How to Update Voice Prompts

A voice prompt is a pre-recorded message that plays to your callers.

Examples of voice prompts are recordings of your hours and location, current specials or contact information.

Step 1- Using a web browser on a computer, log into your phone system. You will use a telephone to update your Voice Prompts so use a computer located near a phone.

You will also need the telephone system IP address and your username and password. If you do not have this information please contact us.

Step 2- Once you are logged in, click on the menu at the top left (2a) and then the Settings gear (2b).

Step 3- Click on Voice Prompts

Step 4- Click on Custom Prompts

Step 5- Overview of the Voice Prompts Screen

5a- This column lists your current Voice Prompts with clickable action buttons next to them.

5b- Record – click this button to re-record an existing prompt. Use this option to update an existing prompt.

5c- Play – click this button to listen to the current Voice Prompt.

5d- Download – click this button to download a copy of the Voice Prompt.

5e – Delete – click this button to remove a Voice Prompt.

Step 6 – Upload an Existing Voice Prompt From Your Computer

6a- If you have an existing Voice Prompt (recording) on your computer, click the “Upload”  button and choose your existing file.

6b- Click the Browse button to choose the file existing file on your computer. There are requirements listed regarding the format of your recording, please contact us if you have any questions. Note that the name of the recording file will be the name shown in the Name column in the telephone system.

6c- Click the Upload button. Your prompt is now available for use on the telephone system.

Step 7- Record a new Voice Prompt Using Your Telephone

7a- Click the Record New button

Step 7- Record a new Voice Prompt Using Your Telephone

7a- Click the Record New button. The “Record New Prompt” window will open.

Enter the name of the new recording, such as “SpecialOffer” or “OfficeHours”.

Choose the extension of the phone that will be used to record.

Click the “Record” button.

The telephone chosen in this step will ring. You should use a phone that is located in a quiet area. Answer the phone, wait for the beep and record your Voice Prompt. We recommend using the handset or a headset and not speakerphone.

When you are finished recording, disconnect the call. Your voice prompt is now ready for use. Click on “Music on Hold” and then “

Step 8- Replace an Existing Voice Prompt Using Your Telephone

7a- Locate the Record icon next the Voice Prompt that you wish to re-record. In the example below we will re-record the “CovidInfo” prompt.

7c- The Record New Prompt window will open. Choose the extension of the phone that will be used to record and click “Record”.

The telephone chosen in this step will ring. You should use a phone that is located in a quiet area. Answer the phone, wait for the beep and record your Voice Prompt. We recommend using the handset or a headset and not speakerphone.

When you are finished recording, disconnect the call. Your voice prompt is updated.

If you see an “Apply” button in the top right, click it to finalize your changes.

Be sure to download the quick reference cheat sheet for your phone