11/16/17 00:52 AM  

Setting Up the Company Greeting via the Auto-Receptionist

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SummaryHow do I set up my company's greetings?
Details
The Company Greeting and Menu section provides additional call handling options, including hearing the Default greeting and recording a Custom greeting. This is a great way to specify the greeting callers will hear when they call your main company number, during Company or Business Hours, and After Hours.

NOTE: To set up your Company Call Handling Rules, go to Setting your Company Call Handling and Operator Extension. Clicking on Advanced will allow you to Set Up Advanced Company Call Handling rules via the Auto-Receptionist.

Click on the links below to know more about customizing your Company Greetings.

Accessing the Company Greeting and Menu Section 
Default Company Greetings 
Setting Up Custom Company Greetings for User Hours or After Hours
 

Accessing the Company Greeting and Menu Section

Step 1:

Step 2:

Go to Admin Portal, and then click Phone System.

User-added image

Step 3: 

Click Auto-Receptionist.

User-added image

Step 4: 

Click IVR Settings.

Setup Company Greeting - Select IVR settings

Scroll down to continue or go back to menu list.

Default Company Greetings

Step 1:

Select either Company Hours or After Hours. Click Edit.

Setup Company Greeting - company greeting

Step 2:

Select Default on the drop down menu under Set Greeting.

Setup Company Greeting - Select Default

Press the play button to hear a sample of the default greeting. 

Setup Company Greeting - Press play
 
Scroll down to customize your Company Greetings. You can also go back to menu list.

Setting Up Custom Company Greetings for User Hours or After Hours

Step 1: 

Step 2: 

Choose between Company Hours or After Hours, and then click Edit.

Setup Company Greeting - Click Edit2

Step 3:

Select Custom to record or upload a personalized greeting for your company. There are three (3) ways to customize the company greeting:
 
Setup Company Greeting - Select Custom

Setup Company Greeting - Select Custom
 
3. Import

1. Record your Company Greeting over the Phone

Step 1:

On Record Over the Phone, Enter a new number where RingCentral can call you to record your custom greeting over the phone. Click Call Now when you are ready to receive the call and start recording.

Step 2:

You will receive an automated call from RingCentral on the number the you selected, with the instructions for recording your custom greetings. 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:

Your custom greeting will be saved and activated once you end the call.  Once satisfied, click Save.
Click the Play User-added image button to listen to the recording. 
Click the Record User-added image icon if you want to record the custom greeting over the phone again.
Click the Download User-added image icon if you want to save the custom greeting to your computer or external storage. 
 

2. Record your Company Greeting over the Computer microphone

Step 1:

Click on the Record button to start recording the Custom Greeting.

Setup Company Greeting - Start recording over PC

NOTE: Press the Record button again to stop the recording.

Setup Company Greeting - Stop Recording over PC

Step 2:

Press the Play button to listen to the recording.

Setup Company Greeting - Play Custom Greeting over PC

Step 3:

Click on the Setup Company Greeting - Upload button over PC Upload button to to save the custom greeting.

Step 4:

Click Done.

Setup Company Greeting - Click Done over PC

3. Upload a Company Greeting from Your Computer

Step 1:

On  Import, click Browse to locate the recording. The recommended files are: 
 
• CCITT u-Law (G711a), 8kHz, 8 bit, mono 
• PCM, 8kHz, 16 bit, mono  

Setup Company Greeting - Select Browse to Import Custom Greeting

Step 2:

Click Open.

Setup Company Greeting - Import Custom Greeting

Step 3:

Click Done.  
 
Click the Play User-added image button to listen to the recording. 

Setup Company Greeting - Click Done, Import Custom Greeting

Setting the Rule if the Caller Enters No Action

Once you're done setting up the Company Hours and After Hours greeting, you need to set the rule if the Caller enters no action.
 
• Connect to Operator
Select this option if you want to direct callers to ext. 0, or the Operator Extension, after the greeting.

Setup Company Greeting - Connect to operator

NOTE: Connect to operator is selected by Default.
 
• Disconnect
Select this option if you want to disconnect the caller after the greeting repeats three times.

For more information about Company Call Handling, go to Setting your Company Call Handling and Operator Extension.

Setting Up the Operator Extension

The Operator Extension is an extension that is set up to receive all calls and messages that comes in to the main company number. You can assign a User or a Call Queue as the Operator Extension.

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