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Record and Upload Greetings

Updated: 4/19/2024 2:29 AM

You can manage greetings for Call Groups, Call Queues, Extensions, and Virtual Receptionists in your Online Account. This includes the Voicemail greetings for these features.

While access to greeting options can vary by feature, the controls to play, record, upload (import), and download are the same across all.

  • Super Users and Administrators can manage greetings for all features on the account.
  • End Users can manage greetings for their own extension and voicemail only.

NOTE: If the voicemail box is full (5000 Messages), a greeting that states "I'm sorry. This mailbox is full." will play until some messages are deleted.

Access Greeting Options by Feature
Super User and Administrators

Whether you are adding or modifying a feature, access to your greeting options is the same.

  1. Sign in to the Admin Portal.
  2. Click Phone System.
  3. Click on the feature (on left) that you want to manage.
  4. Click Add New or click the Pencil icon to modify an existing feature.
Call Groups
TabGreeting TypeDescription
Basic SettingsName GreetingLets you record or upload the name for this call group. This greeting is used in the Dial by Name directory for the Virtual Receptionist. 
Call ScreeningLets you record or upload a custom greeting as a screening option. A default greeting is available that directs callers to specify their name.  
 
VoicemailUse this Group's Voicemail BoxLets you record or upload a custom greeting for the call group.
Use the Specified Extension's VoicemailLets you record or upload a custom greeting for the specified extension.
Play Greeting and DisconnectLets you record or upload a custom greeting that is played once before the call is disconnected.
Call Queue
TabGreeting TypeDescription
Basic SettingsName GreetingLets you record or upload the name of the call queue. This greeting is used in the Dial by Name directory for the Virtual Receptionist.
Voicemail GreetingLets you record or upload a voicemail greeting for your call queue. 
 
Prompts
(No Agents Available)		Forward Calls to an ExtensionLets you record or upload a custom greeting (Play this greeting) if you choose to play a greeting before forwarding to the extension.
Play Greeting and Go to VoicemailLets you record or upload a custom greeting (Play this greeting) if you choose not to use the busy or unavailable greeting of the extension. 
Play Greeting in Continuous LoopLets you record or upload a custom greeting that is played in a continuous loop.
Play Greeting Once and Hang UpLets you record or upload a custom greeting that is played once before the call is disconnected. 
Extensions
TabGreeting TypeDescription
Basic SettingsCall ScreeningLets you record or upload a custom greeting as a screening option. A default greeting is available that directs callers to specify their name. 
 
VoicemailName GreetingLets you record or upload the name associated with this extension. This greeting is used in the Dial by Name directory for the Virtual Receptionist.
Unavailable GreetingLets you record or upload a greeting that is played when you do not pick up the phone.
Busy GreetingLets you record or upload a greeting that is played when you are on a call. 
Out of Office GreetingLets you recording a greeting that is played when you are out of the office. This greeting overrides your unavailable and busy greetings when turned on.
Virtual Receptionist

You have the option to add a Basic VR or Advanced VR. With a Basic VR, you can record a single greeting initially, but you have the option to add advanced options. When you modify any VR you have created, the advanced options are available.

Basic VRRecord Greeting Lets you record or upload a message for your Virtual Receptionist. 
 
Advanced VRManual Schedule MessageLets you record or upload a custom greeting that is played when you are Out of the Office, on Holiday and so forth. 
Business Hours MessageLets you record or upload a custom greeting that is played during your normal business hours. 
After Hours MessageLets you record or upload a custom greeting that is played during your non-business hours.  
End User
  1. Sign in to your Online Account.
  2. Click the Avatar Avatar, then click Settings.
  3. Click the option you want to manage.
     
    TabGreeting TypeDescription
    ExtensionCall ScreeningLets you record or upload a custom greeting as a screening option. A default greeting is available that directs callers to specify their name. 
     
    VoicemailName GreetingLets you record or upload the name associated with this extension. This greeting is used in the Dial by Name directory for the Virtual Receptionist.
    Unavailable GreetingLets you record or upload a greeting that is played when you do not pick up the phone.
    Busy GreetingLets you record or upload a greeting that is played when you are on a call.
    Out of Office GreetingLets you record a greeting that is played when you are out of the office. This greeting overrides your unavailable and busy greetings when turned on.
Use Greeting Controls

The options to Play, Record, Upload or Download recordings are the same across all features.

PlayClick the Play icon to listen to the current greeting.
Record
  1. Click the Record icon.
  2. Change the name of the greeting, if applicable.
  3. Enter a phone number or extension to record the greeting. 
  4. Click Dial to call the phone number or extension you entered.
  5. Answer the call and follow prompts to record your greeting and then press 1 to save.
  6. Click Save.
UploadUse the following steps to upload a pre-recorded greeting in .wav or .mp3 file format.
 
  1. Click the Upload icon.
  2. Select a .wav or .mp3 file.
  3. Click Save.

NOTE: Media encoding requirements for uploaded greetings and hold music:

  • Ulaw / Mono / 8000 hz / 8 bit
  • 6-8 mb file size
  • .wav or .mp3 format
DownloadClick the Download icon to save the current greeting to your computer.

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