Recordings
Prepare the welcome messages, phone-menu prompts and other reusable audio your callers hear.
In the CRM: Voice Features → Phone System → Applications → Recordings
Give your business a consistent voice
Recordings is the library for reusable phone-system audio. Upload a welcome message, menu instructions or an after-hours greeting, then select it in the phone feature that should play it.
For a marketing number, a greeting can confirm the customer reached the right business and explain the next step. Keep the words consistent with the offer and the way your team handles enquiries.
Upload a greeting
- Open Voice Features → Phone System → Applications → Recordings.
- Choose Upload and select the prepared WAV, MP3 or OGG audio file.
- Review the selected filename, then choose Upload to add it.
- Find the recording in the list and use its playback control to listen to it.
- Open its edit control to give it a recognizable Recording Name and Description, then save.
Name audio by the job it does
Use a name such as “Main welcome”, “Consultation enquiries” or “After-hours message”. Add a description that tells the team where it is used and what it says.
A clear name is easier to recognize in a greeting selector than a long filename. Keep the wording current when opening hours, menu choices or advertised services change.
Use the recording in a call journey
After selecting the recording in the intended feature, save that feature and test a call through the business number. Check the audio volume, clarity and the next destination.
| Where to select it | What the caller hears |
|---|---|
| IVR Menus → Greet Long | The first welcome and numbered menu choices. |
| IVR Menus → Greet Short | A shorter prompt when returning to the menu. |
| Ring Groups → Greeting | A welcome before the team’s destinations ring. |
| The relevant greeting or audio destination selector | The message prepared for that part of the call route. |
Keep greetings and customer recordings organized
Use this library for prepared greetings and prompts. Recorded customer calls can be reviewed from Call Detail Records when a recording is available for that call.
The library list shows the recording name, filename, playback and download tools, file size, date and description. Check where an audio file is used before replacing or removing it.
Use simple wording for a marketing offer
For a consultation number, try: “Thank you for calling. To discuss a new project, press 1. For an existing appointment, press 2.” Configure those destinations to match the greeting.
For after-hours handling, explain the next step the business actually provides, such as leaving a message or continuing to the configured enquiry route. Staff or an AI agent can then follow the service and appointment process you have set up.