Introduction #

Simplify workplace communication with 3CX Audio Scheduler, the smart way to automate audio announcements across your phones and paging system. Schedule alarms, tones, and announcements for breaks, shift changes, and critical alerts, and let the system handle the rest.

Customize audio for emergencies, safety notifications, or daily operations to keep your team informed and responsive. Ideal for schools, airports, factories, and shift-based organizations, 3CX Audio Scheduler helps you stay organized, efficient, and always on time.

Why 3CX Audio Scheduler?

	SCHEDULE NOTIFICATIONS	Improve communication by scheduling tones or alarms to play automatically on your paging system and phones. Use the built-in scheduling features to deliver custom alerts on time and support workplace productivity.
	SIMPLE CONFIGURATION	Use the web portal to schedule and manage paging notifications through a clear, easy-to-use interface. The portal provides straightforward controls that help you configure, coordinate, and customize notifications to meet your requirements.
	CUSTOM AUDIO	Upload custom audio files for announcements or notifications. Using personalized audio helps distinguish messages and ensures they are easily recognized by listeners.
	AUTOMATE NOTIFICATIONS	Use the scheduling features to plan and deliver notifications or messages as needed. This helps streamline communication and support efficient operations.

What’s New #

• Simplified management of scheduled audio

• Upload and use custom audio files

• Schedule and play multiple audio files

• Page audio to supported device types, including overhead paging systems, IP phones, and PA1-compatible devices

• Updated installer that allows you to add, edit, delete, and run scheduled audio directly from the configuration screen

Prerequisites #

Ensure your computer meets the minimum requirements outlined below before installing 3CX Audio Scheduler,

PREREQUISITE	PURPOSE
3CX Version V20	3CX Audio Scheduler is designed to work seamlessly 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.
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	This is to ensure proper two-way communication, both the 3CX server (Relay) and the VoIPTools server. Dynamically assigned IP addresses are not supported. Additionally, it is recommended to use HTTPS for secure communication, which requires a FQDN for SSL/TLS certificate validation between the VoIPTools server and the Relay.
Port number 5950 opened on your device	Port 5950 is a specific network port used by 3CX for communication purposes. Opening this port on the device’s firewall allows incoming and outgoing traffic to pass through, enabling the 3CX software to send and receive data over the network effectively.

NOTE:

When installing IIS, be sure to install Basic Authentication, .Net Extensibility, and ASP.Net 4.X

Installation overview #

	DOWNLOAD SOFTWARE	There are several prerequisites that must be installed prior to installing the 3CX Audio Scheduler. These prerequisites include Microsoft Internet Information Server (IIS) and Microsoft SQL Server
	INSTALL PREREQUISITES	You must install several prerequisites before installing the 3CX On Call Manager. The Advanced Installer identifies and installs these applications automatically.
	INSTALL 3CX AUDIO SCHEDULER	This User Guide contains step-by-step instructions to successfully install 3CX Audio Scheduler. Begin by extracting the installer from the downloaded zip file (Step 1 above), then run the setup program named AudioSchedulerInstaller.exe
	REGISTER YOUR SOFTWARE	You must register your license key to activate 3CX Audio Scheduler. Your license key is included in your order confirmation email and can also be found in your order history on our website.

Step By Step Installation Procedure #

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

Step 1:  Download ‘3CX Holiday Importer’.   #

Find the software download link in the Order Confirmation Email, or you can download the application by following the procedure,

1. Open your browser and go to the VoIPTools official website or click here to get redirected to the website.
2. Search for the Audio Scheduler application and click the Download button to download your application.

Step 2:  Install 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 Power Dialer. It includes .NET Framework (Web Installer), SQL Server Express (Web Installer), and SQL Server Management Studio.

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

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 Advanced Installer installs the required prerequisites. This may take several minutes to complete.

NOTE:

The installer will identify any prerequisites needed. It is recommended that you allow the installer to automatically install and configure the required prerequisites. Once all the prerequisites are installed, you can continue with the tool install.

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

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

Step 3: Install 3CX Audio Scheduler #

1. On the Welcome screen, click Next to start installing 3CX Audio Scheduler.

2. On the Installation Folder window, the Folder field displays the location where the ‘3CX Audio Schedulerr’ will be installed.
3. Click Next to continue with the installation.

NOTE:

You cannot change the installation folder

Step 4: Test Relay Settings #

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

4. Click the Test Relay Settings to confirm 3CX Audio Scheduler can communicate with the Relay services running on the 3CX server.
5. If the 3CX Audio Scheduler 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.

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 Power Dialer and Relay use the same port and protocol.

Step 5: Configure the database #

When configuring the 3CX Audio Scheduler, 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. Enter your server’s 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. 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. Select or enter the 3CX Emergency Notifier in the Database dropdown.

4. In the Test SQL Connections section, click the Tool button to test the connection and click OK in the Test Results popup box.

Windows Integrated Authentication #

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. In the Test SQL Connection section, click the Tool button to test the connection.
3. Click the Next button which gets enabled when the database connection is successful.

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 Scheduler #

1. On the Ready to Install screen, press Install to install 3CX Audio Scheduler.

2. Click Finish to complete the installation.

Step 7: Login to the Web Application #

Follow the procedure to log in to your software,

1. Double-click 3CX Audio Scheduler on your desktop to open the web application.

2. In the Login page, do the following
   • In the Extension field, enter your 3CX extension number.
   • In the PIN field, enter your 3CX voicemail PIN.
   • Click the Login button to log in to your account.

3CX Audio Scheduler Web Portal #

Application Overview #

This section gives you an overview of the user interface of the web application.

 

	Expand/Minimize button	This button lets you minimize the menus in the left side panel to have more space for the main content.
	Navigation Panel	Provides access to the main functional areas of the application. Scheduler – Opens the scheduling workspace where audio schedules are created and managed. Settings – Opens configuration options such as profiles, resources, and system settings.
	Application Header	Displays the product name and provides access to Audio Scheduler workspace.
	Monitored Profile Selector	Selects the active profile whose schedules and resources are displayed.
	Logout	Ends the current session and logs the user out of the application.
	Resources	Provides access to the system information.

Left Side Panel #

The Left Side Panel consists of all the menus of the web application. You can minimize the Left Side Panel to enlarge your main content.

The left side panel consists of the following menus,

	Scheduler menu	The Scheduler menu is the main workspace for managing scheduled audio. It allows you to create, edit, and delete schedules, view entries by date, select target devices or groups, configure one-time or recurring schedules , adjust audio playback speed and change schedule views.
	Logs menu	The Scheduler menu is the main workspace for managing scheduled audio. It allows you to create, edit, and delete schedules, view entries by date, select target devices or groups, configure one-time or recurring schedules , adjust audio playback speed and change schedule views.
	Settings menu	The Settings menu is used to configure core application options and is organized into: Profile Settings, WAV File Settings, TTS Settings, 3CX Dial Code, and Custom Branding.

Settings Menu #

The Settings menu is used to configure core application options and includes the following sections: Profile Settings, WAV File Settings, TTS Settings, 3CX Dial Code, and Custom Branding. From these sections, you can manage audio profiles and assignments, upload and maintain WAV files, generate text-to-speech audio, configure the paging dial code for 3CX calls, and customize the application’s visual appearance.

	Profile Settings	Manage audio profiles and assign predefined or uploaded audio to extensions.
	WAV File Settings	Upload, play, or delete .wav files used for audio prompts.
	TTS Settings	Create audio by converting text to speech using a selected TTS engine.
	3CX Dial Code	Configure the paging dial code used to initiate 3CX paging calls.
	Custom Branding	Customize the application appearance, including logo, header text, and theme colors.

Profile Settings #

The Profile Settings section allows you to create, manage, and assign audio prompt profiles to specific extensions. From this area, you can define which audio file is used, enable a single active profile, and control how profiles are applied across extensions using dial codes. This section serves as the central place for configuring how scheduled or triggered audio is delivered within the system.

1. Expand the Profile Settings tab and click Add (+) to create a new profile.

2. In Profile Name, enter a descriptive name for the profile.
3. In Audio File, select an existing .wav file or upload a new file.

   • You can also create audio using TTS Settings.

4. Select Enable to make the profile active.
5. Select Duplicate to have an identical copy of the profile. 

   • Only one profile can be enabled and duplicated at a time.

Assign the Profile to Extensions #

5. In the Extension list, select one or more extensions.

6. Select the Dial Code box to automatically receive the incoming calls or unselect it to manually receive the incoming calls.

NOTE:

The Dial Code setting behaves differently depending on the extension type:

• Normal extensions

  • Selected: Calls auto-answer

  • Not selected: Calls require manual answer

• Paging extensions

  • Always auto-answer, regardless of the Dial Code setting

• Ring groups

  • Always require manual answer; auto-answer is not supported

.WAV File Settings #

In the .WAV File Settings tab you can upload the audio files from your local device.

Upload a .WAV File #

Follow the procedure to upload audio files from your device,

1. Click to expand the .WAV File Settings tab.
2. Click the Upload WAV File button to open the File Upload window.

3. Double-click your audio file or select the audio file and click the Open button to upload the audio file.

You can view the uploaded file.

Delete .WAV File #

Follow the procedure to delete the audio file. The audio file deleted cannot be recovered.

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1. Click the Delete button to delete the .WAV file.

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2. Click the OK button in the Confirm Deletion popup to confirm your deletion.

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TTS Settings #

The Text-to-Speech (TTS) features allow you to connect to the OpenAI or Windows TTS and generate custom audio from text, and adjust settings like voice, model, and speech speed. You can save, play, and download the generated audio, with tools to fine-tune and view the waveform in detail.

OpenAI TTS #

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OpenAI Integration: #

1. In the Select TTS Engine dropdown, select the OpenAI TTS.
2. Click to expand the AI Configuration section.

2. Enter your AI model in the Model field.
3. Enter the URL endpoint for the OpenAI API in the Base Adress field.
4. Enter the unique key used for authenticating requests in the API Key field.

5. Click the Test button to ensure both fields are correctly filled to enable proper API integration and functionality.

Configure OpenAI TTS Settings #

1. Click  Text To Speech OpenAI to expand the section.

2. Select the desired voice in the Voice dropdown.

3. Select the desired voice model to process the text input in the Model dropdown.

4. Select the desired speed of speech for the audio in the Speed dropdown.

5. Enter the name of this TTS file in the File Name field.
   • File Name is mandatory to generate the TTS file.

6. Enter the text you want to convert to speech in the field provided.
   • You can enter maximum of 4069 characters.

7. Click the Generate button to generate the audio file.

You can either download or play the audio file using our built-in audio player.

Windows TTS #

The TTS tab lets you create audio files that can be assigned to your resources.

Create New TTS #

Follow the procedure to create a new TTS audio file,

1. In the Select TTS Engine dropdown, select the Windows TTS.
2. Select the language from the Culture dropdown.
3. Select the voice from the Voice dropdown.
4. Enter a file name for the audio file in the File Name field.
5. Enter the text that you want to convert to speech in the Text To Speech text box.

6. Click the Save to save your audio file.

View the TTS #

You can click Play to view the generated audio file.

		Zoom slider	To play or pause the audio
		Play	To increase or decrease the volume of the audio.
		Volume	To increase the playback speed or download the audio file.
		More Options	To zoom into the audio file.

Increase the Playback Speed of TTS Audio File #

Follow the procedure to increase the playback speed,

1. Click Play to preview the audio file.
2. Clickto expand the More Options.
3. Select the Playback Speed and set the desired speed of your .WAV file.

3CX Dial Code #

The 3CX Dial Code lets your phone auto-answer, provided it is correctly provisioned in the 3CX Console Management.

Custom Branding #

The Custom Branding section allows you to personalize the appearance of the 3CX Audio Scheduler interface. From this area, you can define the header title, upload or select a logo, and configure color settings to match your organization’s visual identity.

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Configure Custom Branding #

Use Custom Branding to customize the visual appearance of the 3CX Audio Scheduler interface.

1. Open Settings, then expand Custom Branding.

2. In Header Title, enter the text you want displayed at the top of the application.

3. Under Custom Logo, choose one of the following options:

   • Click Choose File to upload a new logo from your device.

   • Use Select Logo to choose a previously uploaded logo.

4. Under Header Gradient Color, select the colors for the header:

   • Set the Top Color using the color picker.

   • Set the Bottom Color using the color picker.
     The selected colors appear in the color preview boxes.

5. Under Grid Color, select a color for the grid background using the color picker.
   This color applies to all grid views in the application.

6. Click Apply to save and apply the changes.

   • To discard changes and restore the previous settings, click Reset.

Scheduler Menu #

The Scheduler menu lets you schedule appointments new appointments or delete and edit the existing appointments

Overview #

	Date Selection	To select the date to display.
	Resources dropdown	To select the resources to schedule the appointment.
	Display option	View the appointments in different ways.
	Monitored Profile	To select the profile for the appointment.

Date Selection #

The Date Selection tool lets you select the date at which you want to view or modify appointments.

Tool Icon	Tool Name	Tool Purpose
	Today button	Jumps to the present date.
	Previous Day button	It displays the day before the date you are viewing.
	Next Day button	It displays the day after the date you are viewing.
	Calendar dropdown	It displays a calendar to let you select the date.

Resource Dropdown #

The Resource dropdown lets you select the resource for scheduling appointments.

Display Options #

This feature offers enhanced flexibility and efficiency by allowing customized views. Whether a detailed daily schedule or a monthly overview is required, the various display formats facilitate improved time management, planning, and productivity. You can view the display area in multiple formats: Day, Week, Work Week, Month, and Timeline views.

Display Type – Daily: #

Display Type – Weekly: #

Display Type – Monthly: #

Display Type – Workweek: #

Display Type – Timeline: #

Add Appointment #

Add Simple Appointments #

Follow the procedure to add an appointment,

1. Select the display type using the Display Option tool.
2. Click any day or date in the display to open the Add Appointment popup.
3. Enter the appointment details and click the Save button to save the appointment. 

Field Definitions #

FIELD	DESCRIPTION
Resource	Selects the resource or group that will receive the scheduled audio.
Start	Specifies the start date and time for the appointment.
Repeat	Defines how often the appointment runs. Select Never for a one-time appointment or choose a recurrence option (Daily, Weekly, Monthly, or Yearly).
Color	Assigns a color to the appointment for visual identification in the scheduler.
Description	Optional text field for adding notes or additional details about the appointment.
Audio File	Selects the audio file that will be played when the appointment runs.
Save	Saves the appointment and applies the configuration.
Discard	Closes the dialog without saving changes.

 

4. In Subject, enter a name to identify the appointment.

5. Configure the timing:
   • • To run the appointment for the entire day, enable All day.
   • In Start, select the start date and time.
   • In End, select the end date and time.

6. In Repeat, select a recurrence pattern:
   • Never for a one-time appointment.
   • Daily, Weekly, Monthly, or Yearly for recurring appointments.

7.  Select a Label to categorize the appointment.

8. Enter details in Description.

9. In Audio File, select the audio file to be played.

10. Click Save to create the appointment, or Discard to cancel.

 

Recurring Appointment – Daily #

To set weekly occurrences, follow the steps,

1. In the Repeat dropdown, select the Daily option to schedule a recurring appointment. The Repeat Daily configuration screen opens.

2. Select the start date to start the daily recurring appointments.

3. In the Repeat Every field, specify the interval in days.

4. Set the end of the daily occurrence in any of the following ways and click the Save button to save the recurring appointment.

Recurring Appointment – Weekly #

To set weekly occurrences, follow the steps,

1. In the Repeat dropdown, select the Weekly option to schedule a weekly recurring appointment.

2. Select the start date to start the weekly recurring appointments.

3. In the Repeat Every section,
   1. Select the number of weeks you want to appointment to repeat.
   2. Select the days on which you want to appointment to repeat.

4. Set the end of the weekly recurrence in any of the following ways and click the Save button to save the recurring appointment.

To end the weekly recurrence after a specific number of occurrences, follow these steps:

1. In the Repeat End dropdown, select the End After option.
2. In the Occurrences field, set the number of occurrences.

For example, to end the weekly recurring appointments after 5 occurrences, do the following,

1. Select the End After option in the Report End dropdown.
2. Select 5 Occurrence(s) in the Occurrences field.

To end the weekly recurrence after a specified date, follow the steps,

1. In the Repeat End dropdown, select the End After option.
2. In the Date field, select the date (in the format dd/mm/yyyy) after which you want the recurring appointments to end.

For example, to end the weekly recurring appointments after February 6, 2026, do the following,

1. Select the End By option in the Report End dropdown.
2. Select 2/6/2026 in the Date field.

 

 

Recurring Appointment – Monthly #

To set monthly occurrences, follow the steps,

1. In the Repeat dropdown, select the Monthly option to schedule a monthly recurring appointment.

2. Select the start date to start the monthly recurring appointments.

3. In the Repeat Every section enter the number of months you want the appointments to repeat and do the following,

4. Set the end of the monthly recurrence in any of the following ways and click the Save button to save the recurring appointment.

Recurring Appointment – Yearly #

To set monthly occurrences, follow the steps,

1. In the Repeat dropdown, select the Yearly option to schedule a yearly appointment.

2. Select the start date to start the monthly recurring appointments.

3. You can set the yearly recurrence of the appointment by any of the following ways,

4. Set the end of the yearly recurrence in any of the following ways and click the Save button to save the recurring appointment.

Edit Appointment #

Follow the procedure to edit the scheduled appointments,

1. Click the scheduled appointment to open the View Appointment popup and click the Edit Appointment button.

2. In the Edit Appointment Type popup,
   • Click the Edit Appointment option to edit only one appointment.
   • Click the Edit Series option to edit all the recurring appointments.

3. In the Edit Appointment popup, make the necessary changes and click the Save button to save your changes.

The following examples show how to edit a single appointment or all recurring appointments.

Example of editing only the appointment.

Example of editing all the recurring appointments.

 

Delete Appointment #

Follow the procedure to edit the scheduled appointments,

1. Click the scheduled appointment to open the View Appointment popup and click the Delete Appointment button.

2. In the Delete Appointment Type popup,
   • Click the Delete Appointment option to edit only one appointment.
   • Click the Delete Series option to edit all the recurring appointments.

Logs Menu #

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The Logs menu provides access to system activity records generated by the 3CX Audio Scheduler service. Use this section to review scheduled task execution, processing status, and service-level events. Logs are displayed with date and time, event type, method, and message details to help monitor system behavior and troubleshoot issues. You can also select and export log files for further analysis or recordkeeping.

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Overview #

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Support Resources Page #

This tab provides you with essential support resources for the 3CX Audio Scheduler. It includes the version number (20.0.6), contact email, live chat link, and phone number. This information ensures you can access technical support and assistance whenever needed. For more details on VoIPTools Support click here.