3CX V20 Admin Guide

by | Jan 16, 2025 | Phones

How to Record a New Prompt (Voice Message)

Understand the Prompt

The prompt is the message customers hear when they call in.

This can be used to provide instructions, such as leaving a message or choosing from a list of options.

1. Navigate to Prompt Settings

  • In the Line or User Settings, scroll to the section labeled ‘Prompt’.

2. Choose or Record a Prompt

  • You can select an existing prompt from the available list, or record a new one.

3. Record New Prompt Button

    • Click the handset icon next to the prompt settings.

4. Name Prompt and Initiate Recording

    • Give the prompt a clear and descriptive name for easy identification.
    • Choose the extension you want to use for recording the message (e.g., your own phone or another line).
    • 3CX will immediately call the selected extension.

5. Receive the Call to Record

    • 3CX will immediately call the selected extension from RecordFile.
    • Answer the call and follow the instructions to record your message.

6. Save and View Your Prompt

  • Once you’ve successfully recorded your prompt, it will now appear in the Prompts List.
  • You can select it from this list whenever you need to assign it to a line or feature.

How to View Call Logs in 3CX

1. Open the Settings Menu

  • Click on the cogwheel icon in the left-hand menu to open the settings options.

2. Navigate to Reports

  • From the settings menu, select ‘Reports’.

3. Open the Call Log

  • Under the ‘AI Summary and Sentiment’ section, click on ‘Call Log’.
  • This will take you to the detailed log of all calls.

4. Filter the Call Log

  • At the top of the page, use the filters to customize your view:
    • Date Range: Select a specific time frame for the logs you want to see.
    • Call Type: Filter by missed, incoming, or outgoing calls.

5. Export or Print Logs

  • To save or share the data:
    • Click ‘Export’ to download the call log as a file.
    • Click ‘Print’ to generate a physical copy of the report.

How to Set Holiday Hours in 3CX

1. Open the Settings Menu

  • Click on the cogwheel icon (Settings) in the left-hand menu.

2. Go to Office Hours

  • From the settings menu, select ‘Office Hours’.
  • This is where you can manage and configure holiday hours for your system.

3. Select Office Holidays

  • Once in the Office Hours section, click on ‘Office Holidays’ to manage and configure your holiday settings.

4. Add a New Holiday

  • Under the Holidays section, click on ‘Add’.
  • A new window will appear where you can input holiday details.

5. Enter Holiday Details

  • Fill in the fields with the following information:
    • Name: Give your holiday a clear name, like “New Year’s Day.”
    • Date: Select the specific date or range of dates for the holiday.
    • Time: Choose whether the holiday applies to the entire day or specific hours.
    • Recurrence: Decide if this holiday will occur annually or as a one-time event.
    • Prompt:
      • Select an existing message or record a new one (refer to our guide on how to record a prompt).
      • If recording a new prompt, choose the extension you’ll use, and 3CX will guide you through recording the message.
    • Once all details are entered, click ‘OK’ or ‘Save’ to confirm the holiday settings.

6. Configure Call Handling for the Holiday

  • Go to the Call Handling section.
  • Select the Holiday (or other appropriate option) and assign the appropriate prompt.

7. Decide on Call Routing

Determine how calls should be managed during the holiday:

Should customers be directed to a voicemail?

Should calls be forwarded to a directory or specific extension?

Once you decide, email us at support@keylinkit.com so we can ensure your call routing is correctly configured.

    Explore More Guides and Tips

    Updating to Windows 11

    Quick Navigation Links Use the links below to jump to different sections of this guide:How to Check if You're Running Windows 11 How to Install Windows 11 How to Adjust Taskbar AlignmentWindows 10 support ends in October 2025. After this time, your system won’t get...

    3CX Quick Start Guide

    How to set your Voicemail   Select the Voicemail button. Select 8 to change the greeting message. Select 0 to record new greeting message. Record the message then press #.  To save the message, press 0. To repeat the message, press 1.   From the 3CX app, dial...

    3CX User Guide Videos

    Getting Started with Your New 3CX Account 3CX Mobile App - How to Install and Configure How to Perform in Call Functions with 3CXGetting Started with Your New 3CX Account3CX Mobile Application Installation & Setup Guide3CX - How to Perform In Call Functions

    How to Use Yealink T29G Phone

    Directory Yealink T29G Phones User Guide Understanding the Yealink T29G Phone Light Colors T29G - How to Perform Actions During a CallKeylinkIT Yealink Phones User GuideExplore the Visual User Guide for Yealink T46U and T29G phones – your comprehensive resource for...

    3CX Android App Installation & User Guide

    Directory Keylink IT SnapGuideInstalling the iOS App Setting Up Your ExtensionMaking Calls Blind Transfer Attended Transfer Conference Record Video New Call Mute Yourself Hold CallKeylinkIT 3CX Android AppThe 3CX Android App Installation and Configuration guide offers...

    3CX iOS (iPhone) App Installation & User Guide

    Directory Keylink IT SnapGuideInstalling the iOS App Setting Up Your ExtensionMaking Calls Blind Transfer Attended Transfer Conference Record Video New Call Mute Yourself Hold CallKeylinkIT 3CX iOS AppThe 3CX iOS App guide offers an easy way to handle office...

    WordPress: Divi Page Editor Guide

    KeylinkIT How to use the Divi Page BuilderIn today's dynamic digital era, building beautiful and functional websites has never been more essential. With Divi Page Builder, the power to create, innovate, and inspire is right at your fingertips. Whether you're a...

    Synology VPN User Guide

    Directory Keylink IT SnapGuide Keylink IT Visual Manual Download the SnapGuide Here!KeylinkIT How to Use Synology VPN Welcome to our visual User Guide for Synology VPN – your comprehensive companion to effortless setup and usage. Synology VPN offers a secure VPN...

    How to Use Yealink Handset Phones

    Directory Yealink T46U Phones Yealink T46U Phones User Guide T46U - How to Perform Actions During a Call Yealink T29G Phones Yealink T29G Phones User Guide Understanding the Yealink T29G Phone Light Colors T29G - How to Perform Actions During a CallKeylinkIT Yealink...

    How to Use SharePoint on Desktop

    DirectoryHow to Sync SharePoint Libraries to Your ComputerKeylinkIT SharePoint and File Syncing: A Quick OverviewSharePoint, developed by Microsoft, revolutionizes how companies manage documents, collaborate, and communicate. Its standout feature, seamless file...