Create and Use Voice Templates

In the system, you can create voice templates for messages that you send more than once - whether it is weekly, monthly, quarterly, or even just yearly.

To create a Voice Template:

• From the messages menu in the top navigation bar, click Templates.
• On the New Template page select Voice from the Template Type dropdown menu.
• Enter a Subject for future reference in the field provided.
• Enter a Template ID in the field provided (optional).
• Type your Message into the field provided. NOTE: You may combine Voice File(s) with Text-To-Speech in a single Voice Template. A computerized voice will speak your message over the phone to the recipients. Spell out all words and use punctuation.
• Click the Insert Voice File button. Three options will appear:
  • Use a file on your computer (.wav, .mp3, .3gp) to use a previously recorded message from your computer.
    • Locate the file by clicking the Choose or Browse… File button.
    • Select the file from your computer and click Open.
    • Click the Use this File button.
    • Click the Save button.
  • Record a new Voice File to create a new message. Two fields will appear:
    • Enter a Voice File Name (Letters & Numbers) as one word with no spaces into the field provided.
    • Enter a 10-digit Phone # to call in the field provided so the system can call you.
    • Click the Record Via Phonecall button. The system will call the number you specified in just a moment.
    • When you answer the phone, you will be prompted to record your message. After recording the message, you will be prompted to accept the message by pressing 1 or rerecord the message by pressing 2.
    • Once you finish recording the message click Confirm Recording or Cancel. If you press Cancel you can click Record Via Phonecall button again to repeat the recording process.
  • Use a saved Voice File
    • Click the dropdown arrow at the end of the Voice File Name field to select the saved Voice File.
    • Once you have the selected voice file, click Use this File button
• Click the Save button when your Voice File has been inserted into the Message field.

When sending an Alert, the Voice Template can be inserted.

To insert the Voice Template:

• Navigate to the messages menu in the top navigation bar click Send Message.
• From the Send Message page select the group you want to send a message to from the Select Groups dropdown menu. If you want to send to multiple groups, select them one at a time from the dropdown menu. Each group selected will appear in the yellow detail bar above the Review Recent messages section. To remove any of the groups click on the group's name and press OK to confirm.
• Select the User Types to be notified from the dropdown menu.
• Select Voice from the Message Type dropdown menu.
• Select the desired escalation level from the Select Alert Escalation Level dropdown which defines the types of phone numbers to be contacted.
• The Non-emergency or Emergency drop down menu is a secondary selection of Cell Phone numbers to include in the message.  Cell Phone numbers marked as Emergency Only on a user’s Dashboard will only be contacted if Emergency is selected. If Non-Emergency is selected, regardless of the escalation level, the Cell Phone number will not be included.
• The yellow message detail bar displays the number of users who will receive the message.
• In the Create New Voice Alert section enter a Message Subject in the field provided. Here is where you will choose one of your own pre-recorded Voice Templates from the dropdown menu.
  • Choose the template that you have created.
  • Click Use this Template
  • The system will refresh and note that a template is selected.
    
• Check any of the boxes to
  • Also send an email with a link to this voice message.
  • Also send a text message with a link to this voice message.
• Select a desired recipient response from the Call Recipient Response dropdown menu:
  • Leave No response required from recipient (default) selected.
  • Select Require recipient message confirmation to give the recipient the option to  confirm receipt of the message, which will display on the Call Results page.
  • Select Ask recipient a question with up to nine recipient response options, which will display on the Call Results page. (If this Call Recipient Response is chosen, your Message Body must contain the questions for the recipient to respond to. E.g. Press 1 if you will be attending the meeting, Press 2, if you will be attending and need childcare, etc.
• Click the Send Message Now button to send the message immediately, or click the Send Message Later button, in which case a box will appear. Select a date from the calendar on which to send the message, and a designated time by pressing the clock button. When the schedule has been selected press the Add button and the Schedule button.

Updated June 13, 2025 15:35