Table of Contents
How to play a recording – 3 options
When a caller calls in, a file starts playing. There are 3 ways to create a file. 1- To type it and the system will read it out loud. 2- To play a self voice. 3-Upload a file from the computer that is a type mp3 or wav.
For option 1-Select and then select “File” and type in a name. (Preferred a name that demonstrates the content of the file.) After the name, add in “.tts” (i.e. Food.tts) for the
extension and select “create”. For option 2- Select and then s elect “record” and record into a mic. For option 3- Select and then select “Drop files here to upload” and choose a file.
Now, if just this message is needed then the hotline is complete. But, if there are multiple topics for the caller then you’ll need to create folders to store each topic-file in the folder. Each folder is a number on the phone pad. To create a folder select the icon on the top left with the plus on it. Type in the name of the folder. The first letter of the name will be the number of the phone pad which the caller will press, then type in a name(i.e. 1 Apples(Add a space after the number)).(Preferred a name that demonstrates the topic of the folder.) Just repeat this step of creating folders according to the amount of topics placing on the hotline.
Now there are at least one file and a few folders displayed on the screen. When the caller will call in, he will immediately hear the file playing and at the same time have the option to select a folder by pressing on his phone pad the number of the folder. Make sure, the file will also play and say the number of each folder with its content as like this - ”For Education press 1. For Healing press 2. For Protection press 3.” You can include it in the same file or create another file with these words through one of the 3 options mentioned above. The system will play the files according to alphabetic order of the names of the file one after another.
P.S. When a folder contains folders and files then the files are not considered a playback and the numbers on the phone pad will not “rewind 15 sec” or either of its features. The phone pad will be used to enter to the folders.
Select folder 1 for an example. The same instructions repeat here again. In order for the callers to hear something there has to be a file. Each topic-file will need a different folder as mentioned above. Include in the file the number of each folder with its content as like this. [”For Math press 1. For Spelling press 2. For Science press 3.”]
P.S. When using option 1 each sentence needs a period. When using Hebrew words the vowels will may need to be changed in order the system should pronounce it properly.
Each folder can act in various ways. The default option was mentioned till now - the files start playing. There is a setting that when entering the folder it will begin a conference.
Select a folder and then select the “folder settings” on the top-bar of the screen for a list of various features. The first feature is “Box type”. The default is a “simple box” which its type was mentioned till now - to play the files. Select “conference 2” to make the folder a conference type. Fill in the features - optional. There is a teachers entering pin which means that the teacher will be the leader of the hotline. It will be entered when requested to press 1 to enter the conference the teacher will press the teachers entering pin instead. For more information just hover over the features and the popup will tell you its features.
If “New voicemail” is selected for the “Box type”, when the caller will reach this folder he will be able to leave a message. To send it to the admin’s email too fill in the email feature with its subject. For more information, when hovering over the features the popup will explain its features.
If ”Email+Fax” is selected the caller will get all .pdf files that are in that folder in his email or fax. The system will ask to type in his email or fax number on the phone pad.
If “Transfer” is selected then as entering this folder the caller will be automaticaly transferred to a different telephone number. The phone number for whom to send to needs to be filled out. Make sure to add a 1 before the number. Sometimes you’ll need to enter 1+845-555-5555. There is an option which number should be displayed on the receivers caller id.
Roboq calls sends the files that are in that folder. Select a folder that contains a file with an extension .tts then select “Roboq” on the top bar. Select “New Call” and enter the number(s) or list you wish to send to. The system will send all files.tts placed in that folder to the number you entered. To send to a list of numbers you must have the list in the same folder as the file you are sending out.
Note: The receiver will also have access to all folders on the hotline. He possibly, does not know which numbers to press.
Folder based hotline
With the folder Hotline system you could set many menus and submenus, with unlimited levels, each number can have numerous options: say announcements for people, get voicemails, A bulletin, run a script and many more things. By every menu, you could set everything.
Press 0 at the Folder/Extension/Menu to set the Folder/Extension/Menu. The system will ask for the password (default: 1234). Then you will be able to set the Folder/Extension/Menu. If you want that the Folder/Extension/Menu should say an announcement then press 1, then follow the system prompts to record the announcement. If you want the folder to do other things, then choose the numbers as instructed by phone.
In Admin Mode, if you want to move down to the next menu (the child menu) press 0 again, and the system will let you choose the number of menus you wish to edit. To return to the previous menu, press the star key. The start button will exit you from the administrator mode but will keep you on the same level on the public Hotline.
You have 3 options to upload new files to your hotline
you may also add the path [Hotline_Number].[Email_Upload_Password].[path].firstname.lastname@example.org
3. Recording over the phone
1 - Record or Paste a new announcement
1. Local - Record a new Message to this Menu/Folder
2. (Advanced Users) Global - Record a new Global Announcement
3. (Advanced Users) Link/Past a Message from the Global Folder
4. Paste a message - from the system clipboard (- Copied from another folder)
2 - Announcement Options. Edit, Delete, Copy, Cut or Change Number.
During Announcement playback:
#. Next Message
0. Previous Message
1. Delete This Message
2. Copy the message to another Folder. The message is saved onto the system clipboard for this call. Then, you may paste the message to another Folder using option 3 from the Admin Menu.
3. Cut Message from this Folder. The message is saved onto the system clipboard for this call. Then, you may paste the message to another Folder using option 3 of the Admin Menu.
4. Change File/Message Number. (This will add an additional number/s to the beginning of the file name)
3 - Folder/Menu Functions. Add or Change Menu/Folder options
1. Add a new Digit - Sub/Child Menu
2. Change playback order from High to low/New to old
3. Set as a Voicemail box
4. Set as a Transfer/Forwarding
7. Edit Global Settings
8. Send out a RoboQ
0. Reset Folder - Cancel Special Functions ( VM, transfers, etc.)
0 - Choose a Sub Menu/Folder to edit
* - Return to previous Menu/Hotline
v In voicemail Administration Options the numbers may be different
Hotline Playback options:
* Return to Previous Menu
1-3 Rewind/Forward 20 seconds
4-6 Rewind/Forward 3 minutes
2 - Pause/Resume
5 - Higher Volume (When pressed 3 times after max, returns to default)
7 - Default info file on cust acct (example, announcing the playback options.) + Reset Volume and speed to default.
8 - Save a Bookmark
9 – Faster Speed (When pressed 3 times after max, returns to default)
0 – Previous File/Message (scroll between Lectures/ announcements)
# – Next File/Message (scroll between Lectures/ announcements)
Return to bookmark, Press “#” from the main menu
Default Playback control options:
To rewind 20 seconds press 1
To rewind 3 minutes press 4
To forward 20 seconds press 3
To forward 3 minutes press 6
To play faster press 9
To play higher press 5
To return to the original speed and volume press 7
To listen to these playback options press 7
To save a bookmark, press 8
To return to a saved bookmark, press pound 1 from any menu
To go to the next message press pound
To go to the previous message press 0
To return to the previous menu always press the star key
To return to the main menu, press pound 5 from any menu