business voip

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.

  1. For Administrators, log in to the NextOS 3.0 Beta portal by visiting 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 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

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