It can be necessary to play a prerecorded announcement to participants as they join a conference. Most typically this involves an official compliance warning. Such a message details the terms a participant accepts by joining the conference.
There are several ways to play a prerecorded message as participants join the conferences. Using the “Custom Announcement” feature described here is the most flexible and yet straightforward.
- Step #1: Script the Announcement
Step 1: Script the Announcement
As you’ll be recording the announcement at your computer, it’s best to:
- Ensure that the exact message you need to convey is clearly defined.
- Write it down.
- Don’t make it too long or complicated.
Here’s an example:
“You are about to be speaking with a representative of a firm that is an investment advisor. This firm does not wish to receive material non-public information about any publicly traded company. You should not share any such information. If you do not agree to these terms please hang-up now.”
This message can be read aloud in under 30 seconds without sounding rushed.
- Step #2: Prepare to Record the Announcement
Step 2: Prepare to Record the Announcement
You can record the announcement using your computer, right in the ZipDX web portal. For best results, do this at a quiet location, using a microphone or a headset.
- Log into the ZipDX web portal using your email address and PIN.
- At the Home page scroll down to the section labelled Announcements & Slideshows.
- Click on the link to View My Announcements.
- Since you’ve not done this yet none will be listed.
- Click on the New Announcement link in the upper right corner.
- Give the new announcement a title and click Save.
You’ll be taken to the recording tool where you have two options;
- Record the announcement yourself (requires Chrome or Firefox.)
- Share a URL with someone who will record the announcement for you.
- Step #3: Record the Announcement Yourself
Step 3a: Recording the Announcement Yourself
Note – To record record the announcement yourself you must be using Chrome or Firefox.
- Clicking on Record will launch an instance of the Web Phone.
- You see options for selecting microphone and speakers.
- Select the appropriate microphone.
- Select the appropriate speakers to hear the recording on playback.
- When ready to begin recording, click the Call button.
- You hear a prompt to “Please record a message at the tone, when finished hang up.”
- Once the tone completes recite your announcement.
- When done press Hangup.
- The recording automatically stops if it detects 5 seconds of silence.
- Step #3b: Have Someone Else Record the Announcement
Step 3b: Have Someone Else Record the Announcement
- You may wish to have someone else record the custom announcement.
- Click on the button to Let someone record it for you.
- Send them a copy of the web link offered (pictured below.)
- Click Save
- The system will remember this decision and store the announcement to your profile when the eventually record it.
Notes for the person recording the announcement:
- They must use Chrome or Firefox – the link will not work in any other browser.
- They should be use a good quality microphone or a headset.
- When they use the link, the system will prompt them, then immediately start recording.
- The link can only be used one time.
- They cannot hear a playback of the recording.
- Once they have made the recording you can listen to it to verify it’s suitable.
- Step #4: Verify the Recording
Step 4: Verify Your Recording
- You next see a page that allows you to listen to the announcement.
- Listen to the playback to ensure it sounds good.
- Check that it wasn’t clipped at the beginning.
- Ensure that it’s not too quiet or too loud.
- If there was a problem, click on the Record button to return to the prior step and try again.
- If you need to seek approval for the announcement, use the download link to retrieve an mp3 file that can sent for approval.
- Click Save to store the new announcement for use.
Now that the recording is available for use there are possible ways to deploy it;
- Schedule a conference – in the process assigning the Custom Announcement to be played.
- Create a conference template – with the announcement assigned, so that multiple future conferences are easily created over time.
It’s most common that custom announcements are used repeatedly, so this example will proceed to create a new conference template.
- Step #5: Create a Template that uses the Announcement
Step 5: Create a Template that uses the Announcement
- Click on the Home tab to return to your main page on the web portal.
- Scroll down to the Conference Templates section.
- Find the “Meeting” template and click on the link to Copy to new Template.
- Give the template an appropriate name
- In the Audio section find the Custom Announcement setting (pictured above.)
- This will be offered now that there is a recording on file.
- Select the desired announcement from the pull-down list.
- Complete all the various settings as desired (see here for a reference.)
- Click Save to store the new template.
- Step #6: Create a Test Conference Using the New Template
Step 6: Test the new Template
- Use the new template to schedule a test conference as described here.
- For the time & date click on the link to Set start time to now.
- Click Save to launch the test conference.
- Dial in to the conference.
- You should hear the custom announcement played before you are joined to the conference.
- How to create a conference using the ZipDX web portal?
- Can I schedule a conference using my Outlook calendar?
- Can I schedule a conference using my Google Docs Calendar?
- How do I setup recurring conference calls?
- How do I add my own information to the conference invitation email?
- What’s the simplest way for someone to join my secure conference call?
- What is a conference template?
- What are all these settings in a conference template?