Record System Prompts

This option allows you to re-record any system prompt, as long as you know the ID number of the prompt you want to change.  You can also delete the prompt so that it will not be played.  Finally, if there was a default recording provided by the manufacturer for the given prompt and you delete or re-record it, you can always restore the original recording.

When you re-record a prompt, you are actually making a custom recording, not overwriting the existing one.  Likewise, when you delete a recording, the original is not actually deleted.  Instead, a custom empty recording (that is, a silent prompt of less than one second in length) is created for you.  Since custom recordings always pre-empt original recordings, the silent prompt plays instead of the normal prompt.  When you restore the original recording, the system simply deletes the custom recording so that the original prompt plays as it normally would.

Note: If you are a hospitality administrator wanting to re-record the default wakeup call announcement, text message notification, manager's welcome message or default guest mailbox greeting, please see the section on recording hospitality prompts for an easier method of re-recording those prompts.

When you select the option to record system prompts, the system will first ask you for the prompt number:

Please enter the prompt number.

Enter the 4-digit prompt ID of the prompt you want to re-record.  The system does not verify that the prompt ID is actually valid; it will accept any four-digit number.  Any number less than four digits will not be accepted.  You can also press star to cancel and return to the main administrator menu.  The following charts list some prompts that customers often wish to re-record:

Standard Prompts

Hospitality Prompts

*Currently, these prompts can be used to assign custom wakeup prompts on a per-Class of Service basis.

What happens after you enter the prompt ID depends on the current state of the prompt you selected.  There are four states: no recording, original recording, custom recording, and deleted.  Let's look at how the system behaves in each case.

No Recording

If the prompt has no default recording from the manufacturer (either because it is not a valid prompt ID or because it is valid but is not used by default), then the first time you opt to re-record it the system will state that there is no recording and give you the options to re-record it or return to the previous menu:

There is no recording.  To record this prompt, press 2.  Or to return to the previous menu, press star.

To record the prompt, press 2 and start recording after the tone.  Press # when you are finished.  From this point on, the system will behave according to the Custom Recording section, below.

Original Recording

If the prompt has a default recording from the manufacturer, then the first time you go to re-record it, this the menu you will get.  First, the system will review the current recording. Then it will give you the options to re-record it, delete it, or accept it.

The current recording is <PLAYS RECORDING>.

To re-record it, press 2.

To delete it, press 3.

Or to return to the previous menu, press *.

If the current recording is acceptable, press * to return to the previous menu.  If you want to change the recording, press 2 and begin recording after the tone.  Press # when you are finished.   From this point on, the system will behave according to the Custom Recording section, below.

If you do not want the prompt to be played at all, press 3 to delete the prompt.  Note that this will delete any custom recording but will not delete the default recording if it exists.  Instead, a placeholder is added that tells the system to ignore any default recording.  This allows you the ability to restore the original recording later if desired.  From this point on, the system will behave according to the Deleted section, below.

Custom Recording

If there is a custom recording, the system will review the current recording and give the following options:

The current recording is <PLAYS RECORDING>.

To re-record it, press 2.

To delete it, press 3.

To restore the original recording, press 4.

Or to return to the previous menu, press *.

Note:  The option to restore the prompt to its original recording is only valid (and only voiced) if there is a default recording to begin with.  There are a few cases where this is true, such as the manager's welcome message for hospitality systems.  Obviously, invalid prompt numbers will also lack original recordings.

As in the prior sections, to re-record the prompt, press 2 and start recording after the tone.  Press # when finished.  The system will review the new recording and repeat the options above.  Or, to delete the recording so that nothing is played, press 3.  This will delete the custom recording and replace it with a marker that tells the system to ignore any default recording as well.  Finally, to return to playing the original recording, press 4.  This will delete the custom recording so that the default recording will be used instead.

When you are satisfied with the recording, press * to return to the previous menu. This does not cancel any changes you made.

Deleted

When you opt to “delete” a prompt (as discussed in the Original Recording and Custom Recording sections, above), the system will physically erase any existing custom recording and replace it will a special marker to indicate that not even the original recording should be used.  In this case, the system will say that the prompt has been deleted and give the following options:

This prompt has been deleted.

To re-record it, press 2.

To restore the original recording, press 4.

Or to return to the previous menu, press star.

To re-record it, press 2 and start recording after the tone.  Press # when finished.  After this, the system will behave according to the Custom Recording section, above.

Or, to use the original recording, press 4.  This will remove the special marker so that the system will see and use the default recording.  This option is only available if a default recording actually exists.  After this, the system will behave according to the Original Recording section, above.