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Add a Custom Greeting to Your RingCentral Auto Receptionist

In the Admin Portal, open Phone System, then Auto-Receptionist, then IVR Menus, and edit your company greeting or menu. Upload a WAV or MP3 file, RingCentral recommends 8 kHz 8-bit mono mu-law or 8 kHz 16-bit mono PCM, or record one instead through the app's microphone.

Updated September 27, 2026

What RingCentral accepts

Accepts
WAV or MP3
Limits
No file size limit stated; RingCentral recommends 8 kHz 8-bit mono mu-law or 8 kHz 16-bit mono PCM for the cleanest playback
Your download
WAV, 8 kHz 16-bit mono, or MP3, matching RingCentral's recommended specs

Before you start

  • Admin Portal access with the Auto-Receptionist permission in the Phone System
  • Your company greeting and any IVR menu prompts as a WAV or MP3 file
  • A plan or extension that includes Auto-Receptionist and IVR menus (check your plan's feature list to confirm)
  • The menu mapped out on paper: which key should go where before you start building it

Step by step

  1. Open your company greeting

    In the Admin Portal, go to Phone System, then Company Call Handling, or open your Auto-Receptionist settings directly to find the company greeting editor.

  2. Upload or record the greeting

    Click the Set Greeting dropdown and choose Custom. Click the Record icon, then the Import file tab, to upload a saved WAV or MP3, or record straight through your microphone instead.

  3. Create a menu

    Go to Phone System, then Auto-Receptionist, then IVR Menus, and click New IVR Menu. Give it a name and an extension number.

  4. Add your menu prompt and key options

    Upload or record the audio that lists the options, for example press 1 for sales, then assign each key to an extension, another menu, voicemail, an external number, or a directory.

  5. Point call handling at your menu

    Under Company Call Handling, choose IVR Menu as how incoming calls are answered, then select the menu you built.

  6. Set business and after-hours rules

    Configure separate call handling and greetings for business hours, after hours, and holidays so callers hear the right message at the right time.

  7. Test the whole menu

    Call your company number and press every key to confirm each one reaches the right extension, department, or voicemail box.

Tips

  • Keep the company greeting and every menu prompt in one voice so the whole phone tree sounds like a single recording.
  • Match RingCentral's recommended 8 kHz format when you export audio elsewhere; a full-quality file can sound worse once RingCentral compresses it for the phone network.
  • Give each menu its own extension number so you can nest one menu behind another without losing track of them.

Build your phone tree

Get a full RingCentral phone tree, greeting plus every menu prompt, exported in the exact 8 kHz format RingCentral recommends.

Build your phone tree

Common questions

What audio formats does RingCentral accept for a company greeting?

WAV or MP3. RingCentral recommends 8 kHz 8-bit mono mu-law or 8 kHz 16-bit mono PCM, the same specs our exports use, so an uploaded file plays back clean instead of sounding thin or distorted.

Can I record my greeting instead of uploading a file?

Yes. The Admin Portal's greeting editor lets you record through your computer's microphone or import a pre-recorded WAV or MP3, so either a phone-recorded message or a studio file works.

Is a RingCentral auto receptionist the same thing as an auto attendant?

Yes, RingCentral just uses its own name. Auto-Receptionist is the whole call-answering feature, and an IVR menu is the specific press-1-for-sales menu inside it; you build IVR menus separately, then point your auto-receptionist at one.

How many menu levels can a RingCentral phone menu have?

RingCentral supports up to 250 voice menus and submenus per account, so a caller can be routed through several nested menus before reaching a person, voicemail, or an external number.

Can I set a different greeting for after hours?

Yes. Company call handling lets you set separate rules and greetings for business hours, after hours, and holidays, so callers who reach you at night hear a different message than callers during the day.

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