How this Feature will help you

To make callers aware of key information when calling a user, even before they hear ringing audio when calling, you can add a pre-alert audio message.  This for example could be used to warn them that you are on holiday rather than having to ring the device and then get through to your voicemail (where you have this). 

This can reduce unnecessary disturbances as the message can inform the caller of what they need to know, without having to be connected to a User. Plus, unlike Voicemail, your callers won’t be charged for listening to the message, only if the call is put through after it ends.

You can also schedule the message to play at certain times and on set days, for example when you have a planned holiday.

How to set up and use this feature 

Click on the Pre-alerting Announcement settings icon on the Features page.

Then select ‘Add audio’.

Upload your audio file.

You can only upload one and it must be:  

• CCITT u-Law WAV with 8kHz, 8Bit and mono attributes.
• A maximum length of 60 seconds.
• A maximum file size of 5MB.
• Have a file name no longer than 40 characters.

To make things easier, especially if you don’t have access to professional recording tools, you can download an Application called ‘Broadsoft Recorder’ from the App stores. It allows you to record a greeting, then email it as an attachment, ready to upload to the Business Portal. 

Hit ‘Save’ once you’ve added the file.

Manage announcement

After uploading the file, you’ll be redirected to the main page where all your Pre-alerting Announcements will be listed. From here you can toggle them ‘on’ or ‘off’, delete them, manage them, and add new ones.

To manage the rules for an announcement, click the three dots (on the right-hand side of the screen), then select ‘Manage.

Rule times

Type in a name for your rule.

Select if you’re creating a rule for when ‘To play’ or ‘Not to play’ the audio.

There’s a default ‘Time Schedule’ of ‘All day, every day’. To create more Time Schedules, click ‘Add Time Schedule’. You can find out more about this by reading the ‘Schedules’ Feature article.

You can also choose a Holiday Schedule. The default for this is ‘None’. As with Time Schedules, you can create your own Holiday Schedules by setting them up first, they’ll then appear in the drop-down menu.

Once you’ve added and selected your Schedules, click ‘Continue’.

Rule details

You can apply the rule to ‘All phone numbers’ or ‘Selected phone numbers’. If ‘Selected phone numbers’, type the number into the field and click ‘Add another number +’ – up to a maximum of 12.

Select to include calls from ‘Private’ and ‘Unknown’ numbers. Ticking one or both these boxes will result in the calls being forwarded.

Once you’ve finished creating your new rule, simply hit ‘Save’.

Additional information

Pre-Alerting Announcement will not work if Call Forwarding is turned on and set to ‘Forward all calls’ or ‘Forward calls when no service’.