Department Call Router
Planned — not yet availableRingMind Department Call Router Brain · on the roadmap
For businesses with several departments or teams sharing one main number. It is meant to find out what the caller needs in plain conversation and send them to the right place, without a menu of options.
Available to use today
General Business AI Receptionist
Use the General Business Receptionist with your departments filled in and up to five people or lines as transfer targets; it asks callers what they need and transfers them or takes a message, without a keypad menu.
What it's planned to handle
Routes callers to the right department.
- Asks what the call is about and matches it to the right department
- Transfers the caller to that department, following each department's hours
- Takes a message for the department when no one is available
- Answers simple questions directly so callers don't need a transfer
What you'd fill in
- Departments and what each one handles
- Who answers for each department
- Department hours
- Common questions that don't need a transfer
Questions it's meant for
How assistants are released
Each RingMind assistant ships with its own instructions, safety rules and a test suite, and is offered only once every test passes. Join early access to hear when this one is ready.
Tools it would work with
One number, many departments
Businesses with sales, billing, support and HR sharing a main number often rely on a keypad menu that callers dislike, or a receptionist who spends the day transferring. Callers pick the wrong option, get bounced around and repeat themselves.
How the planned Department Call Router is meant to work
The planned assistant would ask what the call is about in plain conversation, match it to the right department, transfer the caller following each department's hours, take a message when no one is available, and answer simple questions directly so callers don't need a transfer at all. This assistant is planned and not available yet.
Use RingMind for this today
The General Business Receptionist already routes by conversation:
- Business details: list your departments and what each one handles, with their hours.
- Transfer list: add up to five people or lines, one for each department (transfers). The assistant tells callers who it's transferring them to.
- Additional instructions: describe how to tell departments apart, for example invoices go to billing and job enquiries go to HR.
- Knowledge base: add FAQs for simple questions like opening hours and address, so callers get an answer without a transfer.
- Take a message: enable it so callers can leave a message for a department when nobody picks up.
Callers can just say what they want, so a keypad menu is optional; you can add one to the number if you prefer. Five transfer targets is the current limit, and the assistant's transfers don't switch automatically by time of day. See AI receptionist vs IVR phone menu and virtual receptionist.
Department Call Router: questions
Is it available now?
No. The Department Call Router is planned and not available yet. You can use the General Business Receptionist today, and you can join early access to hear when the Department Call Router is ready.
Does it use a keypad menu?
Not by default; it asks callers what they need and transfers by conversation. You can add a keypad menu to the number that sends callers to the assistant, voicemail or a person.
How many departments can it transfer to?
Today up to five people or lines on the transfer list.
Can it follow each department's hours?
Not per department. Business hours apply to the whole number, so describe department hours in its details and it takes a message when a team is closed.
What if the department doesn't answer?
It takes a message with the caller's name, number and what they need, marked by urgency.
Can it notify a department in Teams?
With Microsoft Teams connected, it can post a notification to your team.