System Recordings

Documentation Index

Fetch the complete documentation index at: https://portaldocs.peartelco.app/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

System Recordings are the audio messages your phone system plays to callers. This includes things like your after-hours announcement, hold music, break messages, and any custom prompts used in your call flow. You can upload pre-recorded audio files or record new messages directly from your desk phone.

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What you’ll see

Each recording is listed in a table with: Use the Search field at the top to filter recordings by name as you type.

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How to play a recording

1. Find the recording in the list.
2. Click the play icon (▶) on the right of that row.
3. A player appears showing the recording details and an audio control.
4. Click play in the audio bar to listen.

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How to upload a new recording

Use this option when you already have a pre-recorded audio file ready to go.

1. Click Upload New in the top right of the page.
2. Enter a Name for the recording (required).
3. Optionally enter a Description to note where it’s used.
4. Leave Language as en unless your system uses multiple languages.
5. Click Choose file and select your audio file.
6. Click Upload.

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How to record over extension

This option lets you record a message directly from your desk phone, without needing audio editing software. The portal calls your phone, you speak the message, and it saves automatically.

1. Click Record Over Extension.
2. Enter the Extension number of the phone you want to receive the call on (e.g. 100).
3. Click Call & Record.
4. Your phone will ring. Pick it up and speak your message.
5. Hang up when you’re finished.
6. Once the recording is detected as complete, enter a Name and optional Description.
7. Click Save Recording.

The recording will appear in the list immediately.

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How to delete a recording

1. Find the recording in the list.
2. Click the trash icon on the right of that row.
3. Confirm the deletion when prompted.

Deleting a recording removes it from your phone system. If the recording is still referenced in a call flow (such as an after-hours announcement), callers may hear silence or an error. Make sure to update your call flow before deleting.

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Frequently asked questions

What’s the difference between System Recordings and Call Recordings? System Recordings are messages you create and upload for your callers to hear, such as “We’re currently closed, please call back during business hours.” Call Recordings are recordings of actual phone calls that your system captures automatically. They are two completely separate features. Can I replace an existing recording with a new file? There’s no in-place replace option. Upload the new file as a new recording, update your call flow to point to it, then delete the old one once you’ve confirmed everything is working. Why can’t I hear the recording when I click play? Check that your browser has permission to play audio and that your volume is turned up. If the recording still won’t play, the audio file may be in a format your browser doesn’t support. WAV files are the most widely compatible. What file formats are supported for upload? WAV, MP3, and GSM. WAV is recommended for the highest compatibility with FreePBX-based phone systems. The “Record Over Extension” call never came through. What happened? Make sure your phone is registered and showing as Idle before starting. If your phone is offline or on a call, the system can’t reach it. Also check that you entered the correct extension number.