Holiday IVR Setup in RingFree: Upload a Greeting, Build an IVR Menu, and Schedule It for Specific Dates

This guide shows you how to create a Holiday IVR that plays a special message on the exact holiday dates you choose, then sends callers to the right place (usually a voicemail).

You will do three things:

1. Upload a holiday audio greeting

2. Create a new IVR that plays that greeting

3. Create a holiday schedule and apply it to the IVR

What you will need before you start

• Access to the Customer Admin Portal

• A holiday audio message file (for example: “We are closed for the holiday…”)

• A destination for callers after the message (most commonly an extension voicemail)

Overview of the full setup

• Greetings Manager: upload and confirm your holiday audio file

• IVR: create a new menu and attach that audio greeting

• Schedules: add the holiday date(s) and point them to the holiday IVR

• IVR Operation Times: apply the schedule so it plays only on the holiday

Step 1: Upload your holiday audio greeting in Greetings Manager

1.1 Open Greetings Manager

1. In the left menu, click Greetings Manager

2. Click Upload Greeting

1.2 Choose the correct greeting type and file

In the upload module, you will see fields like:

• Greeting type

• Audio File

• Custom Name (Optional)

Set:

• Greeting type: choose IVR/Operation Times

• Audio File: select your holiday audio file

Supported formats include: WAV, MP3, GSM, uLaw, aLaw, G.729, G.722, SLN, iLBC.

Important audio requirement: Your audio must be 16-bit PCM mono to play correctly.

1.3 Convert your audio (if needed) using G711.org

If you are unsure your file meets the required format:

1. Open a new tab and go to G711.org

2. Convert your audio to a standard WAV format that matches:

• 8kHz

• Mono

• 16-bit PCM

3. Choose your preferred output volume (medium, high, or maximum)

4. Submit the conversion and download the converted file

5. Return to RingFree and upload the converted file

1.4 Name the greeting (no spaces)

The Custom Name is optional, but helpful.

Rules:

• Do not use spaces

• Use an underscore or hyphen instead

Example:

• holiday_message or holiday-message

After upload, you should see the greeting listed in Greetings Manager. You can also play or download it from the Actions area to confirm it sounds right.

If you cannot hear the greeting: Contact RingFree support: support@ringfree.com

Step 2: Create the Holiday IVR

2.1 Open IVR and create a new one

1. Click IVR in the left menu

2. Click New IVR (upper right)

3. Enter an IVR name (example: Holiday IVR)

4. Choose an IVR number

• The system suggests the next available number

• Example: 801 is fine if it is unused

2.2 Attach your holiday greeting

1. Find Audio Greeting

2. Select the holiday greeting you uploaded in Step 1

2.3 Add at least one menu option (required)

RingFree requires at least one menu option to save an IVR.

In Menu Routing, select a temporary option (example: Extension 101) so you can save the IVR.

You can change this later if you plan to offer multiple key options.

Step 3: Set Safety Net Logic (short wait for a selection)

3.1 Set “Time to wait for a selection”

In Safety Net Logic, set:

• Time to wait for a selection: 1 second

This controls the gap between when the greeting finishes playing and when the caller makes a selection.

Best practice: if your holiday IVR is mostly an announcement, keep it at 1 second.

Step 4: Set the Timeout Destination to voicemail

4.1 Choose what happens after the greeting plays

Set a Timeout Destination so callers are routed after the message.

Common choices include voicemail.

Steps:

1. Open Timeout Destination

2. Select Forward to Extension

3. Select destination: 101 (Redoubt Surplus) or your chosen voicemail extension

4. Make sure Is VM is enabled and green

Why this matters:

• If Is VM is not enabled, the extension will ring (often 20 seconds) before voicemail plays

• Enabling Is VM sends the caller straight to voicemail

4.2 Optional: Add key configurations

If your greeting offers options like “Press 2 for Scheduling,” you can add them:

1. Click Add Key Configuration

2. Choose the key (example: 2)

3. Choose the destination for that key

4.3 Create the IVR

1. Review your settings

2. Click Create IVR

3. Confirm you get a success message

4. Return to the IVR list and confirm it appears

You may notice Operation Times are blank right now. That is normal. You will fix that after creating the schedule.

Step 5: Create a Holiday Schedule and point it to the Holiday IVR

5.1 Create the schedule

1. Click Schedules in the left menu

2. Click Create Schedule

3. Set Schedule Name: Holiday

4. Set Status: Active

If the schedule is not Active, any call flow that references it will not follow it.

5.2 Set After Hours Fallback on the schedule

On the right panel, set the fallback routing:

1. Destination Type: IVR

2. Destination: Holiday IVR (801)

You may see a note like: “Voicemail is available only when Destination Type is Extension.”
That is expected.

You should see a routing summary similar to:

• After hours → IVR HOLIDAY • 801

Step 6: Add your holiday date(s)

6.1 Create a holiday entry

In the Holidays area, select the date on the calendar. This opens a form where you will add:

• Holiday Name

• Start date

• End date

• Start time

• End time

• Destination Type

• Destination

Example used in the tutorial:

• July 4th, 2026 (Saturday)

Best practice:

• Confirm start date and end date match what you want

• If set for a full day, it will play for 24 hours by default

Set:

• Destination Type: IVR

• Destination: Holiday - 801

Important: Do not select voicemail here. It is greyed out on purpose. IVRs are not a voicemail feature. Voicemail happens because you configured the IVR timeout destination earlier.

6.2 Optional: Holiday routing without an audio message

If you do not have an audio file and you only want calls to go to voicemail:

• Set Destination Type: Extension

• Destination: 101
  Then voicemail becomes available.

This is useful when you just want direct voicemail on a holiday.

Screenshot suggestion

• Screenshot 31: Destination Type set to Extension and voicemail option available

6.3 Save the holiday entry

1. Click Add Holiday

2. Confirm the holiday appears in the Holidays list

Step 7: Create the schedule

This part is easy to miss.

After adding the holiday entry:

1. Click Create Schedule to finalize and save the schedule

Step 8: Apply the schedule to your Holiday IVR (Operation Times)

This is the last step. Without this, the IVR will not play based on the holiday schedule.

1. Go back to IVR

2. Open your Holiday IVR (801)

3. Find Operation Times

4. Select the Holiday schedule you created

5. Save

Once applied, RingFree will play the holiday message on the date and time window you set.

Quick checklist (use this before testing)

• Greeting uploaded and playable in Greetings Manager

• Greeting type set to IVR/Operation Times

• IVR created with the holiday greeting attached

• Safety Net Logic wait time set to 1 second

• Timeout Destination set to Forward to Extension with Is VM enabled (green)

• Holiday schedule created and Status set to Active

• After Hours Fallback set to IVR Holiday 801

• Holiday entry added with correct date and times

• Create Schedule clicked after adding the holiday

• Schedule applied to the IVR Operation Times

Testing tips

• Use a test holiday entry for today’s date and a short time window

• Call your main number and confirm:

1. Holiday message plays

2. Then voicemail picks up at the timeout destination

Troubleshooting

The holiday message does not play

• Confirm you applied the schedule in the IVR Operation Times

• Confirm the schedule Status is Active

• Confirm the holiday date and time window includes the current time

The phone rings before voicemail

• Confirm Is VM is enabled and green in the IVR timeout destination

I cannot upload the greeting

• Confirm the file is a supported format

• Convert it to 8kHz mono 16-bit PCM WAV using G711.org

• Make sure the greeting name has no spaces

Video reference