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Posts Tagged ‘Record auto attendant’

How do I record voicemail and auto-attendant greetings?

 

When creating your voicemail greeting, you must already have the user created. When creating an auto-attendant greeting, you must already have auto-attendant set up.

Voicemail

To record a voicemail greeting for yourself, you must first have the user created.  Once the user is created, if you have a Nextiva phone assigned to the user, you can dial 9999 from the phone.  The user will be prompted to enter a voicemail PIN.  The default PIN is 0000.  Once this is entered, the system will prompt you to change the PIN.  You will enter the new PIN twice and then go into the main menu.

There are two greetings the user can setup: the “Busy” greeting (Option 2) or the “No Answer” greeting (Option 3).  After you select the greeting you wish to record, you’re prompted to record the greeting.  After you record the greeting, you will get the option to record a new greeting, listen to the current greeting or use the system greeting.  Once satisfied with the greeting, you can exit the voicemail portal.

Auto-attendant

To record your own auto-attendant greeting, you will also dial 9999 from any phone on the Nextiva system.  When the voicemail portal begins, press the * key.  When it prompts for the mailbox ID, press 9999 again.  You will be prompted to enter the PIN.  It should be 0000 unless you have previously changed it.  The prompts will ask if you are recording an auto-attendant greeting for the business hours or for after hours.  You will be able review the greeting.  Once you are happy with your greeting, you can select that greeting and exit the voice portal.

If you have any questions directly ask an Amazing Service Team member here or email us at support@nextiva.com.

How do I record an auto-attendant greeting on my telephone?

If you are using our Connect product and don't have a microphone, we give you the ability to record the auto attendant greeting via your telephone with a few easy steps.

  1. Log into the Office Manager. You should have received your login from Nextiva when you signed up. In the case that you lost it, please contact Nextiva Support to reset it.
  2. Click on Default -> Employees under the Site left navigation bar.
  3. Click on Edit for the default employee that Nextiva creates for you when you sign up.
  4. Click on the Outside Line drop down box and check on the telephone number that you purchased when signing up.
  5. Click Save

You are now ready to make recordings! To record your greeting, simply pick up your telephone and call your Nextiva phone number. If you don't remember your phone number, you can get it by re-logging into your office manager at https://manage.nextiva.com.

If you want multiple greetings, you can do so by calling your number multiple times and leaving multiple voicemails. Once you are done with all your greetings, you can go ahead download them to your computer. You can do so by going to https://portal.nextiva.com. In most cases, you can use the same login as you did for your office manager. If you can't login with the same details, please contact Nextiva support for assistance.

  1. Once logged in, click on VoiceMail on the right navigation menu. You should see your voicemails you recently added. You can save them to your computer by clicking on the New Messages link.
  2. To save the recording to your computer, you can click on the speaker icon under Listen and click Save As.
  3. The last step is to upload your recordings to the Office Manager. Please go back to the office manager at https://manage.nextiva.com and click on the Auto Attendant link under Sites. Under the Greeting it gives you the ability to upload your own greeting. Click Browse, find the WAV file you downloaded from your portal (Usually called voicemail.wav) and click Save.

Once you save, your auto attendant now has a greeting! If you only have one DID, please make sure to remove your phone number from your 'Temporary' employee under 'Employees' and assign it to our Auto Attendant. If you have any questions or problems with uploading your own greeting, please contact Nextiva Support at support@nextiva.com

Can I upload my own greetings?

Yes. If you already have your own professional recording established, Nextiva can upload it to your Nextiva Connect account at no additional cost to you. The recorded file must be in one of the below formats for the file to upload properly.


Please convert your recording file to one of the following formats:

  • PCMU
  • .wav
  • 8 or 16 Bit
  • 8000 HZ
  • Mono

These are the only formats accepted by Nextiva at this time. There are many audio file converters available for free in the Internet. We can also convert the file for you, then send it back to you in the proper format. If you would like us to upload the greeting for you, please send an email to support@nextiva.com and we will convert the file and send it back to you within 24 to 48 hours.

To upload a recording yourself, begin by signing in to your Nextiva Connect account.

For Auto Attendant Recordings:

Once you are signed in to your account, navigate to Sites and click Auto Attendant. Scroll down and click the Browse button. From there, it will allow you to search your computer for the recording file you wish to upload.

Once you find and highlight the file, click Open and the file will appear in the field next to the Browse button. From there, scroll down and hit Save Changes and your file will be uploaded. The recording must be in the proper format for it to upload correctly.

For Voice Mail Recordings:

Once you are signed in to your account, click into Sites and then Employees. Click the blue voice mail link on the employee for whom you want to record the message. From there, scroll down to Personal greeting recorded by you and click Browse. From there, it will allow you to search your computer for the recording file you wish to upload.

Once you find and highlight the file, click Open and the file will appear in the field next to the Browse button. From there, scroll down and hit Save Changes and your file will be uploaded. The recording must be in the proper format for it to upload correctly.

If you have any questions directly ask an Amazing Service Team member here or email us at support@nextiva.com

How to Record a Greeting

Do you provide professional auto-attendant recordings?

Yes. With Nextiva will record one professional greeting for your business at no cost to you. Any additional recordings beyond that will be billed to your Nextiva account at $25 per each individual recorded file. We can record business greetings, voice mail messages and any other recorded messages you may need for your business. Nextiva recordings are done with a male or female voice, or you can use a computerized voice for the recording if you wish.

Below are some simple scripts and sample recordings of our voice talent:

  • Thank you for calling "business". We are so sorry to have missed your call.  To leave a message, please press 1. For an employee directory, press 2. For sales, press 3. For customer service, press 4. Again, thank you for calling and have a great day!”
  • You have reached "Business": the leader in _____. To reach our sales department, press 1. To reach etc.. Thanks again for calling, and have a wonderful day!”

Nextiva offers the following voice options for a professional recording:

Please send script requests and any other notes about your recording to support@nextiva.com, and we will reply with your attached professional voice recording within 24 to 48 hours. If you have any questions, ask an Amazing Service Team member here or email us at support@nextiva.com.  

How long can a greeting be?

An auto-attendant or voice mail greeting with Nextiva Connect can be no longer than 60 seconds. Keep in mind the recording must also be in the proper format.

All audio recordings for Nextiva Connect must be 60 seconds or less and in one of the below formats:

  • PCMU
  • .wav
  • 8 or 16 Bit
  • 8000 HZ
  • Mono

These are the only file formats accepted by Nextiva at this time.

If you have any questions directly ask an Amazing Service Team member here or email us at support@nextiva.com




 
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