Introduction #

Imagine yourself as an agent handling a queue call. With the Audio Announcer feature, a remarkable tool comes into play as soon as you answer the call. It automatically plays a pre-recorded message customized to your unique voice. This message can be a warm introduction, setting a positive tone for the conversation, or it can convey important regulatory notifications, informing the caller about call recording procedures. This ingenious tool saves you from the repetitive task of saying the same message for each new call. 

Why you need 3CX Audio Announcer #

	ENHANCED PROFESSIONALISM	Audio Announcer enables businesses to deliver callers a polished and professional image.
	IMPROVED CUSTOMER EXPERIENCE	You can ensure that callers are greeted promptly and directed to the appropriate department or agent.
	TIME SAVING AUTOMATION	Automate routine tasks and provide self-service options to callers. This reduces the need for manual intervention and lets customers access relevant information
	ENHANCED BRAND CONSISTENCY	Modify the application’s name, logo, and color scheme to effortlessly blend in with your desired theme. Your agents will be oblivious to the fact that you are utilizing a third-party application.

Installation Overview #

	DOWNLOAD SOFTWARE	You can order 3CX Audio Announcer online at https://www.voiptools.com.  Your order confirmation email will include your license key and a link to download the software.
	INSTALL PREREQUISITES	There are a number of prerequisites that must be installed prior to installing the 3CX Agent Greetings. These prerequisites include Microsoft Internet Information Server (IIS) and Microsoft SQL Server
	INSTALL 3CX AUDIO ANNOUNCER	This User Guide contains step-by-step instructions to successfully install 3CX Agent Greetings. Begin by extracting the installer from the downloaded zip file (Step 1 above), then run the setup program named AudioAnnouncerInstaller.exe
	REGISTER YOUR SOFTWARE	You must register your license key to activate 3CX Audio Announcer. Your license key is included in your order confirmation email, and can also be found in your order history on our website.

Prerequisites #

Before installing the 3CX Power Dialer, ensure that your computer meets the minimum requirements listed below:

PREREQUISITE	PURPOSE
3CX Version V20	3CX Audio Announcer is designed to work with this version for enhanced features and performance.
Windows 10 or above / Windows Server 2012 or above	These operating systems provide the necessary environment for the application to run efficiently.
IIS Features and Configuration – VoIPTools	IIS is needed as a web server to host and manage web-based applications and services.
.NET Framework 4.7.2 (Web Installer)	This framework provides essential components for running and developing applications.
VoIPTools Universal Updater	This component is necessary for updates, ensuring the application remains current and functional.
VoIPTools Relay Service	It is used for proper integration and functionality of the 3CX Audio Announcer within the 3CX environment.
Microsoft SQL Server 2016 or above (Including the free SQL Express edition)	3CX requires Microsoft SQL Server 2016 or later for database management.
Static IP for VoIPTools and 3CX servers	Use a static IP for communication between the 3CX Relay and VoIPTools servers, as dynamic IPs are not supported. HTTPS communication requires an FQDN and a valid SSL/TLS certificate.
Port number 7150 opened on your device	Port 7150 is required for 3CX communication. Ensure it is open on the firewall to allow incoming and outgoing network traffic.

 

Step By Step Installation Procedure #

The following section guides you through a detailed walk-through of the installation process.

Step 1: Download 3CX Audio Announcer #

1. 1. Find the software download link in the Order Confirmation Email, or you can find it in your order history on our website and download the 3CX Agent Greeting application.
   2. In the Microsoft Defender SmartScreen, click the More Info option.

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3. 3. Click the Run Anyway option to start the installation.

Step 2: Install the Prerequisites #

Click on the software installer downloaded in Step 1. The installation wizard will automatically identify the prerequisites and assist you with each installation required to 3CX Audio Announcer. It includes .NET Framework (Web Installer), SQL Server Express (Web Installer), and SQL Server Management Studio.

1. 1. Click the downloaded installer executable to launch the Prerequisites Setup Wizard and click Next.

2. 2. In the Prerequisites window, install all the required prerequisites identified by the installer, or select/ unselect the applications based on your requirements and click Next to continue.

The installer will download and install the selected applications. It may take several minutes to complete.

3. 3. In the Microsoft SQL Server License Terms click the Accept button to acknowledge the license terms and continue.
      • • This page appears if you do not have SQL Server Express preinstalled in your device.

4. 4. View the SQL Server Media target location in the Media Location field. If required, you can click the Browse button to change the location. Click Install to begin the installation of SQL Server Express.

SQL server installation is in progress. This may take several minutes to complete.

5. 5. Click the Close button once the prerequisites are installed.

6. 6. Click Yes in the Confirmation Message Box to reboot the computer.

Step 3: Start the installation process #

1. 1. Click Next on the 3CX Audio Announcer Setup Wizard screen.

2. 2. On the Select Installation Folder window, the Folder field displays the path where the 3CX Audio Announcer gets installed. You cannot change the location path.
   3. Click Next to continue with the installation.

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Step 4: Test Relay Settings #

1. 1. In the 3CX Relay Services window, in the Relay Host field, enter the FQDN of your 3CX server.

NOTE:

Do not include https:// to the Relay host data.

2. 2. Enter 8801 in the Relay Port field.
   3. Enter the public key you copied from VoIPTools Relay services in the Public Key text area.

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4. 4. Click the Test Relay Settings to confirm that ‘3CX Audio Announcer’ can communicate with the Relay services running on the 3CX server.
   5. If the ‘3CX Audio Announcer’ is successfully able to communicate with the Relay services that run on the 3CX server, a Success message box appears. Click OK. If the test fails, you will not be able to continue until communication with the relay is established.
   6. Click Next to continue with the installation.

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NOTE:

• • You must set the Relay Port to 8801.

• • If the Relay test fails, you cannot continue the installation until you establish communication with the Relay. If the test was unsuccessful:
    • • Confirm you have the correct firewall port open (default TCP 8801) on the 3CX server and the firewall protecting the 3CX server.
    • • Confirm that you have entered the correct FQDN for the 3CX server.
    • • Confirm that the 3CX Audio Announcer and Relay use the same port and protocol.

Step 5: Configure the database #

When configuring the 3CX Audio Announcer, select an existing Microsoft SQL Server instance in your environment. The database server can be a remote SQL Server, or a local instance running on the VoIPTools server.

You can set up the SQL database using SQL Authentication or Windows Integrated Authentication.

SQL Authentication #

1. 1. Enter your server name in the Server field.
      • •  If using the free SQL Express Edition, the default SQL Instance name is SQLExpress.

NOTE:

• • If you want to use ‘SQL Authentication’, then install SQL Server in ‘Mixed‘ mode.

• • If SQL Server is installed on a server other than the server where 3CX Exporter is installed, you will need to configure SQL Server to allow remote connections.

2. 2. Enter your credentials in the Username and Password fields.

NOTE:

Make sure that you select a SQL Login that has sufficient permissions to alter the database and create SQL objects.

3. 3. Select or enter the 3CX Audio Announcer in the Database dropdown.

4. 4. In the SQL Connection: Test section, click the Tesr button to test the connection and click OK in the Test Results popup box.

Windows Integrated Authentication #

1. 1. To use Windows Integrated Authentication check the Trusted Connection (Windows integrated authentication) checkbox.
      • •  The VoIPTools installer will create a local Windows user name as “VoIPToys” and give you sufficient rights to this user to create/update the SQL database.

2. 2. In the SQL Connection: Test  section, click the Test button to test the connection.
   3. Click the OK on the Test Results dialogue box.

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NOTE:

We encourage you to use SQL Authentication rather than Windows authentication.  Many of our tools leverage a Call Flow Designer (CFD) application running on the 3CX.  Frequently our CFD applications require access to a SQL database.  If the 3CX server and the database server are not in an Active Directory domain, Windows authentication will fail.  To use SQL authentication, your SQL Server must be configured to run in “Mixed Mode”.  If you installed SQL Server with one of our tools, we configure SQL in “Mixed Mode”.

Step 6: Installing 3CX Audio Announcer #

1. 1. Click Install in the Ready to Install window.

The application installation may take several minutes to complete.

2. 2. Click Finish when the installation is complete.

Web Portal #

To access the ‘3CX Audio Announcer’ web portal, click the Web Portal button on the configuration program, or click on the desktop icon that was created during the installation process (‘3CX Audio Announcer’ Web).

Settings  #

The Settings menu enables you to configure beep settings for the desired group and for the desired type of calls like Queue Calls/Inbound/Outbound calls. You can also configure the beep settings to play only once or as per the configured frequency.

General Settings #

Connect Audio Announcer to your VoIPTools server and deploy the Agent Greeting call flow. This is the first thing to set up. Nothing else works without a valid server URL.

VoIPTools Server URL #

Enter your server address in the URL field, then click Validate before saving.

1. Click General Settings to expand the section.
2. Enter the server address — use https://yourdomain.com:port or http://192.168.x.x:port. Include the port number.
3. Click Validate to test the connection.
4. Click Save once validation passes.

Publish Agent Greeting CFD #

This deploys the call flow that handles agent greeting recordings to your 3CX system. Do it once on initial setup and again whenever an update is available.

Button states

1. Make sure the server URL is saved and validated first.
2. Click Publish Agent Greeting CFD.
3. Wait for the confirmation message. The system uploads the call flow to 3CX automatically.

NOTE:

• • You cannot have prompt files with the same name for different IVRs.

• • Once you edit any of the beep settings in the Settings screen, you should restart the ‘3CX Recording Beep Service’ in order to apply the changes.

NOTE:

The uploaded prompt file, in .wav format, must have an audio duration exceeding one second. Click the link to access 3CX’s audio file conversion feature to convert your audio files into .WAV format.

TTS Setting #

Choose the text-to-speech engine that converts written announcements into spoken audio. Pick whichever service you have access to, fill in its credentials, then click Test to confirm it works.

Windows TTS #

For Windows TTS there is no account or API key needed. Uses voices already installed on your Windows server.

Field	What to enter
Locale	Language/region, e.g. en-US
Gender	Male or Female
Voice Name	Pick from voices installed on your system
Volume	Playback loudness
Speech Rate	How fast or slow the voice speaks

OpenAI #

1. Select your engine and fill in the fields above.
2. Click Test to verify credentials and confirm connectivity.
3. Click Save once the test passes.

Web Portal #

Three settings that control how agents log in and how dates and times appear across the portal.

Setting	What it does
Display Time Zone	Sets the time zone for all date/time values shown to users. This is a global setting — it applies to everyone. It only changes how times are displayed, not how they’re stored.
Display Culture	Controls date formatting throughout the portal (e.g. MM/DD/YYYY vs. DD/MM/YYYY). Select the format that matches your region.
Web Portal Password	Picks which 3CX password agents use to log in: Voicemail PIN (default) or Web Client Password. Choose whichever your team already uses.

Role Access Permissions #

Control exactly which pages each user role can see. If an agent says they can’t access a page they need, this is the first place to check.

1. Click Role Access Permissions to expand the section.
2. Use the Role dropdown to select the role you want to configure (Admin, Agent, Receptionist, etc.).
3. Check or uncheck permissions for that role (see below).
4. Repeat for any other roles that need updating.
5. Click Reset at any time to undo changes and restore that role’s original permissions.

Available Permissions #

Custom Branding #

Make the portal look like your own: change the logo, header title, and accent colors.

1. Click Custom Branding to expand the section.
2. Enter a Header Title to replace the default application name at the top of the portal.
3. Upload a logo via Choose File, or pick a previously uploaded one from the Select Logo dropdown.
4. Set your colors using the pickers below.
5. Click Apply to save everything.

Color settings #

Recording Beep #

Recording Beep plays an audio tone to let callers know a conversation is being recorded. You can set which departments use it, which call types it applies to, and how often the beep plays.

Uploading a Beep Audio File #

Before you can assign a beep to any department, you need an audio file ready. The upload button is in the top-right corner of the page.

1. Click Select File in the top-right corner.
2. Choose a .wav audio file from your computer.
3. The file name will appear in the File Name column once it’s uploaded.

Agent Greetings #

Agent Greetings lets you assign a personalised audio message to a queue. When an agent answers a call from that queue, the greeting plays automatically before the conversation begins — so the caller hears a consistent, professional introduction every time.

How it works

Adding a new greeting #

1. Click the + button at the top-left of the table. A new blank row appears.
2. Click the Queue dropdown in that row and select the queue this greeting is for (e.g. 8025 Roll Over Queue).

   

3. Check the Active box to enable the greeting right away — or leave it unchecked to save it as inactive for now.

Recording a Greeting by Phone #

The quickest way to record a greeting is straight from your desk phone — Audio Announcer calls your extension and records whatever you say.

1. On the new row, click the microphone icon Record in the Record column.
2. In the Record Greeting dialog, type a name for the file in the File Name field (e.g. Sample).
3. Click Call my Extension. Your desk phone will ring, pick up, and record your greeting after the tone.
4. Hang up when you’re done. The file saves automatically and appears in the File Name column.

Play Audio Recording #

1. Select the desired Agent Greeting whose audio record you want to play.
2. Click Play to play the record.
3. To download the audio recording, click the icon and then click Download.

Barge Messages: Barge Prompts #

Barge Prompts are short audio messages that play when a supervisor joins or “barges into” a live call. Think of them as a polite heads-up to the caller that someone else has entered the conversation. You can create prompts from an audio file you upload, or by typing text that gets converted to speech.

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Insert Prompt #

Follow the procedure to insert a prompt,

1. On the Add Prompt box in the File Name field, enter the name for your Prompt Message.
2. In the Version field, enter the version for your Prompt Message.
3. In the Description field, enter the description for your Prompt Message.
4. Add Prompt Text checkbox to add text and convert it into speech using the inbuilt TTS software. Select any one of the following:
   • Add Prompt Text – Convert text into speech using TTS.
   • Upload Audio File – Upload a pre-recorded audio file from your device.

Upload an Audio File #

Follow the procedure if you wish to use a pre-recorded audio file as a prompt.

1. 1. Select the Upload Audio File Checkbox.

2. 2. Click the Browse button to browse your audio file or enter the file path in the File Path field.

3. 3. Click Save to save the prompt settings.

Insert prompt by Prompt Text #

Follow the procedure if you wish to add a text and convert the text into speech using the inbuilt TTS software.

1. 1. Select the Add Prompt Text checkbox.

2. 2. In the Prompt Text field, enter the text you want to play as audio.

3. 3. Click Save to save the prompt settings.

NOTE:

• • You can have the same File Names with different versions.

• • Example :
    • • If you can have a file “Test_Sample version 1”, you can have “Test_Sample version 2,” but you
    • • cannot have “Test_Sample version 1.”

Prompts Table Functions #

• • Click the Play to play and test your prompt message.

• • • Click BargeIn to barge in your prompt message to the call.

• • • Click Delete then confirm by clicking Yes to delete the prompt message from the Prompt Table.

Barge Messages: Reports  #

In the Reports screen, you can see the reports of the BargedIn calls made by the user and the manager.

Field Definitions

DATE  TIME	The date and time of the prompt messages barged in. The date format is MM/DD/YYYY and the time format is HH:DD:YYYY.
PHONE NUMBER	Phone number to which your prompt messages barged in. If the phone number is the same server extension, it is an Internal inbound call. If the phone number has another server inbound number, it is an External call.
EXTENSION	The extensions to which you barged in your prompt messages.
FILE NAME	The file name of your prompt message.
VERSION	The version of your prompt message.

Logs Menu #

The Logs Menu lets you view the login and logout events of all the sessions along with ‘Date’ and ‘Time’ that is according to the time zone set in the ‘General’ tab.

Field Definitions

Field	Definition
Logs Information Table	Displays system events and activity records used for monitoring, troubleshooting, and auditing. It helps users review application behavior, track system actions, and identify issues based on the selected log file.
Date/Time	Displays the date and time when the log event occurred based on the system-generated timestamp.
Type	Indicates the category or severity level of the log entry to help identify the nature of the event. INF = Informational (normal activity), WRN = Warning (potential issue), ERR = Error (system issue or failure).
Method	Displays the system component, process, or function where the log event originated.
Message	Shows detailed information about the recorded event, including actions performed, warnings, errors, or system responses.
Select Log File	Allows you to select a specific log file to view its recorded events.
Page Size	Defines the number of log entries displayed per page.