Different Types of IVR System


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According to a Finance Online survey, if a customer gets a response on the first call with your firm, then there are fewer chances that they will move to a competitor, but 15% would go to a competitor if the issue is not fixed during the first call. As a result, the functions in your IVR system must successfully assist customers.

IVR systems nowadays go far beyond merely routing calls and keeping customers in lines. In this piece, we’ll look at some of the key features of outstanding IVR systems and types of IVR to ensure you have everything you need to create an amazing IVR customer experience.

What is an IVR system?

IVR (Interactive Audio Response) is a technology that allows businesses to communicate with their customers by automating inbound calls by using pre-recorded voice messages with DTMF input through a keypad. An IVR system communicates with callers, collects basic information, and directs calls to the relevant agents.

IVR software can improve call flow and reduce wait times, increasing overall customer satisfaction by integrating computer and telephony technology.

As we know what the IVR system is, let us learn about the types of IVR.

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What are the different types of IVR?

There are two types of IVR:

  1. Inbound IVR
  2. Outbound IVR

Inbound IVR 

When a call comes in, inbound IVR aims to anticipate the caller’s needs and presents them with alternatives for accessing the information they require.

When most customers contact a business, they are met with inbound IVR, a self-service menu that allows them to access different services or departments by assigning a different voice command or touch-tone digit.

Inbound IVRs are commonly used for customer service, answering frequently asked questions, and inbound sales.

Benefits of using inbound IVR systems

  1. Intelligent call routing: Interactive Voice Response (IVR) enables exceptionally effective call routing inside the organization’s contact center. With customer self-service capabilities, operators may focus on calls that demand more attention and comprehension.
  2. Valuable analytics and cost-effectiveness: Inbound IVR calling may also record incoming calls and track other metrics such as call duration, wait periods, first call resolutions, etc.

By analyzing these KPIs, your company can concentrate on improving its customer experience model and converting more purchasers into loyal customers.

Outbound IVR

Outbound IVR enables organizations to engage customers automatically across many communication channels such as voice calls, SMS, and emails.Because it may supplement other call features like autodialers, this technology has been well received by businesses that rely heavily on outbound sales efforts.

Businesses, for example, can use outbound IVR to automatically notify customers about impending appointments, payments, or promotions.

Benefits of using outbound IVR systems 

  • Outbound IVR service can handle everything without requiring constant human presence, it saves businesses a significant amount of time and money. 
  • Given that many customers today seek rapid satisfaction and a good overall experience, a sophisticated IVR system provides value to the company image.

What are the features of a good IVR system?

Here are the features of IVR that alter the way companies operate:

1. Call forwarding

Call forwarding routes inbound calls to the same agent across numerous phone lines/devices, eliminating the need for the caller to hang up and contact several numbers independently.

If an agent does not answer their desk phone, the call is routed first to their smartphone, then to their house phone, then to voicemail, and ultimately to another agent

Call forwarding, in particular, enables remote teams while providing increased flexibility and mobility to all agents.

2. Call Flow design with drag-and-drop 

The drag-and-drop call flow (call route) architecture allows admins to simply update and alter call paths inside the IVR system.

What it does is that it streamlines the call flow design process and strategy by allowing administrators to simply make changes like adding new agents, phone numbers, or pre-recorded menu items without having to write sophisticated code or develop lengthy if-then scenarios.

3. Ring groups and call queuing

Call queues help your company stay organized and manage daily call volume by routing calls to appropriate departments and agents.

These agents and departments are grouped according to their abilities, training, and duties within your company to ensure that customers receive the assistance they require without having to wait too long in line.

Call queues should give updates such as the caller’s current position in line and/or expected caller wait time every few minutes.

A ring group of linked agent phone numbers rings concurrently when a caller dials a single phone number or extension. The phone call is forwarded to the first agent that answers the phone.

4. Automation

Automation guides the caller along the pre-programmed call path, letting them connect with an agent or get the required information.

The call is automatically sent to the appropriate location based on the information supplied through DTMF tones or speech, as well as the call’s purpose as detected by AI and call processing.  The need for a live person to manually route calls, hold callers, or take messages is eliminated by this automation.

5. Call recordings 

As a customer, being asked whether you mind if this call is recorded can be grating every time you speak with a live agent. From a commercial standpoint, call recording is a useful feature of IVR for any organization with a call center.

These call records can give useful insights into how your customers interact with your IVR system and how they communicate with your live agents. This knowledge may help you enhance and optimize your IVR process, resulting in a better system over and over.

Call recordings may be utilized to enhance your system and train new contact center personnel or those needing to improve their customer service abilities.

6. Self-service

This capacity to deliver information also refers to assisting customers in obtaining what they desire. One of the most advantageous aspects of IVR is that customers do not require the assistance of agents to execute activities.

On other platforms, you’re undoubtedly used to this self-service approach. Don’t you like buying online, making movie reservations, and even sending personal presents without speaking to anyone?

Even then, when calling a company, callers try to avoid it. Why? You may use IVR to search for information or conduct transactions much as you would on a website. The only thing we find odd is talking to technology rather than using it.

If you can not avoid your apprehension, you’ll understand that this is what we want in your life.

7. CRM Integrations 

Third-party CRM solutions give critical caller and customer information and insight into each customer’s overall history and connection with your company.

You can provide your agents fast access to caller information by integrating CRM tools into your IVR system via automated CRM call pops, which “pop up” instantaneously when a customer phones your organization.

These call pops display important information such as:

  • Last contact date
  • History of purchases
  • Other agents’ notes
  • Getting in Touch
  • Order Specifics


The fact is that not all customers are alike. Some people still prefer to speak with a representative and would happily pick up the phone. Even in these circumstances, Interactive Voice Response (IVR) has a purpose—implementing an IVR system can assist them in inputting their problems and routing them to the most appropriate agent.

If your customers are leaving calls due to inefficient or confusing IVR, see how Voxco’s IVR can help you easily develop a smart IVR flow.

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