Manage Voice Recordings

This program is used for recording and storing WAV Files for future JCALL Delivery.

Manage Voice Recordings

On the left navigation panel, select Communication, Entry, and Manage Voice Recordings.

Setup Box Options

To find definitions for standard setup values, follow this link: Standard Setup Options.

Click OK

Before recording, make sure your microphone is setup properly on the computer.

To record a new message, click New at the bottom of the screen and a New Voice Recording box will appear.

• Give the Recording a Title and a Description.
• Click Record and start recording your message.
• Once you have finished recording, click stop recording. Click Play to check the recorded message.
• If your message has been recorded to your satisfaction, click Save.
• Click Close when you are finished recording.
• Any message recorded can be played and deleted from the report.

Column Headers

To find definitions of commonly used column headers, follow this link: Common Column Headers.

Other columns not listed in the common column list:

• Delete - Delete a recorded message
• Title - Title of the Recording
• Description - Description of the Recording
• Create Date - Date recording was created
• Created By - Person that created the recording
• Create IP - IP address of the creator
• Play - Click to play message

Event Messages

Setup 1

1. Select the desired Year.
2. District, and School should be defaulted based on security. If security permits, click in the School field to select the desired school.
3. Grades should be left blank if all grade levels are to be included into the call. Otherwise click in the box to the right of Grades to select the desired grade level to be included.
4. Gender should be left blank if both genders are to be included into the call. Otherwise, click in the box to the right of Gender to select the desired ethnicities to be included.
5. Ethnic should be left blank if all ethnicities are to be included into the call. Otherwise, click in the box to the right of Ethnic to select the desired ethnicities to be included.
6. Homeroom will only call students who are in the homeroom teacher's class selected. Leave blank to call all students regardless of homeroom teacher.
7. Counselor will only call students who are a part of the counselor's group that has been selected. Leave blank to call all students regardless of counselor.
8. Club will only call students who are in the club selected. Leave blank to call all students regardless of club.
9. Sport will only call students who are in the sport selected. Leave blank to call all students regardless of sport.
10. A.M. Bus and P.M. Bus will only call students who are on the buses selected in each field. Leave blank to call all students regardless of bus.
11. Check 1 call per household to have the program only make one call per household.
12. Check Show Remote Only to call only those students that are remotely scheduled.
13. Select Individual Students will list all students that meet the criteria of the options selected above. Within the list, select the students to call. Leave blank to call all students based on the criteria of the options selected above.
14. If the message is meant for only Students, the user can jump down to click the Next button at the bottom of the setup box. If the user wishes to add Staff members to the message, continue with the next steps.
15. Home Site Only: If including staff members in this message, selecting this option will limit the message to only those staff members who are "home based" at the school site.
16. Select Staff Groups: Click here to limit the staff only by a selected group.
    • Note: Staff Groups are defined by using the Call Group Loader
17. Select Individual Staff: Click to select individual staff members.
    • NOTE: Clicking the box in the upper left will select all staff members.
18. Phone Type: Click to select the type of phone number to communicate to.
    • Commonly used types: 06 Home telephone number and 12 Personal cellular number.
19. Click Next to move to the next step in the create message process.

Setup 2

1. If the message is to be scheduled for a future date/time, check the Schedule Call box, then select the date and time.
2. If the user wishes to send the message out now, leave the Schedule Call box unchecked.
   • If no date and time is selected, the message will go out in the next call interval.
3. Click Next to move to the next step in the create message process.

1. Select WAV Voice Message and click Next.
2. A list of voice recorded messages that have been created for the selected school will be displayed.
   • If the desired voice recorded message is not available, click Manage Voice Recording. (NOTE: A microphone must be connected to your computer to continue).
     1. On the setup box, year, district, and school should be set based on security. Click OK
     2. A list of existing voice recorded messages will appear on the screen. To begin recording a new message, click New.
     3. Enter a Title and a brief Description of the new message. Then, click Record to begin recording the message.
     4. Click Stop Recording when the message is complete.
     5. Click Play to review the message. Repeat step 3 and 4 until the message is correct.
     6. Click Save when the message is correct.
     7. Click Close when finished recording messages.
     8. Upon returning to the WAV Voice Message setup screen, click the Refresh button to view any newly created messages.
   • Select the voice recorded message to send.
   • Click the green Play cell to review the message prior to sending.
3. Click Preview and enter a phone number to preview how the call will sound. Click Send when ready to send the message to the selected students and staff.
4. A dialog box showing number of messages to deliver as well as "Yes" or "No" choices will be displayed. Cliick Yes to continue with the message delivery, or click No to return to the recording options.
5. If Yes is clicked, a listing of the person's slated for message delivery is shown on the screen.

Results

1. A list of students that are scheduled to receive the message will be displayed on the screen. Print or save this report at this time if desired.