---
title: Audio Announcer V20
description: "# 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.…"
url: "https://voiptools.com/docs/audio-announcer-v20-2/"
updated: "2026-08-26"
category: "Tools - V20"
---

# Audio Announcer V20

# 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

| ![](https://voiptools.com/wp-content/uploads/2023/01/enhanced-professionalism-1.png) | **ENHANCED PROFESSIONALISM** | Audio Announcer enables businesses to deliver callers a polished and professional image. |
| --- | --- | --- |
| ![](https://voiptools.com/wp-content/uploads/2023/01/improved-customer-experience.png) | **IMPROVED CUSTOMER EXPERIENCE** | You can ensure that callers are greeted promptly and directed to the appropriate department or agent. |
| ![](https://voiptools.com/wp-content/uploads/2023/01/time-saving-autoamtion.png) | **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 |
| ![](https://voiptools.com/wp-content/uploads/2023/01/brand-consistency-1.png) | **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

| ![](https://voiptools.com/wp-content/uploads/2025/10/looks_one_50dp_000000_FILL0_wght400_GRAD0_opsz48-1.png) | **[DOWNLOAD SOFTWARE](https://voiptools.com/docs/audio-announcer-v20-2/)** | You can order 3CX Audio Announcer online at [https://www.voiptools.com](https://voiptools.com/downloads/).  Your order confirmation email will include your license key and a link to download the software. |
| --- | --- | --- |
| ![](https://voiptools.com/wp-content/uploads/2025/10/looks_two_50dp_000000_FILL0_wght400_GRAD0_opsz48-1.png) | [**INSTALL PREREQUISITES**](https://voiptools.com/docs/audio-announcer-v20-2/) | There are a number of prerequisites that must be installed prior to installing the 3CX Audio Announcer. These prerequisites include Microsoft SQL Server. |
| ![](https://voiptools.com/wp-content/uploads/2025/10/looks_3_50dp_000000_FILL0_wght400_GRAD0_opsz48-1.png) | [**INSTALL 3CX AUDIO ANNOUNCER**](https://voiptools.com/docs/audio-announcer-v20-2/) | This User Guide provides step-by-step instructions for installing 3CX Audio Announcer. Once the installer has been downloaded (Step 1 above), double-click the setup program named: **AudioAnnouncerInstaller.exe** |

# Prerequisites

**Before installing the 3CX Audio Announcer, 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. |
| **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

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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 Audio Announcer application.
   2. In the**Microsoft Defender SmartScreen**, click the**More Info** option.

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[![](https://voiptools.com/wp-content/uploads/2023/05/defender-8.png)](https://voiptools.com/wp-content/uploads/2023/05/defender-8.png)
Figure 1: Microsoft Defender – More info

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1. 1. Click the **Run Anyway** option to start the installation.

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Microsoft_Defender_Run_Anyway.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Microsoft_Defender_Run_Anyway.png)
Figure 2: Microsoft Defender: More info screen

## 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 SQL Server Express (Web Installer) and SQL Server Management Studio.

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

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Prerequisites_Setup_Wizard.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Prerequisites_Setup_Wizard.png)
Figure 3: Prerequisites Setup Wizard

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1. 1. 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.

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Prerequisite_Installation_Selection.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Prerequisite_Installation_Selection.png)
Figure 4: Prerequisite Installation Selection

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

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

[![](https://voiptools.com/wp-content/uploads/2024/11/screenshot-CW-V20-SQL-license.png)](https://voiptools.com/wp-content/uploads/2024/11/screenshot-CW-V20-SQL-license.png)
Figure 5: SQL Server Express: Accept License Terms

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1. 1. 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.

[![](https://voiptools.com/wp-content/uploads/2024/11/screenshot-CW-V20-server-express-target-location.png)](https://voiptools.com/wp-content/uploads/2024/11/screenshot-CW-V20-server-express-target-location.png)
Figure 6: SQL Server Express: Target Location

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

[![](https://voiptools.com/wp-content/uploads/2024/11/screenshot-CW-V20-server-installation-in-progress.png)](https://voiptools.com/wp-content/uploads/2024/11/screenshot-CW-V20-server-installation-in-progress.png)
Figure 7: SQL Server Installation In Progress

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1. 1. Click the **Close**button once the prerequisites are installed.

[![](https://voiptools.com/wp-content/uploads/2024/11/screenshot-CW-V20-server-express-installated-successfully.png)](https://voiptools.com/wp-content/uploads/2024/11/screenshot-CW-V20-server-express-installated-successfully.png)
Figure 8: SQL Server Express: Installed Successfully

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1. 1. Click **Yes **in the **Confirmation Message Box** to reboot the computer.

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Figure_9_Reboot_Confirmation_Message_Box.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Figure_9_Reboot_Confirmation_Message_Box.png)
Figure 9: Reboot Confirmation Message Box

## Step 3: Start the installation process

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

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Setup_Wizard.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Setup_Wizard.png)
Figure 10: Audio Announcer Setup Wizard

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1. 1. 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.
   2. Click **Next **to continue with the installation.

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[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Installation_Folder.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Installation_Folder.png)
Figure 11: Audio Announcer Installation Folder

## Step 4: Test Relay Settings

1.

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

> ![Note icon](https://voiptools.com/wp-content/uploads/2025/10/sticky_note_2_50dp.png)  **NOTE:**
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1. 1. Enter*880*1 in the **Relay Port** field.
   2. Enter the *public key*you copied from **VoIPTools Relay services**in the **Public Key**text area.

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[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Configure_Relay_Services.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Configure_Relay_Services.png)
Figure 12: Configure Relay Services

1.

1. 1. Click the **Test Relay Settings**to confirm that ‘3CX Audio Announcer’ can communicate with the Relay services running on the 3CX server.
   2. 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.
   3. Click **Next** to continue with the installation.

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[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Test_Relay_Success-e1780555444800.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Test_Relay_Success-e1780555444800.png)
Figure 13: Test Relay Success

> ![Note icon](https://voiptools.com/wp-content/uploads/2025/10/sticky_note_2_50dp.png)  **NOTE:**
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>     - - 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](https://voiptools.com/docs/configure-sql-server-for-remote-access-over-internet/)**, 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

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

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Configure_Database_Server_Field.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Configure_Database_Server_Field.png)
Figure 14: Configure Database – Server Field

> ![Note icon](https://voiptools.com/wp-content/uploads/2025/10/sticky_note_2_50dp.png)  **NOTE:**
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1. 1. Enter *your credentials* in the**Username** and**Password** fields.

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Configure_Database_Database_Credentials.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Configure_Database_Database_Credentials.png)
Figure 15: Configure Database – Database Credentials

> ![Note icon](https://voiptools.com/wp-content/uploads/2025/10/sticky_note_2_50dp.png)  **NOTE:**
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1. 1. Select or enter the *3CX Audio Announcer* in the **Database** dropdown.

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Configure_Database_Database_Dropdown.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Configure_Database_Database_Dropdown.png)
Figure 16: Configure Database – Database Dropdown

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

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Test_SQL_Connection_Results.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Test_SQL_Connection_Results.png)
Figure 17: Test SQL Connection Results

### Windows Integrated Authentication

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

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Trusted_Connection_Checkbox.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Trusted_Connection_Checkbox.png)
Figure 18: Trusted Connection Checkbox

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

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[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Trusted_Connection_Test_Results_Message_Box.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Trusted_Connection_Test_Results_Message_Box.png)
Figure 19: Trusted Connection Test Results Message Box

> ![Note icon](https://voiptools.com/wp-content/uploads/2025/10/sticky_note_2_50dp.png)  **NOTE:**
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## Step 6: Installing 3CX Audio Announcer

1.

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

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Ready_to_Install_Setup_Wizard.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Ready_to_Install_Setup_Wizard.png)
Figure 20: Audio Announcer Ready to Install Setup Wizard

The application installation may take several minutes to complete.

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Installing_3CX_Audio_Announcer.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Installing_3CX_Audio_Announcer.png)
Figure 21: Installing 3CX Audio Announcer

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1. 1. Click **Finish **when the installation is complete.

[![](https://voiptools.com/wp-content/uploads/2026/06/AA_Setup_Completed.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Setup_Completed.png)
Figure 22: Audio Announcer Setup Completed

# Web Portal

To access the ‘3CX Audio Announcer’ web portal, click the **Web Portal** 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 settings for the desired group and for the desired type of calls like Queue Calls/Inbound/Outbound calls. You can also configure the settings to play only once or as per the configured frequency.

[![Audio Announcer Settings Overview](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu.png)
Figure 23: Audio Announcer Settings Overview

### 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.

[![General Settings section expanded (URL field, Validate button, Publish CFD button)](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_General_Settings_Tab.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_General_Settings_Tab.png)
Figure 24: General Settings section expanded (URL field, Validate button, Publish CFD button)

#### 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.

 **Validation fails?** Check that the VoIPTools Relay service is running and port 7150 is open in your firewall.

#### 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**

   Up to Date: You’re all set. No action needed.  Update Available: A newer version is ready — publish it. Disabled: No server URL configured yet.

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.

 After publishing, agents can record greetings and admins can assign them to queues. Callers hear the greeting automatically when the agent picks up. **Publish fails?** Confirm that `AgentGreeting.zip` exists in your CFD folder and the relay service has write access to the 3CX VoiceApps directory.

> ![Note icon](https://voiptools.com/wp-content/uploads/2025/10/sticky_note_2_50dp.png)  **NOTE:**
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> Figure 25: Invalid Prompt names
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> - - Once you edit any of the settings in the **Settings** screen, you should restart the ‘3CX Audio Announcer Service’ in order to apply the changes.

> ![Note icon](https://voiptools.com/wp-content/uploads/2025/10/sticky_note_2_50dp.png)  **NOTE:**
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### 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.

[![TTS Type - Windows TTS](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Windows_TTS_Settings.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Windows_TTS_Settings.png)
Figure 26: TTS Type – Windows TTS

| 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 |

#### Amazon Polly

Requires an active AWS account with Amazon Polly access.

[![TTS Type - Amazon Polly TTS](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Amazon_Polly_TTS_Settings.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Amazon_Polly_TTS_Settings.png)
Figure 27: TTS Type – Amazon Polly TTS

  

| Field | What to enter |
| --- | --- |
| Locale | Language for the voice |
| Voice Name | Changes based on the locale selected |
| Amazon ID | Your AWS access key ID |
| Amazon Key | Your AWS secret access key |

#### OpenAI

Requires an OpenAI API key.

[![TTS Type - OpenAI TTS](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_OpenAI_TTS_Settings.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_OpenAI_TTS_Settings.png)
Figure 28: TTS Type – OpenAI TTS

| Field | What to enter |
| --- | --- |
| Voice Name | The voice character to use |
| Model Name | TTS-1 (standard) or TTS-1-HD (higher quality) of the voice |
| Speed | Playback speed of the generated audio |
| API Base Address | Base URL for the OpenAI API |
| API Key | Your OpenAI API key |

#### Azure OpenAI

Requires an Azure OpenAI resource with a TTS deployment.

[![TTS Type - Azure OpenAI TTS](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Azure_OpenAI_TTS_Settings.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Azure_OpenAI_TTS_Settings.png)
Figure 29: TTS Type – Azure OpenAI TTS

| Field | What to enter |
| --- | --- |
| Model Name | Your deployed model, e.g. tts-1 or tts-1-hd |
| Language | Locale for synthesis, e.g. en-US |
| Voice Name | A supported Azure OpenAI voice |
| API Endpoint | Your Azure resource endpoint URL |
| API Key | The key from your Azure resource |

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.

[![Web Portal section expanded showing all three settings](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Web_Portal_Tab-scaled.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Web_Portal_Tab-scaled.png)
Figure 30: Web Portal section expanded showing all three settings

| 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.

[![Role Access Permissions expanded with a role selected and permission checkboxes visible](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Role_Access_Permissions_Tab-scaled.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Role_Access_Permissions_Tab-scaled.png)
Figure 31: Role Access Permissions expanded with a role selected and permission checkboxes visible

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

  **Recording Beep:**Beep settings for queue, inbound, and outbound calls **Agent Greetings:**Upload, play, edit, and delete greeting audio files **Barge Prompts:**Create and manage barge-in prompt messages **Reports:**View barge-in call reports and activity logs **Logs:**System logs for beeps, greetings, and barge events **Settings:**Access to this Settings page  

### Custom Branding

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

[![Custom Branding section expanded showing color pickers and logo upload area](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Custom_Branding_Tab-scaled.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Settings_Menu_Custom_Branding_Tab-scaled.png)
Figure 32: Custom Branding section expanded showing color pickers and logo upload area

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

  **Header Gradient Color:**Top and bottom gradient colors for the portal header **Grid Color:**Background color for table/grid headers across the whole app **Accent Text Color:**Color for page titles and highlighted text throughout the portal **Grid Preview Text:**Text color inside grid headers — updates automatically when grid color changes, but can be overridden manually  **Before clicking Reset:** Note down your color hex codes. There’s no undo once defaults are restored.  

 

## 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.

[![The Recording Beep page showing the department grid and Upload Audio File button](https://voiptools.com/wp-content/uploads/2026/06/AA_Recording_Beep_menu-scaled.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Recording_Beep_menu-scaled.png)
Figure 33: The Recording Beep page showing the department grid and Upload Audio File button

| Field | Definition |
| --- | --- |
| Active | Enables or disables the recording beep setting for the selected department. |
| Department | Displays the department or queue name to which the recording beep settings apply. |
| Inbound | Specifies whether the recording beep plays for inbound calls. |
| Outbound | Specifies whether the recording beep plays for outbound calls. |
| Queue Calls | Specifies whether the recording beep plays for queue calls. |
| Play Once | When selected, plays the beep only one time instead of repeating it. |
| Frequency | Defines how often the recording beep plays, measured in seconds. Example: 5 seconds. |
| Initial Delay | Defines the delay before the first beep plays, measured in seconds. Example: 10 seconds. |
| File Name | Displays the audio file used for the recording beep, such as `Beep.wav`. |

### 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.

 **Tip:** Use a short, neutral tone such as something brief enough not to distract from the conversation. A 1–2 second beep works well.

 

## Agent Greetings

Agent Greetings lets you assign a personalized 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**

Add a row › Pick a queue › Record or upload a greeting › Mark it active

### Adding a new greeting

[![Add button](https://voiptools.com/wp-content/uploads/2026/06/AA_Agent_Greetings_Add_Button.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Agent_Greetings_Add_Button.png)
Figure 34: Add button

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`).

   [![Create New Agent Greeting](https://voiptools.com/wp-content/uploads/2026/06/AA_Add_Queue_for_Agent.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Add_Queue_for_Agent.png)
   Figure 35: Create New Agent Greeting
3. Check the **Active** box to enable the greeting right away or leave it unchecked to save it as inactive for now.

 **One greeting per queue.** Each queue can only have one active greeting assigned at a time.  

### 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.

[![Record Greeting dialog with the File Name field and Call my Extension button](https://voiptools.com/wp-content/uploads/2026/06/AA_Add_Recording_for_Agent_Greeting-1.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Add_Recording_for_Agent_Greeting-1.png)
Figure 36: Record Greeting dialog with the File Name field and “Call my Extension” button

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.

 **Make sure your extension is registered in 3CX** before using this method. If your phone doesn’t ring, check with your administrator that your extension is active.

#### 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 ![three-dot menu icon](https://voiptools.com/wp-content/uploads/2026/06/three_dot_menu.png) icon and then click **Download**.

[![Download Audio Recording](https://voiptools.com/wp-content/uploads/2026/06/AA_Download_Agent_Greeting.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Download_Agent_Greeting.png)
Figure 37: Download Audio Recording

## 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.

1.  

[![Barge Prompts Overview](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Messages_menu.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Messages_menu.png)
Figure 38: Barge Prompts Overview

### 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](https://voiptools.com/docs/3cx-barge-messages/#18-toc-title). 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.

[![Prompt Screen](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Add_Prompt_Button.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Add_Prompt_Button.png)
Figure 39: Prompt Screen

### 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**option.

[![Upload Audio File checkbox](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Messages_menu_Add_Prompt_Select_Upload_File_Option-scaled.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Messages_menu_Add_Prompt_Select_Upload_File_Option-scaled.png)
Figure 40: Upload Audio File checkbox

1. 1. Click the “Select File” button, browse to the desired audio file, select it, and then click “Open.”

1. 1. Then 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.](https://voiptools.com/docs/3cx-barge-messages/#18-toc-title)

1. 1. Select the**Add Prompt Text** checkbox.

[![Insert a prompt via the Add a Prompt Text option](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Messages_menu_Add_Prompt_Text_Option-scaled.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Messages_menu_Add_Prompt_Text_Option-scaled.png)
Figure 41: Insert a prompt via the Add a Prompt Text option

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

1. 1. Click **Save** to save the prompt settings.

> ![](https://voiptools.com/wp-content/uploads/2025/10/sticky_note_2_50dp.png)  **NOTE:**
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### **Prompts Table** Functions

- -

  - Click the **Play**  ![](https://voiptools.com/wp-content/uploads/2026/06/play.png)  to play and test your prompt message.

[![Play the Prompt](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Messages_Play_Button.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Messages_Play_Button.png)
Figure 42: Play the Prompt

- - - Click **Barge In**  ![](https://voiptools.com/wp-content/uploads/2026/06/arrow_circle_right.png)  to barge in your prompt message to the call.

>

- - - Click **Delete**  ![](https://voiptools.com/wp-content/uploads/2026/06/delete.png)  then confirm by clicking **Yes** to delete the prompt message from the Prompt Table.

[![Delete the Prompt](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Messages_Delete_Confirmation_Popup-scaled.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Barge_Messages_Barge_Messages_Delete_Confirmation_Popup-scaled.png)
Figure 43: Delete the Prompt

## Barge Messages: Reports 

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

[![Reports screen](https://voiptools.com/wp-content/uploads/2026/06/AA_Reports_menu-scaled.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Reports_menu-scaled.png)
Figure 44: Reports screen

**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:MM:SS. |
| --- | --- |
| **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 ‘Web Portal’ tab in Settings menu.

[![Logs Menu Overview](https://voiptools.com/wp-content/uploads/2026/06/AA_Logs_menu-scaled.png)](https://voiptools.com/wp-content/uploads/2026/06/AA_Logs_menu-scaled.png)
Figure 45: Logs Menu Overview

**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. Example is `log-20260520`. |
| **Page Size** | Defines the number of log entries displayed per page. |