If you’re like most small businesses, you receptionists might handle dozens, even hundreds of calls every day, so it’s easy to see how important it is to implement a phone system that allows for efficient call handling.

The Avaya IP Office Receptionist solution offers a visual display of incoming calls and call status throughout the entire business on an easy-to-use PC interface. With visual access to every team members phone status – who’s busy, on the phone, away from their desk etc – your receptionists can transfer and route calls quickly and accurately with a simple mouse click.

The Avaya Receptionist software is a powerful application that allows a single staff member to manage calls for not just a single site office, but even multiple locations to ensure prompt and professional handling of all calls across the entire business.


Fast + accurate call handling – With its intuitive PC interface, Receptionist software on the Avaya IP Office Phone System (which you can find more details on here), has been designed for convenient and easy click-and-drag call handling, that helps improve the efficiency and effectiveness of the receptionist, even with large call volumes.

Visual call status – Your receptionists can see the status and availability of all users on the network – who’s on the phone, away from their desk, on “do not disturb”, etc. – helping with speed and accuracy of call transfers + routing.

Centralized call management – With the receptionist software, a single operator can handle calls for multiple offices (networked together) – transferring calls between locations, adding multiple people to conferences and managing voicemail messages for staff. The result: streamlined operations, consistency of service and improved cost savings.

Call handling for multiple businesses – When one reception team manages calls for multiple business units (like us with Infiniti Telecommunications, Simply Headsets and Discount Conference Phones: or for example in a shared office environment), the Avaya Receptionist Software enables the operator to quickly and accurately identify callers, greet them appropriately, and route calls to the right business division. Sharing the receptionist across multiple companies can significantly reduces costs.

Benefits of the IP Office Receptionist Software

  • Streamline your operations – Handle large call volumes with just a single receptionist, in standalone or multi-site office environments; use a single staff member to manage calls for multiple businesses.
  • Provide professional service to callers – The easy-to-use software interface means receptionists can see the status of all users on the telephone system network, to quickly and accurately route calls to the right people.


System RequirementsUser RequirementsFeature Detail

Format IP Office License Key and Software Download IP Office with Essential, Preferred, Advanced, or Server Edition
  • Any IP Office telephone
  • Ethernet-attached PC using Windows XP or Windows Vista Business/Enterprise/Ultimate or Windows 7 Professional/Enterprise/Ultimate

For complete and latest PC and Server specifications, refer to latest Avaya IP Office Technical Bulletin and Technical Tip documents.

IP Office Receptionist solution provides:

  • Inbound & Outbound Call handling
  • Phone Call Control including Conference Call Control & Conference Rooms; Transfer, Hold, and Park via drag & drop
  • Up to 16 Park Slots with customized labels
  • Configuration of Phone Preferences
  • Receive Caller ID & Name Display (provided by local service provider)
  • Speed Dial and Busy Lamp Field management of users within and across the enterprise
  • Local Phone Directory
  • Separate Call history logs – All, Incoming, Outgoing, Missed Calls, Messages
  • Ability to create script for incoming call handling
  • Time on Call display
  • Monitoring of up to 8 Queues & ability to answer calls in queue
  • Simple Outlook contact record creation
  • Distinctive Ringing using WAV file
  • Centralized receptionist across connected locations

Feel free to download a PDF version of this article titled: IP Office Receptionist Solution Fact Sheet