Knowledgebase

System Recordings are audio files that can be used in various destinations, such as Menus, Queues, Announcements, and more, to provide audible information to callers or your agents.

Announcements are special destinations in the phone system, that simply play a System Recording file, then forward to another destination.  These can be very useful when you want to tell the caller something, before sending them somewhere else.  

Example 1: You might create a System Recording to be used in a menu, then another System Recording that is used in an Announcement that gives directions to your office.

Example 2: You might create a System Recording to be used in an Announcment that is played when your office is closed, before sending caller to voicemail.

Create a new System Recording as follows...

1. Click Admin > System Recordings

2. Click Add Recording button

3. Enter a meaningful Name for your new recording, and an optional Description

4. Enter your extension number in the "Record Over Extension" field

5. Click the Call button, answer your phone, and record your message. Hang up when done.

Tip: You can also upload recordings that were generated in some other way, such as if you purchase recordings from voice professional

6. Click the Submit button, then the RED Apply Changes button

Now you can use that recording in various features, menus, queues, announcments, etc.

To change an existing System Recording, do the following...

1. Click Admin > System Recordings

2. Click the edit icon (pencil) next to a recording you'd like to change

3. Set the "Link to Feature Code" button to "Yes", and make note of the Feature Code

4. Click the Submit button, then the RED Apply Changes button

Now you can dial that feature code (including the star) from any extension, anytime, to update that recording.

Tip: This is a great way to let someone do your recordings, without the need to train them to use the phone system.  Just send them an email with feature code and a script to read.

Tip: Each system recording can have a different feature code, so you can change different recordings at anytime.

Tip: You can change recordings seasonally, such as for holiday seasons, for special announcements, or even to advertise new products.

To create an Announcment that plays to your callers, do the following...

Tip: This is not the same as creating a menu, which will be covered in the next article.

1. Click Applications > Announcements

2. Click the Add Announcement button

3. Enter a Description for the Announcement

4. Select a Recording (that you created earlier) to be played for the Announcement

5. Set a Destination After Playback.  This is where callers will be sent after the Announcement has played, such as a Voicemail mailbox, or back to previous menu.

If you have questions about this feature, open a Support Ticket and we'll be glad to help.