A welcome message is an initial greeting presented to callers when they connect with your business through a phone system. This message serves as the first point of contact, setting the tone for the caller's experience and providing essential information or guidance.

Use Cases and Importance of Welcome Messages:

  • First Impressions: A well-crafted welcome message creates a positive first impression, establishing professionalism and trustworthiness.

  • Information Dissemination: It can convey vital details such as business hours, menu options, or recent updates, ensuring callers receive pertinent information promptly.

  • Call Routing: Welcome messages can guide callers to the appropriate department or individual, streamlining the communication process and reducing wait times.

  • Brand Reinforcement: Consistent messaging reinforces brand identity, making the interaction more memorable for the caller.

Impact on Business:

  • Enhanced Customer Experience: Callers feel acknowledged and informed, leading to increased satisfaction.

  • Operational Efficiency: Properly directed calls reduce the workload on receptionists and minimize misrouted communications.

  • Professionalism: A standardized greeting reflects a company's commitment to quality and consistency. 


Steps for Setting Up a Welcome Message in CallHippo:

1. Log in to Your CallHippo Account:
Access your account by visiting web.callhippo.com.


2. Navigate to Number & DID, under which you can select Numbers
On the left-hand menu, click on 'Numbers' to view your list of virtual numbers.


3. Access Number Settings:
Select the specific number for which you want to set up a welcome message.

Click on the 'Settings' icon associated with that number.




4. Go to 'IVR / Welcome Message':
Within the IVR/Welcome message, click on the 'Welcome Message' tab.

Set the Welcome Message:
Choose between 'Text' or 'Music' options:

  • Text: Enter the desired welcome message text. CallHippo will convert this text into speech.

  • Music: Upload a pre-recorded audio file (formats supported: WAV & MP3 file under 5 MB) containing your welcome message.



5. Save Changes:
After configuring your welcome message, click the save icon to apply the changes.



Frequently Asked Questions:

Q: Can I customize the language of the welcome message?
A: Yes, CallHippo allows you to set welcome messages in multiple languages to cater to a diverse clientele.

Q: What audio formats are supported for welcome messages?
A: You can upload audio files in MP3 and WAV formats for your welcome messages.

Q: Is it possible to have different welcome messages for different numbers?
A: Absolutely. Each virtual number in CallHippo can have its unique welcome message, allowing for tailored greetings based on departments or services.

Q: Can I change the welcome message after it's been set?
A: Yes, you can update or modify the welcome message at any time by following the setup steps and uploading a new message or editing the text.

Q: Does CallHippo provide default welcome messages?
A: CallHippo offers a standard script for welcome messages, but businesses are encouraged to upload customized recordings to better align with their brand voice.

Q: What does the welcome message do?
A: A welcome message is an initial greeting presented to callers when they connect with your business through a phone system. This message serves as the first point of contact, setting the tone for the caller's experience and providing essential information or guidance.

Q: Do I have the option to choose among languages to set the welcome message?
A: Yes, CallHippo allows you to set the welcome message in different languages to suit your caller base.

Q: Incoming calls on my number allocated to the AI sales agent are not playing the welcome message. What could be the issue?
A: Welcome messages do not work for numbers assigned to the AI sales agent. Those numbers follow a different flow based on website interactions and do not support standard welcome messages.

Q: My IVR and welcome message are not working. What should I check?
A: Please make sure your dialer is open and ready to receive calls. If the dialer is closed, incoming calls will not connect, and only the voicemail may play instead of the IVR or welcome message.



I hope this helps. If you still face any queries, please feel free to reach out at [email protected]