Evolved RingCentral On Hold Messages

Elevate Your RingCentral Caller Experience with Evolved Sound’s Custom On-Hold Messaging.

Don’t let silence or generic hold music frustrate your RingCentral customers. Evolved Sound delivers a fully managed, bespoke on-hold service, crafting professional and engaging audio to enhance your brand image, transform hold time into a valuable touchpoint, improve caller satisfaction, and drive your marketing results within the RingCentral environment.

We craft professional, engaging audio that transforms hold time into a valuable touchpoint, improving caller satisfaction and achieving your business objectives. Whether you’re a direct RingCentral subscriber, a managed service provider supporting RingCentral deployments, or an IT professional optimizing RingCentral for clients, our tailored solutions provide a distinct advantage.

CONTACT US TODAY
Ringcentral on hold messages

For optimal playback quality, RingCentral recommends the following specifications for custom on-hold audio files:​

  • MP3 Files
    Standard MP3 format.​
  • WAV Files
    PCM format with an 8 kHz sample rate, 16-bit depth, and mono channel. Alternatively, CCITT u-Law (G711a) encoding with an 8 kHz sample rate, 8-bit depth, and mono channel is supported.

Let's start by discussing how RingCentral plays On Hold content

When a caller is placed on hold, the on-hold music or message will start from the beginning of the uploaded audio file each time. Currently, RingCentral does not offer functionality to randomise playback or start from different points within the audio file.

Therefore, to implement varied on-hold content, it’s necessary to combine multiple tracks or messages into a single audio file that aligns with RingCentral’s supported formats and specifications.

Optimise Your RingCentral On-Hold Experience

Maximize the effectiveness of your RingCentral on-hold system with these essential strategies for recording, uploading, and managing your audio.

  • Integrated Content
    To maximise caller engagement within RingCentral’s on-hold system (which generally plays a single audio file per extension or call queue), it’s crucial to seamlessly blend music and messages. Develop a dynamic audio file that interweaves music with informational or promotional content to keep callers interested and informed.
  • Leverage RingCentral's Scheduling Features
    While RingCentral’s scheduling options for on-hold messages may be limited, it’s still worthwhile to regularly update your content. Refresh your messages periodically to advertise current promotions, announce new services, or acknowledge seasonal changes. This ensures the information callers hear is always relevant and helps maintain their interest, particularly for those who call frequently. To manage updates, consider creating a schedule for yourself to manually upload new audio files.
  • Time-Based Content
    Utilise RingCentral’s capability to play different on-hold music and messages based on time, day, or caller ID. This allows for tailored messaging, such as business hours information during off-hours or targeted promotions for specific caller groups. ​
  • Licensed Music
    To ensure you’re using music legally in your RingCentral on-hold messages, it’s essential to use properly licensed tracks. Avoid unauthorised use of copyrighted music, as this can lead to legal action and significant fines. You can obtain licenses from relevant rights management organisations (like APRA AMCOS in Australia) or use royalty-free music specifically designed for business use.
  • Volume Optimisation
    For a positive caller experience, ensure your on-hold music and messages maintain a consistent volume level. Avoid sudden changes in loudness, which can startle or annoy callers. Set the overall volume at a moderate level – loud enough to be easily heard, but not so loud as to cause discomfort, especially during longer hold times. Pay close attention to the relative volume between spoken messages and music, so neither overpowers the other.
  • Consistent Branding
    Project a professional image by employing skilled voice-over artists for your on-hold recordings. A consistent and welcoming voice strengthens brand recognition and contributes to a seamless caller experience. This attention to audio detail demonstrates your commitment to quality and enhances the overall perception of your business.
  • Continuous Improvement
    To ensure your on-hold experience is as positive as possible for callers, actively encourage their feedback. Ask your staff to occasionally inquire about callers’ impressions of the on-hold messages or consider a short post-call survey. Use this valuable input to refine your on-hold content, making adjustments to pacing, information, or music to better meet caller needs and expectations.
VIEW EXAMPLES - RingCentral ON HOLD PROGRAMMING
ringcentral-configure-on-hold-music
ringcentral-configuring-teams-on-hold-music
ringcentral-enable-custom-on-hold-music
ringcentral-enable-on-hold-music
ringcentral-place-callers-on-hold-softphone
ringcentral-set-screen-phone-recording
ringcentral-setting-up-on-hold-music (1)
ringcentral-setting-up-on-hold-music

RingCentral On-Hold Message Strategies

  • Customise Hold Music & Messages – Set branded, informative, or promotional audio.
  • Use professional voiceovers – Hire voice talent for a polished 'on brand' sound.
  • Promote Special Offers – Use hold time to advertise discounts or events.
  • Provide useful information – Share FAQs, business hours, or service details.
  • Use Multiple Messages – Different departments can have tailored messages.

Effective Tips for Optimising Your RingCentral On-Hold Messages

  • Use High-Quality Audio – Ensure clear, professional recordings to enhance caller experience.
  • Keep Messages Concise – Avoid long-winded messages; aim for 15-30 seconds per segment.
  • Balance Music & Speech – Alternate between informative messages and pleasant background music.
  • Use a Friendly, Engaging Tone – Match your brand’s voice to make callers feel valued.
  • Ensure music and voice levels are well-balanced and easy to hear.

Transform Your Hold Time: Get Custom On-Hold Messaging for RingCentral Today!

CONTACT US TODAY

Pros and Cons of RingCentral On-Hold Messages

Pros

  • Keeps callers engaged and informed while they wait.
  • Great opportunity to advertise special offers, products, or events.
  • Engaging messages can lower hang-up rates.
  • Custom messages create a polished, professional image.
  • Different on-hold messages can be set for sales, support, and other teams.
  • Allows background music with voiceover for a pleasant experience.
  • Can be changed regularly to stay relevant and seasonal.

Cons

  • Repetitive or long messages can frustrate waiting customers.
  • Poor audio quality can harm your brand image.
  • Using copyrighted music without permission can lead to legal issues
  • RingCentral has limitations on the type and size of audio files.
  • Outdated messages can be ineffective and misleading.
  • If not optimized, music and voice levels may be too loud or too low.
  • Leaving callers on hold with silence or unpleasant music is sure to damage your customer experience and increase hang-ups.

Listen to RingCentral On Hold Messages by Industry

Explore the examples below to hear how our RingCentral on-hold messages elevate the customer experience across various industries. Contact us today to get started on creating your custom solution!

00:00
00:00
  • Accounting / Finance 00:00
  • Accomodation / Travel 00:00
  • Business Services 00:00
  • Creative Design / Media 00:00
  • Distribution / Wholesale 00:00
  • Education / Training 00:00
  • Employment / Recruitment 00:00
  • Entertainment / Leisure 00:00
  • Government 00:00
  • Health / Relaxation / Beauty 00:00
  • IT / Software 00:00
  • Legal 00:00
  • Manufacturing 00:00
  • Medical / Health 00:00
  • Property / Real Estate 00:00
  • Retail / Supplier 00:00
  • Trades / Building 00:00
  • Transport / Logistics 00:00

FAQ - RingCentral On-Hold Messages

RingCentral on-hold messages are short audio recordings that are played to callers while they are placed on hold. These can include information about your business, promote special offers, provide answers to frequently asked questions, or even play music to make the hold time more pleasant.

You can set up on-hold messages within the RingCentral Admin Portal. Look for the 'Music on Hold' or 'On-Hold Settings' section. Here, you'll typically have the option to: 1) Upload your own pre-recorded audio files (make sure they are in a supported format), or 2) Choose from a selection of default music or messages provided by RingCentral. If you'd prefer a completely custom and professionally produced solution, Evolved Sound can handle the entire process for you, from script writing to recording and uploading the files.

Yes, RingCentral allows you to upload custom on-hold messages in supported formats like MP3 or WAV for a personalised experience.

To maintain caller engagement and avoid frustration, it's generally recommended that each individual on-hold message be kept concise, ideally between 15 to 30 seconds in length. Following each message, a brief pause of 6 to 10 seconds with music can provide a more balanced listening experience. This prevents the messages from becoming overwhelming and allows callers to absorb the information effectively.

Stop Silent Hold! Engage callers with dynamic on-hold messages featuring your business hours, promotions, FAQs, upcoming events, and helpful customer service updates. Keep your recordings fresh and relevant effortlessly – let Evolved Sound manage it all for you!

Create a Polished Hold Experience: Enhance your RingCentral on-hold messages with licensed background music for a truly professional and engaging sound.

Keep Your Callers Engaged: Update your RingCentral on-hold messages every 2-3 months to maintain fresh and relevant content, especially for seasonal promotions. For a consistent and positive caller experience, ensure these updates are applied across all queues, parked calls, conference calls, and calls placed on hold.

In summary, the best way to test your RingCentral on-hold messages is to simulate a real caller experience by placing test calls and actively triggering the on-hold function in various scenarios while carefully listening to the audio and verifying your RingCentral settings.

What they are saying about us...

"I found the system worked great for us. Customers can now enjoy learning about our business while on hold instead of hearing silence. We can also create our own messages to suit our needs for sales or special occasions. Very happy with the system and the efficient installation."
Amcal Pharmacies
"Thank you for the prompt service and quality product. The sound quality is fantastic and the ability to update our message on such a quick turn around time is great".
VicRoads
“Big thanks to Evolved Sound for setting up our on-hold messaging system. It’s great knowing we can give our customers important information and promotions before they’ve even spoken to a member of our team. The flexibility to change our on-hold message has been incredibly useful and we’re thoroughly impressed with the sound quality. The team are highly efficient in the installation of the system and in providing any assistance we’ve needed.”
Darren SmithHughes Limousines WA
"We have been using Evolved Sound for our on hold messages for some time now, and would recommend the service to anyone. The recordings are professional and the service we receive is fantastic"
Hume City Councils
"Your service is exceptional when we compare it to some of the others we have to cope with!"
Alphington Medical Centre
"This is brilliant. Please take some time to listen to this as it is spot on and super professional."
Edge Custom Media
"We purchased an on-hold system from Evolved Sound in December 2004 and despite being located in a different city found it quick and easy."
Maxima Group
"The system has been fine and reliable. In the long term, your product will be more cost effective compared to what we were running in the past through our previous supplier."
John Crane
"I would like to thank Evolved Sound for their professionalism and efficiency in assisting SPC Ardmona produce a new and greatly improved on-hold message. The new message now provides callers with up to date information about new products and general company information."
SPC Admona
"All is working fine since the on hold system was installed. Although we wouldn't lose too much business if callers hung up, the systems certainly helps them stay connected with us while on hold. The on hold system also gives us a chance to put relevant information forward which assists in pushing our corporate identity."
Northern Health
"We finally had the on hold music system connected by our phone people. It is now working very well and we may look at changing the music down the track too."
KCI Medical
"The MOH software has been great - we tried a CD player but then it died. We tried the radio but it kept drifting off the station. We had silence for ages but then customers didn't know if we'd hung up on them - not good customer service!"
Circuit Link International
"Easts was looking for an alternative to CD based messaging, by having flash based audio we haven't experienced any drop outs or need to change CDs. Just set and forget."
Eastern Leagues Club
"Thanks for great work in setting up our 'Messages on Hold' within the first 3 days we gained an extra sale, which has paid for the entire cost of the system you put in. The Evolved Sound 'Messages on hold has become an invaluable tool to let our customers know what additional services our company offers and the whole process from script writing to final installation was a breeze."
Technophobia
"Since we have been running the on hold system, we have received a lot of positive feedback from our staff. They have said using on hold is a great way to provide customers with information that they don't already know about. We found the order process to be very easy and overall we are very happy with the end result."
Agilent Technologies
"Since implementing our on hold system both members and non-members have commented favourably on what they now hear when on hold. It is a very practical and cheap way to promote our products and services. Evolved Sound were great with the scripting and ensured that all our requirements were met. The end product sounds spot on and gives us a great professional image."
Tax Payers Australia
"Although we don't put callers on hold too much, we do receive positive feedback. Callers have said it is good to have some relevant information to listen to while on hold rather than the local radio station. With that in mind, we know when they are placed on hold with the system supplied by Evolved Sound they will be looked after".
Choice Hotels Australasia
"We used the services and purchased on hold systems from Evolved Sound for numerous Government departments. It has been a very good company to work with. The production times have been to schedule and follow-ups were good too. Overall we have been significantly happy with the service and I would give the service a rating of 8 out of 10"
Multimedia Victoria
"Working with Evolved was great, we choose our voice over artist from the selection of recordings offered on the website. Evolved assisted us with the content of our recording offering insightful input into what makes a message work. The recording was done sooner than expected and we where happy with the review/ feedback process that evolved have in place. It gave us ample opportunity to fine tune the recording to suit our market. We valued our experience with Evolved and have no hesitation in recommending Evolved to others. GAMEHEAD will certainly be using evolved again in the future".
Gamehead
"Since purchasing an on hold software package we have enjoyed the flexibility to mix and match messages at a whim. When there are new promotions or new models arrive, we like the ability to quickly slot in the new recordings, without having to re-record everything again. The ability to provide separate content to different car divisions from one central server has been a very useful feature too."
Melbourne City Toyota
The following clients through sub-contract thank Evolved Sound - Transworld Group, uni Mitsubishi Pencil Co., Swift Freight International, Sheraton Hotels & Resorts, Radisson SAS Hotels & Resorts, Panasonic, Motor Harley-Davidson Cycles & Le Meridien.

Enhancing Service Offerings with RingCentral On-Hold Solutions

GET STARTED

Find us

5A Hartnett Close,
Mulgrave,
VIC, 3170

Contact

Tel // 1300 78 4440

Evolved Sound Logo White

Let's socialise

#evolvedsound

Facebook Twitter Instagram Linkedin

Additional Links

 Abraham Vantage Pty Ltd A.C.N. 131 066 781 trading as “Evolved Sound”

Scroll to Top