# Audio Prompt Management

**Category:** Cloud PBX Features
**URL:** https://www.simtex.com.au/support/kb/cloud-pbx-features/audio-prompt-management
**Published:** 2024-09-25

This is a step-by-step guide on how to handle audio prompts (recordings) used within an Interactive Voice Response (IVR) system.

This is a step-by-step guide on how to handle audio prompts (recordings) used within an Interactive Voice Response (IVR) system.

> **Note:**
> **Note:** **You must have a custom IVR in place—scripted by Simtex staff—in order to make use of the Audio File Management portal.**

## Audio Slots vs. Audio Files

**Audio slots** are used to link **audio files** to services such as IVRs or music on hold. Each has a “type,” which can be either **prompt** or **music on hold**.

For example, you may have an **audio slot (prompt)** called *Main Menu*. After uploading the `main-menu.wav` **audio file**, you then configure the **audio slot** to point to the `main-menu.wav` audio file.

Currently, audio slots with a *type* of **prompt** are created by Simtex while we set up and configure your custom IVR.

![Audio Slots vs. Files Diagram](https://www.simtex.com.au/uploads/Audio_Slots_vs_Files_drawio_eaeeed8e7f.png)

Each **audio slot** points to an **audio file**, as shown:

![Audio Slots vs. Files Part 2 Diagram](https://www.simtex.com.au/uploads/Audio_Slots_vs_Files_part_2_drawio_3c7c4b9613.png)

## Uploading Audio Prompts

We recommend starting by **uploading the audio files** that you want to use for the various parts of your IVR. Uploading the files is an easy process, and our system will automatically convert them for you.

1. In our portal, click **Audio** across the top, then select **Audio Files**.

2. Click the **Upload** button on the right-hand side.

3. Enter a meaningful **Name** that relates to the purpose of the prompt, such as *Main Menu*, *Busy Greeting*, or *Daytime Voicemail Greeting*.

4. Ensure the **Type** is set to **Prompt**.

5. Find the audio file you want to upload, drag it to the window, or click **Click to Upload**.

6. Click **Save**, and your audio file will be uploaded and converted, ready to use with an audio slot.

![Uploading Audio Files Screenshot](https://www.simtex.com.au/uploads/image_20240909_014546_ff1bde6351.png)

## Linking Audio Files to Slots

Linking audio files to a slot is how you map any given audio file and apply it to a service such as an IVR or music on hold.**
The slots are normally static—the slot stays the same, but the associated/linked audio file can be easily changed.

1. Go to the Audio Slots** page.

2. **Select the Audio Slot** for which you wish to change the audio file.

3. Select the new **Audio File** from the drop-down menu and click **Save**.

![Linking Audio Slots Screenshot](https://www.simtex.com.au/uploads/Link_Slot_840b239fbe.png)

## Related

- Article: https://www.simtex.com.au/support/kb/cloud-pbx-features/audio-prompt-management
- Category: https://www.simtex.com.au/support/kb/cloud-pbx-features
- Knowledge Base: https://www.simtex.com.au/support/kb
- Full AI reference: https://www.simtex.com.au/llms-full.txt