How do I record Company Greetings within CallPilot Manager?
About Company Greetings
Before you record your Company Greetings, decide what type of greetings you want to use for the incoming calls, and what you want the greetings to say. There are four greeting times that reflect the Morning, Afternoon, Evening and Non-business hours. You can prepare four greetings, or you can use the same greeting for each time of day. As you record the greetings, number them from 1 to 4.
An example greeting for each time of day:
- Morning Greeting: “Good morning. You have reached Touchstone Marketing.”
- Afternoon Greeting: “Good afternoon. You have reached Touchstone Marketing.”
- Evening Greeting: “Good evening. You have reached Touchstone Marketing.”
- Non-business greeting: “You have reached Touchstone Marketing. Our business hours are Monday to Friday from 8:00 a.m. to 5:00 p.m. Please stay on the line and leave a message. Thank you for calling.”
Greetings 1 through 4 are assigned by default to all Greeting Tables. This means that Greeting 1 plays as the Morning Greeting for Greeting Table 1, 2, 3 and 4.
If you use only one Greeting Table, the numbered greetings you record from 1 to 4 play automatically.
To record a Company Greeting:
- Click the Auto-Attendant heading.
- Click the Company Greetings link.
The Company Greetings screen appears.
- Click the Voice link for the greeting you want to record and follow the prompts below:
A. Click the Voice link. The page you can record greetings and prompts from appears.
B. In the Connect to box, type the extension number or telephone number you are using to record the greeting or prompt.
C. Click Dial. The telephone rings.
D. Pick up the handset or use a headset. Do not use Handsfree. Click Record. After the tone, record your greeting or prompt.
E. After you finish recording, click Stop.
F. To listen to the recording, click Play or to save the recording, click Save.
Your recording will not be saved if you hang up the telephone before you click Save.
G. Click Close and replace your telephone handset.
H. To listen to the prompt, click Play or to save the recording, click Save.
I. Click Close and replace the telephone handset. You return to the Company Greetings page.
If you want to enter a caption for the greeting, click Refresh on your browser.
J. Click the Add Caption link for the greeting. The Greeting Caption page appears.
K. In the Greeting box type a descriptive name for the greeting. The greeting caption can be a maximum of 30 characters.
L. Click Submit.
To set up a Greeting Table - complete the following procedures to:
- Assign a greeting to a Greeting Table
- Assign a CCR Tree to a Greeting Table (optional)
- Set the business hours
- Assign a Greeting Table Attendant
Assigning greetings to Greeting Tables
In a Greeting Table you can assign what greeting plays and what CCR Tree calls route to, depending on the time of day. You do not have to assign a CCR Tree to a Greeting Table, but if you want to assign a CCR Tree to a Greeting Table you must build it first.
If you do not assign a CCR Tree to a Greeting Table, the caller hears the greeting you assign, then hears the Auto Attendant menu prompt. If you assign a greeting and a CCR Tree to a Greeting Table, the caller hears the greeting you assign and then is routed to a CCR Tree.
To assign greetings to a Greeting Table:
- Click the Auto-Attendant heading.
- Click the Greeting Tables link.
The Greeting Tables page appears.
- Click the Change link of the Greeting Table you want to set up.
- From the Morning, Afternoon, Evening and Non-business list boxes, select the greeting numbers you want to use.
- From the CCR Tree list boxes, select the CCR Tree you want calls to route to for each time of day. If you do not want calls to route to a CCR Tree, select None.