Updating Your School’s Phone Tree & Greetings

Providing clear, up-to-date information to our families starts with the school's automated phone menu. This guide covers two ways to update your system: adding a temporary "Bumper" (for weather or holidays) or refreshing your permanent school greetings.

Option 1: Adding a "Prelude" or Temporary Bumper

Use this method to add a short announcement that plays before the regular menu begins (e.g., "School is closed today for a Snow Day" or "Happy Spring Break!").

1. Access the System:

   • From School: Pick up any Avaya handset and dial *25673 (*CLOSE).

   • Away from School: Dial your school's main phone number. When the greeting starts, interrupt it by dialing *25673 (*CLOSE).

2. Authentication: When prompted, enter your school’s unique 4-digit PIN.

   • Note: If you don't know your PIN, please email TechSupport@kippnyc.org.

3. Manage Your Recording: Follow the voice prompts:

   • Press 3: Edit or record a new alternate greeting. Follow the instructions to record, listen, and save.

   • Press 1: Activate your new greeting. (It will play immediately before the standard menu).

   • Press 2: Deactivate the greeting (use this when the holiday or snow day is over).

Option 2: Updating Permanent School Greetings

If you need to change your entire main menu (e.g., updating staff extensions or office hours), follow this professional recording process.

1. Prepare Your Script Use our Standard Greeting Template to ensure your messaging is consistent and includes all necessary options.

2. Record Using Your Smartphone You can use any smartphone (Apple or Android) to create a high-quality audio file.

• Find a Quiet Space: Choose a room with soft surfaces (like a carpeted office) to minimize echoes and background noise.

• Open Your Recording App: * iOS: Use the Voice Memos app.

  • Android: Use Voice Recorder, Recorder, or any similar pre-installed app.

• Label Your Audio: Start the recording by stating your name and which section you are recording.

  • Example: "This is [Name] recording the [School Name] Main Greeting in English..."

• Save Separately: Record each menu section (English Menu, Spanish Menu, Hours/Address) as its own separate file.

3. Name and Send

• Rename the Files: Name your files clearly so our team knows exactly where they go (e.g., KIPP AMP - Main Menu - Spanish).

• Email the Files: Use the Share icon within your recording app to send the files via Gmail.

• Address: Send all files to TechSupport@kippnyc.org.

What Happens Next?

Once we receive your files, here is our workflow:

1. Confirmation: You will receive an automated ticket number, followed by a personal confirmation from a Tech Team member verifying the number of files received.

2. Production: Our team performs minor audio cleanup and compression to ensure the volume is consistent and clear for callers.

3. Deployment: We upload the files to our Avaya servers and verify the "pathing" (making sure "Press 1" actually goes where it should!).

4. Completion: We will notify you via the ticket as soon as the new recordings are live.

Pro-Tip: If you are recording a long menu, keep the phone about 6 inches from your mouth and slightly to the side. This prevents "popping" sounds on letters like P and B!