Snap Recordings makes it easy and affordable for you to add professionally recorded greetings, announcements, interactive voice response (IVR) menus, music, and more to your RingCentral phone system. Ordering a voice recording and integrating it with your RingCentral account is as simple as signing up for free, selecting your preferences, and entering a script.
Below, we’ll walk you through the seven-step process of how to use RingCentral Snap Recordings.
1. Register for a Free Account
Visit RingCentral’s Snap Recordings page. Click the blue “Get Started” button on the top menu. Enter your first name, last name, and email address to create your free Snap Recordings account. If you are still in the process of evaluating professional voicemail service providers, here is a quick breakdown of how Snap Recordings compares to the competition:
2. Choose Your Voice Talent
As your automated attendant is often the first point of contact for callers, it is important you select a voice talent that will inspire confidence or will resonate with your ideal customer. Fortunately, Snap Recordings provides more than 100 professional voice talents to choose from.
Did you know? While the voice talent you pick should be in line with your brand strategy, a survey conducted by Statista.com found that 51% of respondents preferred a female voice to assist them on their phone versus only 20% who preferred a male voice. The other 29% reported no preference.
Here’s how to find the right voice for your business greetings and announcements:
- Select the language or accent you’d like to use
- Select a voice talent
- Listen to sample recordings of that voice actor or actress
- Continue experimenting with different voice talents to find the one best suited to your business
It is also a good idea to scroll down through the language menu to find bilingual voice talent. These professionals can read your messages in multiple languages, helping you serve a larger audience. For example, you can find talent to read a message in Spanish, French, and English. Please note that Snap Recordings does not provide translation services. If you need a bilingual voice recording, you’ll need to provide the translated script.
3. Select Your Background Music
Your professionally recorded phone message might sound even better with music playing in the background. Snap Recordings provides 1,000 prelicensed tracks for you to choose from. Some genres have more tracks than others, so browse through all the categories to see what’s available. For example, inspirational music only has a single album, while rock has eight.
Here’s how to find the right tune:
- Select a genre
- Choose an album
- Listen to music tracks
Not sure which genre to choose? It is worth noting that according to the Deezer’s Musical Paralysis Survey, the vast majority of consumers now prefer rock and pop over the easy listening or classical choices historically used by companies as hold music.
Don’t worry if the music sounds too loud while you’re choosing a track. During production, Snap Recordings will adjust the volume of the background music to ensure the voice messages can be heard without difficulty.
4. Type Your Script Into the Message Editor
Now it’s time to write your messages, which can be challenging, especially if you lack writing experience. If you find yourself struggling, click on “Writer’s Block? Click Here!” at the top of the editor to go to a page loaded with helpful scriptwriting tips, templates, and best practices. You can also use our guide with the key elements and examples of professional voicemail greetings to write your scripts.
You’ll be paying per-word when buying RingCentral Snap Recordings, so try to write your scripts succinctly. This will not only make for a cheaper recording, but it will also improve the phone experience for your callers. Professional recordings stand out because with higher audio quality and better voice talent, your business will seem much more national and sophisticated.
You can write various messages here for the different scenarios you’ll need voice recordings. For example, your business will likely need a general greeting, recordings for interactive voice response (IVR) menus, and professionally recorded on-hold messages. You may also want announcements for holidays, special promotions, or a different greeting for after-hours.
Type out your scripts and add your preferred music lengths. At the bottom of the form, add any pronunciation notes needed to help the voice talent with any problematic terms. For example, if your business has a unique product with a specific pronunciation or a staff member with a particularly hard to pronounce name, you may need to provide a phonetic pronunciation in parentheses. When in doubt, add phonetic symbols to help professionals get it right the first time.
5. Complete Checkout
Once you’re ready to make your purchase, click on the “Proceed to Checkout” button at the top of the screen. Here you’ll see the total cost of your order and have the opportunity to purchase add-ons, like proofreading services.
You can purchase proofreading services to hire the Snap Recordings team to correct grammatical mistakes and misspelled words. They won’t alter the structure of your sentences, but they’ll make any fixes needed to help the voice talent get your recording right. If major changes are needed, the Snap Recordings editing team will contact you.
You can also pay for rush delivery if you need the recordings immediately. This costs an extra $50 for the first 75 words and $25 for every 75 words after that. Rush delivery will accelerate production to get your recording to you in one to two days.
6. Wait for Snap Recordings to Deliver Your Voice Message
Once you complete the checkout process, the Snap Recordings team goes to work on your voice messages. Standard delivery of your professionally recorded messages is typically three to four days.
When your recording is finished, you’ll receive an email with a link to your recordings. You can then review your audio recordings and download them in the file formats you need. Snap Recordings can output files in the following formats:
- AIFF (44.1kHz, 16-bit)
- MP3 (128kbps)
- MP3 (320kbps)
- WAV (11kHz, 16-bit)
- WAV (44.1kHz, 16-bit)
- WAV CCITT ULaw (8kHz, 8-bit)
- WAV PCM (8kHz, 16-bit)
Note: RingCentral only supports WAV and MP3 file formats for audio recordings.
7. Upload Your Voice Recording to Your Phone System
This step will vary depending on your telephone provider. In the case of RingCentral, one of the best business phone systems, the process is rather straightforward, but it is worth noting though that only RingCentral administrators can upload voice recordings. To do it, first, you will need to launch the RingCentral app on your device, navigate to the “Phone System” tab, and then click “Auto-Receptionist.” From here, select “Greeting & Company Calls.”
You’ll now have the option to record a new voice message or import a file. Go to the “Importing” tab, and then click “Browse.” Find the audio file you’d like to use for your recording and upload it to the system. Click “Done,” and your new professional voice recording is ready to go.
If you’d like to add your professional recordings to other parts of your inbound reception system, return to the “Auto-Receptionist” tab. From here, you can navigate to the “General Settings” tab and then to “IVR Settings.” This section will give you the ability to follow the same procedure to upload your recordings to other areas, such as a voicemail system, IVR menu, and announcements.
Frequently Asked Questions
What if I don’t like my Snap Recordings message?
As one of the best voicemail greeting providers, Snap Recordings guarantees the quality of their messages. If you’re not happy with your voice recording, contact the support department to get help making any necessary modifications.
Will the voice talent I use always be available?
Not necessarily. Snap Recordings works with human voice talent, and that means they may leave the organization or periodically take vacation and sick leave. If you’re concerned with inconsistent voice recordings, get ahead of the game and record messages you think you’ll need in the future.
How much do Snap Recordings cost?
You’ll pay $50 per 75 words and $25 for each background song you use in a message. For messages on hold, you’ll pay $99 for the first 100 words and a single background music track. You’ll have to pay an additional $40 for every 100 additional words after that.
Is it free to sign up?
Yes. You can create a free account, experiment with the message builder, and get your voice recording estimates for free. You’ll only be charged when you complete the checkout process.
Professionally recorded business greetings and announcements from Snap Recordings can improve your company’s first impressions and brand image with callers and help you build more sophisticated IVR systems. Snap Recordings is the best voicemail greeting provider for RingCentral users, but other business phone systems provide other comparable services too.
If you are curious to find out if RingCentral is the best communications platform for your business, read our comprehensive RingCentral review to learn all the ins and outs of this voice-over-internet-protocol (VoIP) solution.