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November 14-16

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How to add Custom Ringback Tones

NextOS 3.0: How to set up Custom Ringback Tones

Custom Group Ringback allows the administrator to customize the music or recording callers hear while waiting for their call to be answered.

For Users, please click here for instructions.
  1. For Administrators, log in to the NextOS 3.0 Beta portal by visiting www.nextiva.com and clicking on the customer Login found at the top right.
  2. Log in to the NextOS 3.0 Beta portal with your login credentials.
  3. From the main dashboard, click Manage under the Locations tile (Figure 1-1). Figure 1-1 Manage Locations.
    Don’t see this? Click here for previous versions.
  4. Hover the cursor over Custom Group Ringback and click the pencil icon that appears to the right (Figure 1-2). Figure 1-2 Location Edit
  5. Scroll down, and click the pencil icon to the right of Custom Group Ringback (Figure 1-3). Figure 1-3 Custom Ringback
  6. Select the Option dropdown on the right (Figure 1-4). Figure 1-4 Setting Custom Ringback
  7. A list will appear with all of the audio files that have been uploaded to the Location’s Announcement Repository.
  8. Select the file you would like to use for the Custom Ringback Tone.
  9. Click the green Save button toward the bottom of the screen to update the Custom Ringback Tone for the location.

NextOS 2.0: Custom Ringback Tones

Custom Ringback Tones allow callers to hear a selected audio file rather than a ringing tone when they call your phone.

NOTE: You will need to have the Enterprise upgrade to set this feature up. It is not available with Nextiva’s Pro or Pro Plus packages.


How to setup Custom Ringback Tones on a user account:

  1. For administrators, log in to the NextOS Portal by going to www.nextiva.com and selecting Customer Login from the top right corner. Enter your login credentials and click Sign in. Select Sites & Employees then click on Login under the Admin Login column. Click Users and search for the employee whose information you wish to edit. Click Edit.
  2. Click Employees and then Edit to the right of the user for which you want to setup a Custom Ringback Tone.
  3. Click Edit Assignments at the bottom of the page, and select the Assign radio button next to the NextOS Enterprise Upgrade package. Now that you added the license, you’ll need to assign it to the user.
  4. Click Sites & Employees on the left side of the screen.
  5. Click the Admin Login and select Users under the Basic column.
  6. Click Search to show all users, and click Edit to the right of the user for which you want to setup a Custom Ringback Tone.
  7. Click Incoming Calls from the menu on the left. Click Custom Ringback User.
  8. Click Add. Enter a description in the Description text box, and select the Initial Ringback tab toward the top of the screen.
  9. Select the Personal Ringback File under the Audio Ringback heading.
  10. Click the Browse button to the right of the Personal Ringback File text box. Locate the file on your computer and click Open. Click OK.

  11. NOTE: If you receive any error messages about the size or format of the file, please contact Nextiva’s support department at 800-285-7995. Our support department can convert the file for you.

Hot to Setup Custom Ringback Tones on a Hunt Group:

    You will need to contact Nextiva’s support department at 800-285-7995 to have the Custom Ringback service added to a Hunt Group.

If you have any questions, contact a Nextiva Support Team member here or email us at support@nextiva.com

Back to NextOS 3.0

NextOS 3.0: How to set up Custom Ringback as a User

The Custom Ringback feature is a way for you to customize what your callers hear while waiting for you to answer. You can also select different ringbacks to be played for specific calls matching pre-defined criteria. Follow the steps below to set this up:

  1. For Users, log in to the NextOS 3.0 portal by visiting www.nextiva.com and clicking on Login found at the top right
  2. Log in to the NextOS 3.0 portal with your login credentials.
  3. From the main dashboard, click the pencil icon to the right of Custom Ringback in the My active features tile, or click the blue All features button at the bottom right of the tile if it is not listed.
  4. Click the Permissions, Security, & Advanced section.
  5. Click the pencil icon to the right of the Custom ringback option.
  6. Click the plus sign on the right side of the screen.
  7. Enter the required information as indicated below (Figure 1-1):
    • Description: this is a descriptive name for the custom ringback.
    • Don’t use custom ringback: when selected, this will stop your custom ringback from activating when the criteria is met.
    • Regular schedule: allows you to specify a schedule for when your custom ringback should play.
    • Holiday Schedule: allows you to specific a holiday schedule for when your custom ringback should play.
    • Any phone number: allows calls from any phone number to hear your custom ringback.
    • Following phone numbers: only allows calls from specific phone numbers to hear your custom ringback.
      • Any private number: allows calls from private phone numbers to hear your custom ringback. The option is only visible if the Following phone numbers button is selected.
      • Any unavailable number: allows calls from unavailable phone numbers to hear your custom ringback. The option is only visible if the Following phone numbers button is selected.
      • Specific number: allows for a list of specific phone numbers to hear your custom ringback. The option is only visible if the Following phone numbers button is selected.
    • Initial ringback: this setting controls the ringback callers will hear when you are not already on a call. There are three options:
      • No personal ringback: disables the custom ringback.
      • URL: Allows for an online address that will stream live audio. This is currently not supported by Nextiva.
      • Custom: Allows you to select a file that is currently in your announcement repository which contains the audio you want to play.
    • Waiting ringback: this setting controls the ringback callers will hear when you are already on a call. There are three options:
      • No personal ringback: disables the custom ringback.
      • URL: Allows for an online address that will stream live audio. This is currently not supported by Nextiva.
      • Custom: Allows you to select a file that is currently in your announcement repository which contains the audio you want to play.
    • Figure 1-1: Call Notify Criteria
  8. Click the green Save Criteria button on the bottom-right of the screen. A pop-up message appears stating that your Custom Ringback Settings have been added.
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