07/22/17 00:29 AM  

Setting up Holiday Hours on your Account

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SummaryHow do I set my Holiday hours?
Details

Advanced Rules can be set for Holidays, Sick days or any other situation where you will need the calls re-routed. This can be done for Company Wide or User Holiday hours. 

This article will guide you, as a User, in setting up an Advanced Call Handling rule on your extension to manage calls based on specific time and date, and give you a general idea in handling calls during holidays, vacation, etc.

NOTE: If you are an Administrator and want to set your Company's Holiday hours, go to Setting up your Company’s Holiday Schedule Call Handling Rule.

Step 1:

Step 2:

Click Settings, then click Call Handling & Forwarding
Click on the Advanced link under Call Handling & Forwarding

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Step 3:

Click Add Rule.

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Step 4:

Set a name for the rule you are about to create.
In this example, you will create a Call handling rule to be applied on Independence day 2018.

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Step 5:

To set up a Holiday Rule, you want to create a rule that will be based on a time of the day and week every week, or on a specific date range.
Tick the Date and/or Time check box, then click Next.

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Step 6:

1. For the Independence day 2018 Call handling rule, select Specific Date Range.
2. You will see the From and To section where you can specify the date and time when this rule will be applied and executed.
3. Click Add.

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Step 7:

You will have a chance to review the From and To date and time before clicking Next.
You can click the User-added image to delete the entry and enter the correct Date and Time.

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NOTE: Another example is when you have planned your holidays for next year and the same Call handling rule will be applied to your extension's incoming calls. You can specify and add the date and time for your scheduled vacation, and the click Next.

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Step 8:

The Conditions Summary screen will give you the chance to review and edit the Date and Time for the last time by clicking on the Gear icon User-added image.
To proceed to the next step, click Next.

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Step 9:

Select action to take when incoming calls match this rule. You have 4 options:
 
ActionDescription
Forward CallsSelect if you want to forward the call to multiple phone numbers in a specific order and have your RingCentral greeting settings apply.
Take Messages OnlySend callers to voicemail.
Play Announcement OnlyPlay a pre-recorded announcement and end the call afterwards.
Unconditional ForwardingSelect if you want to forward the call to a different phone number without having to go through your RingCentral greeting settings. This option is good when you want the call to go directly to your personal voicemail when you don't pick-up.
 

Forward Calls 

Select this action if you want to forward the call to multiple phone numbers in a specific order and have your greeting settings apply. 

Step 1:

Select Forward Calls.

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Step 2:

Click Screening, Greeting and Hold Music, and configure your preferred settings.
 
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1. User greeting

Turn on this option when you want the system to answer the call with a recorded welcome message so callers know they've reached the right person. This is not a personal voicemail announcement.

2. Set up call screening

Turn on this option when you want callers to announce their name before continuing to connect the call. 

3. Set up a connecting message

Set the recorded message you want callers to hear to let them know the call will now be transferred to your line.

4. Audio while connecting

Incoming callers will hear the music selection configured with this setting.

5. Set up hold music

The music selection configured with this setting is what your callers will hear whenever you put a call on hold.
NOTE: You can click on the information button User-added image to know more about these settings, or go to Call Screening, User Greeting and Hold Music.

Step 3:

Click Call Handling & Forwarding, and configure your preferred settings.
 
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First ring: Desktop apps & Smartphones

This setting is turned on by default and allows you to receive an incoming call on your RingCentral Desktop app and RingCentral Mobile app (when logged in to your extension) before the call is routed to your Desk phones and forwarding numbers.

Then forward calls to: Forwarding Numbers

If you are unable to answer the incoming call on your RingCentral Desktop app or Mobile app (if enabled), you can set the calls to be forwarded to a number that you specified, or another user's Desk phone. 
 
a. Specify Number
Enter a non-RingCentral phone number on the appropriate slot. There are 3 slots with pre-configured labels (Home,Mobile & Work). You can also add up to 7 slots with Custom labels. 

b. Forward to other user's phones
Select from a list of Desk phones assigned to another User in your RingCentral account.

You can set how long the caller will hear the ringing or music before the system tries the next number in the list. Five seconds is equal to approximately one ring.

Phones will ring:

a. Sequentially 
The Forwarding numbers will ring one at a time, in order of priority.

b. Simultaneously
All Forwading numbers will ring at the same time.
NOTE: You can click on the information button User-added image to know more about these settings, or go to Configuring the Call Handling and Call Forwarding Settings.

Step 4:

Click Messages, configure your preferred settings, then click Done.
 
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Take Messages

Set this option to Yes, to save the voicemail messages from your callers.

Voicemail Greeting

The Default is: "Your call has been forwarded to the voicemail for <your name>. No one is available to take your call. At the tone, please record your message. When you've finished recording, you may hang up or press the # key for more options."

To personalize your Voicemail greeting, go Setting up a Custom Voicemail Greeting for instructions.

Message Recipient

The voicemail messages are saved in your mailbox by default. If you want to save your voicemail message in another Extension's mailbox, go to Message Recipient for instructions.
 

Step 5:

Click Done.  

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Step 6: 

The custom rule that you created will be listed under the Advanced Call Handling rules. Click Done to close the window, and then click Save on the next screen.

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Take Messages Only

This option will send your callers directly to your voicemail.

Step 1:

Select Take Messages Only.

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Step 2:

Default Voicemail Greeting
"Your call has been forwarded to the voicemail for <your name>. No one is available to take your call. At the tone, please record your message. When you've finished recording, you may hang up or press the # key for more options."

Click Voicemail Greeting to configure what your callers will hear before they leave their voice message. You can keep the default greeting, or you can customize by recording your own greeting or by uploading a pre-recorded audio file. For instructions, go to Setting up a Custom Voicemail Greeting.

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Step 3:

The voicemail messages are saved in your mailbox by default. If you want to save your voicemail message in another Extension's mailbox, click Message Recipient.

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Step 4: 

The voicemail messages are saved in your mailbox by default. If you want to save your voicemail message in another Extension's mailbox, select the name of the Extension that will receive your voicemail messages, and then click Save.

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Step 5: 

Click Done

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Step 6: 

The custom rule that you created will be listed under the Advanced Call Handling rules. Click Done to close the window, and then click Save on the next screen.

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Play Announcement Only

Play a pre-recorded announcement and end the call afterwards.

Step 1:

Select Play Announcement Only

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NOTE: The Default Announcement says "No one is available to take your call. Thank you for calling. Goodbye!". If you want to use the default announcement, click Done. If you want to use your own announcement, proceed to Step 2 below.

Step 2: 

 Click Greeting

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Step 3: 

Click Custom

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There are 3 ways to customize the Announcement:
Record Over the Phone
Record Using Computer Microphone
Import 
 

Record the Announcement Over the Phone

Step 1: 

Select Record Over the Phone, and then enter the number where RingCentral can call you to record the announcement over the phone. Click Call Now when you are ready to receive the call and start recording. 

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Step 2: 

You will receive an automated call from RingCentral on the number that you entered, with the instructions for recording the custom announcement. Press 1 to start recording and when you are done, press the pound # key. After you press the pound # key, the following prompts will be announced:
 
Press 1 - Save your custom greeting.
Press 2 - Listen to your greeting.
Press 3 - Change your greeting.

Step 3: 

When you press 1 to save your recording over the phone, the screen will redirect to a window where you will have the option to do the following: 
• Click the Play User-added image button to listen to the recording. 
• Click the Record User-added image icon if you want to change the custom announcement.
• Click the Download User-added image icon if you want to save the custom announcement to your computer or external storage. 

Click Save to apply the custom recording to the Custom Rule. 

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Step 4: 

The custom rule that you created will be listed under the Advanced Call Handling rules. Click Done to close the window, and then click Save on the next screen.

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Record an Announcement Using Computer Microphone

Step 1: 

Select Recording Using Computer Microphone, and then click the Record User-added image button to start recording.

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Step 2: 

Click the Stop User-added image button to stop recording. 

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Step 3: 

The screen will redirect to the window where you can do the following: 
• Click the Play User-added image button to listen to the recording. 
• Click the Record User-added image icon if you want to change the custom announcement.
• Click the Upload User-added image icon if you want to save the recording to RingCentral's temporary storage.

If you are satisfied with the recording, click the Upload User-added image button. 

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Step 4: 

Click Save

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Step 5: 

The custom rule that you created will be listed under the Advanced Call Handling rules. Click Done to close the window, and then click Save on the next screen.

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Upload an Announcement from your Computer

Step 1: 

Select Import, and then click the Browse button to locate the file on your computer. It is recommended to use either .mp3 or .wav audio file formats in either of the following compression types:

• CCITT u-Law (G711a), 8kHz, 8 bit, mono
• PCM, 8kHz, 16 bit, mono

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Step 2: 

Click Attach

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Step 3: 

The screen will redirect to a window where you will have the option to do the following: 
• Click the Play User-added image button to listen to the recording. 
• Click the Record User-added image icon if you want to change the custom announcement.
• Click the Download User-added image icon if you want to save the custom announcement to your computer or external storage. 

Click Save to apply the custom announcement to the Custom Rule. 

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Step 4: 

The custom rule that you created will be listed under the Advanced Call Handling rules. Click Done to close the window, and then click Save on the next screen.

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Unconditional Forwarding

Select if you want to forward the call to a different phone number without having to go through your greeting settings. This option is good when you want the call to go directly to your personal voicemail when you don't pick-up.

Step 1: 

Select Unconditional Forwarding

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Step 2: 

Enter the phone number on the field provided, and then click Done
 
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Step 3: 

The custom rule that you created will be listed under the Advanced Call Handling rules. Click Done to close the window, and then click Save on the next screen.

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