Create a Recording Warning Message for All Users and Queues
Discover how you can add in a recording warning message that will play when any user or queue without their own music on hold messages places a caller on hold.
Written by Val Campos
Updated at September 5th, 2025
Table of Contents
IMPORTANT: This guide will walk through how to add a recording warning after call recording has already been enabled. Call recording is disabled by default until it is enabled by a Stratus admin user or requested to be enabled by our technical support team.
If you need call recording to be turned on for your whole account, specific users, or specific call queues, follow our Record Calls as a Stratus User guide.
Scope: Only Office Managers have the ability to edit the messages played in the music on hold for all users.
WARNING: Some countries and states impose laws and regulations on recording calls.
We recommend requesting consent from call participants before recording any call. It may also be a good idea to have a message set up for your organization that warns callers that their call may be recorded.
Please consult with the regulatory experts in your company before using this feature.
Add a Recording Warning to Your Domain
When you have calls being recorded, it is imperative that your users ask for consent before recording a call. This can be done by having a user immediately tell the caller that their call will be recorded.
Another way to obtain consent is having a recording warning play that tells callers that their call will be recorded. When users hear this message, they can withdraw their consent by hanging up the call and contact your company in a different way to report their concerns.
NOTE: This method will implement a warning that will play when callers on placed on hold. This warning will also play for callers waiting in call queues that do not have their own custom messages.
It is still recommended to ask callers for consent to record at the beginning of each call.
As a Stratus admin, you have the ability to add messages to the domain's music on hold. One of these messages that can be added is a Recording Warning that lets callers know that their call is being recorded.
To add a recording warning for callers to hear when any user places them on hold…
- Navigate to the Music on Hold page.
- Click the Domain option.
- Do one of the following to add an Introduction message:
- If there are not any existing messages, click the Add Introduction button.
- If messages have already been added, click the Add Intro Message
icon.
- If there are not any existing messages, click the Add Introduction button.
- Use either of these options to add in a recording warning message:
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Text-to-Speech: Use the text-to-speech option to type in a message that warns callers that their call will be recorded and select an automated voice that will read out what is typed.
Once the message has been typed out, click the Save button. -
Upload: Using the upload option, you can upload a converted audio file and give the message a name.
Once the file has been selected on your PC, click the Upload button.WARNING: The audio file should be a 16-bit WAV (8Khz, Mono, 16-Bit PCM) file.
DANGER: Not converting the music file can cause catastrophic issues for your phone system.
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Record: The record option allows you to type in a phone number or extension number for the phone system to send a call.
Click the Call button to send a call to the number. When the call is answered, it will record whatever is said to it.
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Text-to-Speech: Use the text-to-speech option to type in a message that warns callers that their call will be recorded and select an automated voice that will read out what is typed.
✔ You should now see the new recording warning message with the name “Introduction” listed, along with any other created messages.
Now callers will hear a recording warning play when they are placed on hold by any user in your domain. This warning will also play for call queues that do not have their own custom messages.
WARNING: It is still recommended to have users tell callers that their call may/will be recorded at the beginning of their calls.