Managing a busy reception desk can become overwhelming, as every call is important and every detail needs to be documented. At WordLayouts, we present a call log template that has been specifically designed to address the responsibilities of a receptionist. Whether you need it for a hotel reception, a corporate office, a healthcare facility, or any small business, this call log template will help you improve your workflow and make sure that no detail is overlooked.
A receptionist call log is a structured document for the receptionist to record incoming and outgoing calls. This template consists of four sheets: a main sheet, a caller information sheet, an employee information sheet, and a configuration sheet.
The main sheet tracks key details like the Date, Time, Caller’s name, Contact Number, Call Purpose, Employee Contacted, Call Duration, Follow-up Required, Handled By, and any notes. The options for “Purpose of Call” and “Followup Required” fields are also color-coded for a quick visual summary.
The configuration sheet can be used for configuring drop-down menus in the fields in the main sheet, such as “Purpose of Call,” “Employee Contacted,” “Follow-Up Required,” and “Handled By.”
The template also includes a caller information sheet that is designed to build a database of callers and contains many important fields like the caller’s name, company, email address, and address. You can log these details manually when answering or making a call.
An employee information sheet is a database of the employees who are forwarded the calls. This sheet contains fields for the employee’s name, department, number, email address, and address. This sheet is also linked to the main sheet. It supports the drop-down menu in the field “Employee Contacted” in that sheet and helps you quickly record and route the call to the relevant employee.
Furthermore, the template also features dynamic graphs as well, which automatically fetch data points from the main sheet. The “Incoming Queries” graph compares the number of inquiries to internal divert calls. The “Monthly Summary” bar graph breaks down call types by month. The “Call Distribution” pie chart shows the proportions of different call types.
This template will help you maintain organized records of all communication and can help you in the analysis of the management of phone interactions by your organization.
Frequently Asked Questions
What formats are available for this template?
This template is available in XLSX, XLTX, Google Sheets, and ODS formats.
How do I customize the drop-down menus in the template?
To customize the drop-down menus, go to the configuration sheet within the template. Here, you can modify the list of options for fields like “Purpose of Call,” “Employee Contacted,” and “Follow-Up Required.”
Can I add or remove fields in the main sheet?
Yes, you can add or remove fields in the main sheet. However, make sure to adjust any related formulas or settings in the configuration sheet to ensure proper functionality.
Can I change the color codes for different categories?
Yes, you can change the color codes by adjusting the conditional formatting rules in your spreadsheet application according to your organizational needs.
