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Phone Tree Script Designer

Write the spoken phone menu for your business, see it as a flowchart, and get a setup checklist for your phone system.

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1Greeting

Business nameSaid in the greeting.Greeting styleHow the first line sounds.Opening hoursRead out in the greeting and after hours.

2Menu

Menu options, one per lineAfter hoursWhat happens when you are closed.Repeat the menuOffer to hear the options again.Language choice lineAdds a second-language prompt before the menu.Hold messagePlayed while callers wait.

Menu options

4

4 menu options for North Star Wellness, about 58 seconds of spoken prompts with a repeat key. Longest prompt is 44 words.

Menu options: 4
Spoken time: 58 sec
Repeat menu: On
Longest prompt: 44 words

Transparent breakdown

Total words: 144
Greeting style: warm
After hours: voicemail
Language line: Off

Menu keys
Key	Caller hears	What happens
1	Book or change an appointment	Forward to front desk
2	Billing and receipts	Forward to billing
3	Directions and parking	Play directions message
0	Speak to a person	Forward to front desk

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PHONE MENU SCRIPT — North Star Wellness
Prepared 2026-08-22

SPOKEN SCRIPT
Greeting:
"Hi, and thanks for calling North Star Wellness. We're glad you called."

Menu:
"Book or change an appointment: press 1. Billing and receipts: press 2. Directions and parking: press 3. Speak to a person: press 0."

Repeat:
"To hear these options again, press star."

Key 1:
"Book or change an appointment. One moment while we connect you."

Key 2:
"Billing and receipts. One moment while we connect you."

Key 3:
"Directions and parking. One moment while we connect you."

Key 0:
"Speak to a person. One moment while we connect you."

Hold:
"Thanks for holding. You can also book any time at northstarwellness.example."

After hours:
"We're closed right now. Our hours are Monday to Friday, 9 am to 6 pm, and Saturday 10 am to 2 pm. Please leave your name, number, and a short message after the tone, and we'll call you back on the next business day."

No input:
"Sorry, we didn't get that. Let's try again."

CALL FLOW DIAGRAM
```mermaid
flowchart TD
  A([Call comes in]) --> H{Open now?}
  H -- No --> X[After hours: voicemail]
  H -- Yes --> G[Greeting]
  G --> M[Main menu]
  M -- 1 --> O0[Book or change an appointment] --> T0([Forward to front desk])
  M -- 2 --> O1[Billing and receipts] --> T1([Forward to billing])
  M -- 3 --> O2[Directions and parking] --> T2([Play directions message])
  M -- 0 --> O3[Speak to a person] --> T3([Forward to front desk])
  M -- * --> M
  M -- no input --> N[Try again] --> M
```

SETUP CHECKLIST
[ ] Record or type the greeting and menu prompts (144 words, about 58 seconds in total).
[ ] Key 1 → Forward to front desk.
[ ] Key 2 → Forward to billing.
[ ] Key 3 → Play directions message.
[ ] Key 0 → Forward to front desk.
[ ] Map the star key to replay the menu.
[ ] Confirm no key is left unassigned.
[ ] Set business hours to: Monday to Friday, 9 am to 6 pm, and Saturday 10 am to 2 pm.
[ ] After hours: turn on voicemail and email transcripts to the front desk.
[ ] Upload the hold message and set it to loop with music.
[ ] Call the number from a mobile phone and test every key.

395 words · 2114 characters

Use the result well

A clear answer, with the assumptions visible

These recommendations turn the result into an operational next step without hiding the inputs behind a score.

1
Put the most common reason for calling first; most callers press a key before the menu ends.
2
Shorten the longest prompt to under 35 words so callers are not kept waiting.
3
Say the booking link in the hold message so callers can book online instead of waiting.
4
Test the tree from a mobile phone after every change, including after hours.

How this tool works

Read each menu line as key, label, and action, and write a spoken prompt for each.
Estimate listening time at about 2.5 spoken words per second and flag any prompt over 35 words.
Draw the tree as a Mermaid flowchart you can paste into docs or diagram tools.
List the settings your phone system needs: keys, forwards, after-hours rule, and hold audio.

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A clear answer, with the assumptions visible

How this tool works

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