existing Orders / Customer Service Press 2 Partnerships / Sponsorships / Community Organizations Press 3 New Orders / Quotes / Printing Services Press 4 Community Programs / Events Press 0 General Voicemail The IVR should never automatically route callers to executive leadership. ⸻ Phase 5 – Department Routing Configure each IVR selection so callers are routed directly to the appropriate department voicemail. No department should automatically ring an executive. ⸻ Phase 6 – Main Greeting Create or configure a professional greeting. The greeting should: * Introduce the organization. * Explain each menu option clearly. * Direct callers toward the preferred communication methods. * Mention department-specific options. * Use the correct pronunciation of DFW BOBN (“D-F-W Bobbin”). Professional voice recording or properly configured text-to-speech is acceptable. ⸻ Phase 7 – Department Greetings Each department should receive a custom voicemail greeting explaining: * The purpose of the department * What information callers should leave * What information helps us respond more efficiently * Expected follow-up process ⸻ Phase 8 – Timeout & Invalid Selection Behavior If the caller presses an invalid key: * Replay the menu. * After multiple invalid attempts, send the caller to General Voicemail. If the caller makes no selection: * Replay the menu once. * Route to General Voicemail. ⸻ Phase 9 – After-Hours Routing After business hours: * Play a shorter after-hours greeting. * Route callers directly to General Voicemail. * Do not replay the full IVR. ⸻ Phase 10 – Executive Call Protection This is one of the most important requirements. The main company number should not automatically forward to executive leadership. Routine callers should not be able to bypass the IVR and reach executive leadership directly. Internal staff should still be able to transfer calls appropriately when necessary. ⸻ Phase 11 – Remove Easy IVR Bypasses Review and configure: * Dial-by-name directory * Operator routing * Company directory * Extension dialing * IVR bypass methods General callers should not be able to circumvent the IVR. ⸻ Phase 12 – Voice Quality The phone system should sound polished and professional. Correct pronunciation is required. DFW BOBN should always be spoken as: “D-F-W Bobbin” ⸻ Phase 13 – Testing Before the project is complete, test every route including: * Every IVR selection * Invalid selections * No selection / timeout * Business-hours routing * After-hours routing * Department voicemail routing * Notification delivery * Greeting playback * Executive protection ⸻ Phase 14 – Documentation Upon completion, provide either: * A screen-recorded walkthrough, or * A live Zoom walkthrough. Please demonstrate: * How to edit greetings * How to change routing * How to update business hours * How to modify IVR options * How to create new departments * How to manage voicemail * How to restore settings if changes are made accidentally ⸻ Security Requirements I prefer not to share my primary administrator credentials. Please be comfortable working through: * A temporary administrator account * Secure screen sharing * Another secure access method Do not modify: * Billing * Account ownership * Telephone numbers * SMS configuration * Number porting * Recovery settings without approval. ⸻ Required Experience Please apply only if you have significant experience with: * RingCentral RingEX * RingCentral Auto-Receptionist * RingCentral IVR * Call Routing * Message-Only Extensions * Call Queues * Business Hours Configuration * After-Hours Routing * Voicemail Configuration * Voicemail Notifications ⸻ When Applying Please include answers to the following: 1. How many RingCentral IVR systems have you personally configured? 2. Have you configured RingCentral Auto-Receptionists for businesses of similar complexity? 3. Are you experienced with Message-Only Extensions? 4. Can you configure advanced call routing and executive call protection? 5. Can you customize text-to-speech pronunciation if required? 6. Will you provide a walkthrough after the project is complete? 7. Can you complete the work without requiring my primary administrator password? ⸻ Deliverables The completed project should include: * Fully configured RingCentral Auto-Receptionist * Complete IVR system * Business-hours routing * After-hours routing * Department voicemail routing * Professional greetings * Correct pronunciation throughout the system * Executive call protection * Fully tested call flow * Documentation or walkthrough explaining how to manage the system I am looking for someone who takes pride in building well-organized business phone systems and can create a professional caller experience that is easy to maintain long-term.