Voice Broadcasting

Voice broadcasting allows Motion Meetings to deliver pre-recorded or text-to-speech voice announcements to a participant phone list at scale. It is designed for situations where reaching participants by phone call is more effective than email or SMS — such as for members who may have limited internet access or who are more likely to answer a phone call.

What Voice Broadcasting Is Used For

• Meeting reminders — Call participants in advance to remind them of the meeting date, time, and how to join.
• Voting open alerts — Notify participants by phone when a vote has opened and is awaiting their participation.
• Urgent announcements — Deliver time-sensitive notices such as rescheduling, cancellations, or venue changes.
• Post-meeting summaries — Broadcast a recorded summary of results or next steps after the meeting concludes.

Message Types

Voice broadcasts can use either of two message formats:

• Pre-recorded audio — Upload an MP3 or WAV file recorded by a staff member or professional voice talent. Recommended for high-profile events where tone and accuracy matter.
• Text-to-speech (TTS) — Type the message text and the platform converts it to spoken audio automatically. Available in English and French.

Voicemail Fallback

When a call goes unanswered or reaches voicemail, the platform detects this automatically using answering machine detection (AMD) and drops the pre-recorded message into the voicemail box. This ensures that participants who do not answer still receive the notification.

Configuring a Voice Broadcast

1. In the Platform Admin Panel, navigate to Organizations and select the organization.
2. Confirm that voice broadcasting is enabled in the organization's feature entitlements. If not, toggle it on under the Features tab.
3. Navigate to Communications > Voice Broadcasts.
4. Click New Voice Broadcast.
5. Select the Meeting this broadcast is associated with.
6. Choose your Message Type:
   • For Pre-recorded audio: Upload your MP3 or WAV file (max 10 MB, mono, 8 kHz or higher).
   • For Text-to-speech: Type the message text. Select the language (English or French) and voice style.
7. Set the Send Time:
   • Scheduled — Set an exact date and time, or a relative offset from meeting start.
   • Immediate — Launch the broadcast now.
8. Select the Recipient List: All participants with a phone number, phone participants only, or a filtered subset.
9. Set the Calling Hours window (e.g., 8:00 AM – 9:00 PM local time) to prevent calls outside acceptable hours.
10. Click Schedule or Start Broadcast.

Monitoring a Live Broadcast

While a broadcast is running, the real-time dashboard in Communications > Voice Broadcasts shows:

• Calls dialed — Total numbers called so far.
• Answered — Calls picked up by a live person.
• Voicemail drops — Messages left on voicemail.
• No answer / busy — Numbers that did not connect.
• Failed — Numbers that could not be dialed (invalid, disconnected).

You can pause or abort the broadcast at any time by clicking Pause or Stop Broadcast.

Viewing the Broadcast Report

After the broadcast completes, a full delivery report is available showing per-number outcomes. The report can be exported as a CSV file for record-keeping.