Call greetings

A greeting is an audio message that plays to the caller before their call is connected. Greetings are often used in conjunction with call recording to announce to callers that their call will be recorded. 

Getting started

You can upload an MP3 file that you own to use as a greeting, or you can use CallRail’s voice synthesizer to read a greeting to a caller. Greetings can be uploaded directly from your computer. Multiple greetings can be saved inside of your CallRail account and you can change the greeting on any tracking number at any time.

There are two different types of greetings you can use:

  1. MP3 Upload: You can upload any MP3 file (that you have permission to use, of course) and we’ll play it to the caller.

  2. Voice Synthesizer: Enter your text in the greeting field and CallRail’s voice synthesizer will read it to the caller.  

If you prefer to create a greeting in the Call Flow Builder, use this help article instead: Greeting Step.

Add a greeting to a tracking number

If you're not using the Call Flow Builder but still would like to add a greeting to your calls, you can do so from that tracking number's configuration page. Follow this set of instructions for each tracking number where you'd like to add a greeting.

  1. Click the Settings icon on the left navigation bar.

  2. Choose the company where you'd like to add a greeting to a tracking number.

  3. Find the tracking number you'd like to add a greeting to and click the pencil icon on the right to Edit that tracking number.

  4. On the following screen, click the Pencil icon at the upper-right of the Number Options menu.

  5. Check the Play a greeting to the caller box under Call Greeting.

  6. Select Read Message to type in the text you'd like CallRail's voice synthesizer to read to callers. Or, you can click Play Recording to upload a file from your computer.

    Please note: If you're on a UK or AU plan, you'll have the option to select a language from the dropdown menu above your message.


  7. If you want to upload a recording, you can select Choose Recording and click Upload Recording from the options listed at the top of the menu.

  8. Select Choose File, then navigate to the MP3 file you'd like to use as your custom greeting.

  9. Click Upload Recording after you have made your selection.

  10. Click Save at the bottom of the page to update your tracking number.

Add a greeting to multiple tracking numbers

The Bulk Edit options in CallRail allow account administrators to add a greeting to multiple tracking numbers at the same time. We'll send you a confirmation email once all of your numbers have been updated.

  1. Click the Settings icon on the left navigation bar.

  2. Choose the company where you'd like to bulk edit tracking numbers.

  3. Click Account-Level Numbers at the top right.

  4. Choose the number(s) you'd like to edit.


  5. Click the Bulk Actions button at the top left.

  6. Select Greeting, then click Next.

  7. Choose a Greeting preference for all of your selected numbers. Select Activate greeting to add a greeting to your selected numbers. Or, click Deactivate greeting to turn off greetings for your selected numbers.

  8. Click Save Changes.
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