TL;DR:
IVR is the simple phone menu that says, “Press 1 for Sales, 2 for Support.” It helps small teams answer faster and miss fewer calls.
With PressOne, you can add IVR to your business number, route calls to the right people, and set after-hours rules.
What is IVR?
IVR (Interactive Voice Response) is a voice menu for your business line.
It greets callers, gives simple options, and sends each call to the right person or team.
Why it helps:
- Fewer missed calls — calls go to the right place, fast.
- Short wait times — simple choices beat “please hold”.
- Happier customers — they reach the right person on the first try.
- Owner peace of mind — clear split between work and personal time.
When should I add IVR?
Add IVR if any of these are true:
- You get more than a few calls each day.
- Callers ask for different things (sales, support, bookings).
- You have a small team and need to share one number.
- You want after-hours rules and voicemail.
Simple IVR menu (copy this)
Keep it short. Max 3 options. Always offer “0” for a person.
“Thanks for calling [Your Business].
Press 1 for Sales, 2 for Support, 0 to speak to an agent.”
Tips
- Use clear English.
- Speak slowly, smile while you record.
- 10–15 seconds is perfect.
Industry scripts you can use today
Restaurant
“Press 1 to place an order, 2 for reservations, 0 to speak to our team.”
Logistics / Delivery
“Press 1 to book a pickup, 2 to track a package, 0 for an agent.”
Salon / Spa
“Press 1 to make a booking, 2 to change a time, 0 to talk to us.”
Clinic
“Press 1 for appointments, 2 for test results, 0 to speak to reception.”
How to set up IVR with PressOne (step-by-step)
1.) Pick your number
- Options and pricing below (020, 070, Custom 070, 0700).
2.) Add your team
- List who handles Sales, who handles Support, and who is the backup.
3.) Record a greeting
- Use your phone or a quiet room. Keep it 10–15 seconds.
4.) Create the menu
- Map 1 → Sales, 2 → Support, 0 → Agent.
5.) Set routing & hours
- Work hours: ring A → B → C or ring all at once.
- After hours: send to voicemail (promise a call back).
6.) Test & go live
- Call your number. Try every option. Fix volumes and timing.
Routing options (choose one)
| Routing | What it does | Use when |
|---|---|---|
| Simultaneous | Rings everyone at once | You want the fastest answer |
| Sequential | Tries A → B → C | You have a clear first point of contact |
| Skill-based | Sends to the right skill | You have sales vs. support agents |
| Time-based | Different rules day vs. night | You need after-hours voicemail |
Voicemail that actually helps
Short script:
“Sorry we missed you. Please leave your name and number. We will call you back today.”
- Keep it short.
- Check voicemail every morning and afternoon.
- Call back the same day when you can.
Call recording (use with consent)
Call recording helps with training and quality. If you turn it on, play a short consent line:
“This call may be recorded to help us serve you better.”
Then set who can access recordings and how long to keep them.
Pricing recap (PressOne)
| Option | Price | Best for |
|---|---|---|
| 020 (Standard) | ₦6,000/month | Simple, low-cost start |
| 020 (Growth) | ₦15,000/month | Small teams, more features |
| Regular 070 | ₦350,000/year | Solid business line |
| Custom 070 | ₦450,000/year | Ads & brand recall |
| Toll-Free 0700 (customisable or not) | ₦550,000/year | Trust and more inbound calls |
All options work with IVR, recording, routing, voicemail, teams, and call logs.
10 rules for great IVR
- Keep menus short (max 3 options).
- Offer 0 for a real person.
- Use simple words.
- Speak slowly and clearly.
- Put the most popular option first.
- Set business hours and after-hours voicemail.
- Use sequential or simultaneous ring to cut wait time.
- Review call logs weekly (see where people press “0”).
- Update the greeting for holidays or special hours.
- Test your IVR once a month.
Quick checklist (before you publish)
- Greeting recorded (10–15s)
- Menu has max 3 options + “0”
- Routing set (who picks up first?)
- After-hours voicemail on
- Consent line added if recording
- Test every path (1, 2, 0)
FAQs
Is IVR too much for a small team?
No. A short menu saves time and gets callers to the right person faster.
How many options should I use?
Keep it to 3 or fewer. Too many makes people hang up.
Can I change the IVR later?
Yes. You can update the greeting, menu, and routing anytime.
What if I still miss calls?
Turn on voicemail, check messages twice a day, and call back fast.
Ready to add IVR to your business number?
Pick your PressOne number, add your team, and publish your menu today.
We can set up your greeting, menu, and routing with you in minutes. Book a Free Demo to see it in real time.
