RingCentral is the leading hosted PBX phone system for small and medium sized businesses. As the top cloud based business phone system on the market, RingCentral has a plethora of features but sometimes users just want to know how to personalize or change what callers hear. With RingCentral, users have 4 options when it comes to recordings: 1) default computer recordings, 2) recordings you make through the phone, 3) recordings you save to a .wav /.mp3 and upload or 4) professional recordings that you upload. You can mix and match these options to your liking. There are four types of recordings that can be changed in RingCentral including:
Auto-Receptionist Recordings (defaults in italic)
- Company greeting during business hours – “Thank you for calling [Company]. If you know your party’s extension you may dial it at any time. For the Operator press 0.”
- Company greeting after hours –“Thank you for calling [Company]. We are currently closed.”
- Company greeting based on an advanced rule (optional)
- Call recording announcement on start – “This call is being recorded. If you do not wish to be recorded, please disconnect at this time.”
- Call recording announcement on stop –“This call has been recorded.”
Department Recordings
- Department name – “[Department Name]”
- Department greeting – “Thank you for calling [Department]. Please wait while we connect you to the next available agent.”
- Department audio – (the audio while on hold)
- Department interrupt prompt – “Thank you, Stay on the line”
- Department voicemail – “All of our agents are busy helping other customers. At the tone, please record your message. When you’ve finished recording, you may hang up or press the pound key for more options.”
User Recordings
- User name – “[User Name]”
- User greeting – “Thank you for calling [User Name].”
- User connect prompt –“Please hold while I try to connect you.”
- User audio while connecting – (the audio while connecting)
- User audio on hold– (the audio while on hold)
- User voicemail – “Your call has been forwarded to the voicemail for [User 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 pound key for more options.”
Miscellaneous Recordings
- Message-only voicemail – “Your call has been forwarded to the voicemail for Messages. 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 pound key for more options.”
- Announcement-only message – “No one is available to take your call. Thank you for calling. Goodbye!” This one you should obviously change asap.
If you’re looking to present the most professional image for your company and help improve sales or service, consider using a voice talent. You may also want to look at custom on-hold marketing messages if you use departments and call queues.
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