Basic guide to custom recordings

One of the most common questions we get on customer support is, “How do I change the messages my customers hear when they call me?”

Therefore we thought we would give you a helping hand in getting your automated messages set up with this quick overview and tutorial of custom recordings.

What are custom recordings?

At SwitchboardFREE we want to give you as much control over your incoming calls as possible and that goes beyond redirecting your numbers, setting opening times and keeping you updated to the activity of your numbers. We also want to give you full control over what your customers hear when they call you.

We achieve this goal through Free On Hold Music and Custom Recordings.

Custom recordings is a terms that encompasses pretty much any automated messages that your customers hear when they call your SwitchboardFREE number. From simple greetings to out of hours messages, the SwitchboardFREE system gives you the ability to chose from a selection of pre-recorded messages or create your own which ensures that your customers will always get the best possible experience when they ring your company, an experience that is tailored to your individual needs.

How to make a custom recording?

Well the first thing we recommend all our customers do is write down exactly what you want to say. Take it from us (who have recorded thousands of call recordings over the years), its almost impossible to say what you need to say first time without tripping over a word here or there or missing out something you needed to say. Save yourself some hassle and write down what you need to say, then practice saying it, before moving onto one of the next steps.

Via the website and phone

Making a custom recording via the SwitchboardFREE website and telephone is fairly straightforward and we have done our best to help you every step of the way. Simply follow the steps laid out below:

1. Log into your account and click on a number from the ‘My Numbers’ page to be forwarded onto the configuration page.
2. Scroll to the bottom of the page and  press the ‘Show Advanced Settings’ option and then scroll down to the ‘Custom Recordings’ section which is the 4th section down.
3. Call 0906 714 0159* and when asked enter the pin number that is shown in bold on the ‘Custom Recordings’ section of your configuration page.
4. Follow the instructions you hear and select which prompt you would like to customise.
5. Record your prompt.
6. Listen to and confirm prompt.
7. Hang up, the system has been customised.

That’s it! Your custom recording has been made and now all you need to do is select this recording from the relevant drop down for the prompt you would like to change.

Via the iOS apps

Making a custom recording via the iOS app is even more simple and because there are no costs for us when you do this via the app then we can offer this functionality for free which is a big benefit for using this method. Simply follow the steps laid out below:

1. Log into your account on your app and then go to the ‘Numbers’ tab.
2. Select the number you would like to record the custom introduction for.
3. Navigate through the settings until you get to the message you would like to change (i.e. Introduction, Out of Hours), then click on that setting to change it.
4. At the top of the list of options select ‘*Record your own Custom Prompt*’.
5. Press ‘Start Recording’ (if asked allow the app access to your microphone) and record your message.
6. Play your message back by pressing ‘Play’ and if you’re not happy with your recording then simply do step 5 again.
7. If you’re happy with your recording then press ‘Upload’ and when asked, give your recording a description.
8. That option will now be set to your new recording and that newly created recording will be added to the list of recordings for that message if you ever want to change it in the future.

Customising your numbers by changing your custom messages really is simple. Just follow the step by step guides above and within no time you will be configuring your numbers with no trouble whatsoever.

As always if you do have any problems then you can always ring us on 0844 884 3010 and we will aim to help you with whatever you need. Our lines are open between 9-5 on Monday-Friday, but outside of those hours you can always call us and leave a message or email us on support@switchboard-support.co.uk and we will aim to get back to you within one working day.

* Calls to 0906 714 0159 are charged at 52p per minute from a BT landline. Calls made from other networks or from mobiles may cost considerably more. Please ensure you have the bill payers permission before proceeding with this call. This service is provided by Liquid11, PO BOX 236, Lowestoft.