Voice Prompt

Overview

The Voice Prompt page lets you manage all audio prompts and ringtones used by the Cloud PBX. This includes system prompts (built-in voice guidance in different languages), custom prompts (your own recordings or text-to-speech messages), music on hold, and custom ringtones.

To access these settings, log in to the PBX admin portal and go to PBX Settings > Voice Prompt.

The page is organized into five tabs:

• Prompt Preferences — Select which prompts are played for specific call events.
• System Prompt — Manage built-in prompt languages.
• Music on Hold — Upload and manage music on hold files.
• Custom Prompt — Create, record, or upload your own prompts.
• Custom Ringtone — Upload custom ringtones for incoming calls.

Prompt Preferences

The Prompt Preferences tab defines which prompts and music are played during specific call events. Each setting can be assigned a system default prompt or a custom prompt you have uploaded.

System Prompt

System prompts are the built-in voice prompts used by the PBX for standard operations such as voicemail greetings, IVR instructions, and call status messages. They are available in multiple languages.

The list shows all installed prompt languages. The language marked as Default is used for system prompts unless overridden at the extension level. You can change the default language by selecting the radio button next to the desired language.

Download additional languages

To add a new prompt language, click Download Online Prompts. A dialog shows all available languages with their version numbers and file sizes.

Click the download icon in the Operations column to install a language. If a language is already installed and a newer version is available online, you can update it by clicking the download icon again.

Upload system prompts

If you have a custom system prompt package (e.g., provided by Virtual-Call), you can install it by clicking Upload System Prompts and selecting the prompt package file.

Delete a prompt language

To remove an installed prompt language, click the delete icon in the Operations column. The default language cannot be deleted—you must first set a different language as default.

Music on Hold

The Music on Hold tab lets you upload and manage the audio files played to callers while they are on hold. You can upload multiple files and select which one to use in the Prompt Preferences tab or in individual call feature settings (e.g., queues, ring groups).

Supported formats: .wav and .mp3.

Custom Prompt

Custom prompts are user-created audio messages used for IVR menus, queue announcements, voicemail greetings, and other call features. You can create prompts by recording them via a phone extension or by using text-to-speech (TTS), or upload pre-recorded audio files.

The list shows all custom prompts with their name, prompt type (audio file, TTS, or audio files), text content (for TTS prompts), and operations. The following actions are available for each prompt:

• Edit — Modify the prompt name, text, or settings.
• Play — Listen to the prompt in your browser.
• Download — Download the audio file to your computer.
• Delete — Remove the prompt from the system.

Create a new prompt by recording

To record a prompt using a phone extension:

1. Click Create New Prompt.
2. Set Create Method to Record New Prompt.
3. Enter a name for the prompt.
4. Select the extension that will be used to record the prompt.
5. Click Record. The selected extension will ring—pick up the phone and speak your prompt message. Hang up when finished.

Create a new prompt with Text-to-Speech

To create a prompt using text-to-speech:

1. Click Create New Prompt.
2. Set Create Method to Text-to-Speech.
3. Enter a name for the prompt.
4. Select the language and voice for the TTS engine.
5. Enter the text that should be spoken.
6. Adjust speed and volume as needed.
7. Click Listen to preview the result.
8. Click Save when satisfied.

Upload an audio file as a custom prompt

To upload a pre-recorded audio file:

1. Click Upload.
2. Click Browse and select your audio file.
3. Click Upload to confirm.

Custom Ringtone

Custom ringtones are audio files that can be assigned to specific call routes or extensions to provide a distinctive ring for incoming calls. This helps users identify the type of incoming call before answering.

The list shows all uploaded ringtones. For each ringtone, you can use the operation icons to play , download , or delete the file.

Upload a custom ringtone

To upload a new ringtone:

1. Click Upload.
2. Click Browse and select your audio file.
3. Click Upload to confirm.