Create a Recording Warning Message for Your Domain
Discover how you can add in a recording warning message that will play when any user places a caller on hold.
Written by Val Campos
Updated at October 25th, 2023
Table of Contents
Scope: Only Office Managers have the ability to edit the messages played in the music on hold for all users.
WARNING: Some countries and states impose laws and regulations on recording calls.
We recommend requesting consent from call participants before recording any call. It may also be a good idea to have a message set up for your organization that warns callers that their call may be recorded.
Please consult with the regulatory experts in your company before using this feature.
Add a Recording Warning for All Users
When you have calls being recorded, it is imperative that your users ask for consent before recording a call. This can be done by having a user immediately tell the caller that their call will be recorded.
Another way to obtain consent is having a recording warning play that tells callers that their call will be recorded. When users hear this message, they can withdraw their consent by hanging up the call.
NOTE: This method will implement a warning that will play when callers on placed on hold.
It is still recommended to ask callers for consent to record at the beginning of each call.
As a Stratus admin, you have the ability to add messages to the domain's music on hold. One of these messages that can be added is a Recording Warning that lets callers know that their call is being recorded.
To add a recording warning for callers to hear when any user places them on hold…
- Navigate to the Music on Hold page.
- Click the Domain option.
- Click the Add Introduction button.
Quick Tip: If there are already messages added, click the Add Intro Message
icon.
- Use either of these options to add in a recording warning message:
-
Text-to-Speech: Use the text-to-speech option to type in a message that warns callers that their call will be recorded and select an automated voice that will read out what is typed.
Once the message has been typed out, click the Save button. -
Upload: Using the upload option, you can upload a converted audio file and give the message a name.
WARNING: The audio file should be a 16-bit WAV (8Khz, Mono, 16-Bit PCM) file.
DANGER: Not converting the music file can cause catastrophic issues for your phone system.
Once the file has been selected on your PC, click the Upload button.Convert an Audio File Using G711.org
To convert the audio file, you can use a free site named g711.org. To do so…
1. Visit g711.org.
2. In the Source File section, click the Browse button.
3. Select the audio file to be converted.
4. In the Output Format section, ensure that the Standard Definition option is selected.
5.Click the Submit button.
✔ Doing so will pull up a new page with a link.
6. Right-click the link and select Save link as.
7. In the File name box, type a name for the converted audio file and then click the Save button.
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Record: The record option allows you to type in a phone number or extension number for the phone system to send a call.
Click the Call button to send a call to the number. When the call is answered, it will record whatever is said to it.
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Text-to-Speech: Use the text-to-speech option to type in a message that warns callers that their call will be recorded and select an automated voice that will read out what is typed.
✔ You should now see the new recording warning message with the name “Introduction” listed, along with any other created messages.
Now callers will hear a recording warning play when they are placed on hold by any user in your domain.
WARNING: It is still recommended to have users tell callers that their call may/will be recorded at the beginning of their calls.