What you will learn

By the end of this guide, you will know how to:

• Open the Schedules section in the Customer Admin Portal
  
  

• Create a schedule and name it (example: Business Hours)
  
  

• Choose a preset like 24/7 or 9 to 5 Monday to Friday
  
  

• Set an After Hours fallback destination
  
  

• Route after hours calls to an IVR or an extension voicemail
  
  

• Use Send to Voicemail to skip ringing
  
  

• Add an override for special time windows (holidays, meetings, early close)
  
  

• Set override priority (Low, High, Highest)

Before you start

• You must be logged in to the Customer Admin Portal.
  
  

• Your call flow should already have an IVR set up if you plan to route after hours to an IVR (example: After Hours IVR 802).

Step 1: Open Schedules

1. Log in to your Customer Admin Portal
   
   

2. In the left sidebar, click Schedules

This takes you to the schedules page where you can create and manage schedules used by call flows.

Step 2: Create a new schedule

If you do not have a schedule yet, create one.

1. Click + Create Schedule (top area of the page)
   
   

2. Click into Schedule Name
   
   

3. Enter a name

Most customers use Business Hours, so we will use that name here.

Step 3: Set the schedule status to Active

Make sure the schedule status is Active.

Why this matters: If the status is not Active, any call flow that references this schedule will not follow it.

Step 4: Pick a preset for business hours

RingFree provides presets to save time.

Common presets

• 24/7 for businesses that are always open
  
  

• 9 to 5 Monday through Friday for standard business hours

For this example, select:

• 9 to 5 Monday through Friday
  
  

RingFree will automatically set the day toggles and times to match that preset.

Step 5: Set the After Hours fallback destination

After hours fallback is what happens when the call comes in outside your scheduled hours.

On the right side of the schedule screen, open the After Hours Fallback panel.

Step 6: Route after hours calls to an IVR (recommended for most teams)

This option is great if you want to play a message and give callers choices, like leaving a voicemail, pressing a key for an option, or hearing instructions.

Steps

1. In After Hours Fallback, find Destination Type
   
   

2. Select IVR
   
   

You will see options in the dropdown such as:

• Extensions
  
  

• Ring Group
  
  

• IVR
  
  

• Queues
  
  

• External Number
  
  

3. In Destination, select After Hours (802)

This IVR will play a message and give callers options.

Step 7: Optional: Route after hours to an extension voicemail

This option is useful if you want calls to go straight to a person’s voicemail after hours.

Steps

1. Go back to Destination Type
   
   

2. Select Extensions
   
   

3. In Destination, select Redoubt Surplus - 101 (Extension 101)

If you do not want the phone to ring after hours, turn on:

• Send To Voicemail: Yes

This sends the call directly to the voicemail box instead of ringing the extension.

Step 8: Confirm the after hours routing summary

After setting the destination, RingFree shows a summary of the intended routing.

In the transcript example, you will see something like:

• After hours → Extension Redoubt Surplus • 101’s Voicemail

It may appear highlighted in yellow.

Use this summary to double check you selected the correct destination.

Step 9: Add an override (for special hours)

Overrides let you temporarily change where calls go during a specific time window. This happens even if your normal schedule says something else.

Common uses:

• Holidays
  
  

• Staff meeting time
  
  

• Early closing day
  
  

• Temporary outage
  
  

• Special event hours

Where to add it

Below the schedule toggles, click Add Override.

What you will fill in

You will see fields like:

• Override name
  
  

• Days of the week
  
  

• Start time
  
  

• End time
  
  

• Destination Type
  
  

• Destination
  
  

• Send to Voicemail (checkbox)
  
  

Steps

1. Click Add Override
   
   

2. Enter an Override name (example: Holiday Hours)
   
   

3. Select the days
   
   

4. Set the start time and end time
   
   

5. Select Destination Type
   
   

6. Select the Destination
   
   

7. Enable Send to Voicemail if you want to skip ringing
   
   

8. Save the override

Step 10: Set override priority

Override priority controls which rule wins when multiple overrides overlap.

You will see an Override Priority dropdown with:

• Low
  
  

• High
  
  

• Highest
  
  

If you have multiple overrides that could apply at the same time, set priority so the most important rule wins.

The video mentions this will be covered deeper in the advanced tutorial, so for most customers:

• Use High for important exceptions like holidays
  
  

• Use Low for minor exceptions like a short lunch closure
  
  

• Use Highest for urgent routing changes you must enforce
  
  

Video reference