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Create your town hall’s telephone welcome message using an AI voice in just a few seconds
What your telephone reception service covers
4 scenarios for dealing with telephone enquiries specific at the town hall
A town hall receives a wide variety of calls: administrative enquiries, practical information and technical emergencies. An efficient telephone helpline quickly directs members of the public to the right department.
The staff are in a meeting or are swamped
Town council meetings, the mayor’s office hours, a flood of enquiries: municipal departments can’t always pick up the phone. Your telephone helpline must direct callers to the right department and provide information on opening hours for the public.
A member of the public has an urgent request
Road issues, technical emergencies, reports of hazards: some enquiries from members of the public cannot wait. Your telephone helpline must provide the details of an on-call contact for these situations.
The town hall is closed on public holidays and during holidays
Long weekends, summer closures, public holidays: your telephone helpline must state the reopening date and the emergency numbers for essential services (roads, water, refuse collection).
A member of the public is looking for practical information
Opening hours, online services, rubbish collection, local events: many frequently asked questions can be dealt with directly by your telephone helpline or by directing callers to your website.
Briefing, registration, delivery, installation. Several days’ wait and a charge for each change.
You can create the audio file in a matter of seconds. Your installer receives it straight away.
Set up your company’s telephone greeting town hall
With Voconix, you can go from a blank page to a professional audio file in just a few clicks, without a studio or a technician.
Write your text
Free-form text or ready-made template for the town hall. Opening hours, services, technical emergencies, online procedures.
Choose your voice
Out of 5 languages, testable AI voices on your text and available human voices.
Add some music
Over 10,000 tracks. Automatic mixing.
Instant download
File compatible with all systems. Ready to be sent.
Step 5/6: Choose music from over 10,000 tracks
Audio files ready to be submitted on your switchboard
The files generated by Voconix are compatible with all telephone systems used in town halls and local authorities, without the need for conversion.
Audio formats
MP3, WAV, G.711a, G.711u, G.722, G.729. Compatible with all IP-PBXs and local authority telephone systems. Standardised sound level.
Direct delivery
Enter your installer’s contact details in Voconix so that he can receive the file, ready to be uploaded to your switchboard. Find out more
Saved pronunciations
The name of your local authority or a municipal department that is difficult to pronounce is stored once in Voconix and reused in all your future messages.
A town hall’s telephone reception service reflects the quality of local public services
A local council receives calls from residents with a wide variety of needs: enquiries about opening hours, administrative procedures, reporting a problem with the roads, requests for official documents, or technical emergencies. In all these cases, the telephone helpline is the first point of contact between the local authority and the public.
A clear, well-structured and accessible message builds the public’s trust in municipal services. With Voconix, you can set up and update this automated phone greeting in a matter of seconds, without involving your IT department.
The specific features of telephone reception at the town hall
Referral to the right services
A town hall comprises a number of departments: civil registry, town planning, technical services, children’s services, media library and sports department. A well-organised telephone helpline or an IVR system directs members of the public straight to the right department, without them having to be transferred several times. This reduces call times and improves public satisfaction.
Technical Emergency Management
Road problems, faults with street lighting, leaks in the water mains, reports of a hazard: these situations require a rapid response. Your out-of-hours telephone service should provide a technical on-call number or a channel for reporting these emergencies, so that they can be dealt with without having to wait for the offices to reopen.
Accessibility for all citizens
A local council serves the entire population, including older people, people with disabilities and residents who are not digitally literate. Your telephone service should be clear and straightforward, with the speaker speaking at a suitable pace and providing essential information that is easy to remember.
Six telephone greeting scripts for a town hall
Create the audio file for your town hall’s telephone greeting in just a few seconds.
Your first message is completely free – no credit card required.
Practical advice
Best practice in customer reception by telephone at the town hall
Six practical steps to ensure that the council’s telephone helpline effectively guides members of the public and promotes local public services.
Always provide an on-call number for technical emergencies
A dangerous road hazard, a lighting fault or a leak in the mains network cannot wait until the offices reopen. Your out-of-hours telephone service must provide the number for the local authority’s technical on-call service, which is available 24 hours a day.
Direct users to online procedures
Many administrative procedures are available on local authority digital portals. Mentioning your website address in your telephone greeting reduces the volume of incoming calls and improves access to services for residents who use the internet.
Speak at a pace that suits everyone
The members of the public who ring a town hall come from a wide variety of backgrounds, including elderly people who need to hear information clearly and distinctly. When answering the phone, you should speak slowly and enunciate clearly.
Create messages by service if necessary
For town halls with several separate departments, setting up a dedicated telephone helpline for each department (registry office, town planning, technical services) avoids the need for multiple transfers and improves the experience for members of the public. Voconix centralises all these messages in a single account.
Update your message regarding exceptional closures
Evening council meetings, staff training, bridge closures: your telephone helpline must reflect your actual opening hours. With Voconix, this update takes a few seconds and can be carried out from any workstation.
Mention local events and news
Town festivals, public meetings, one-off household waste collections: your telephone helpline can serve as a channel for local information. A brief message on the week’s news helps strengthen the bond between the town hall and its residents.
Telephone reception by sector
Every sector has its own constraints. Select your sector.
Enhance the voice communication on your town hall
Town hall switchboard
The first sound your customers hear before being put through. Set a professional, clear and accessible tone straight away.
Update on closure or emergency
Town council, temporary closure, technical emergency: update your telephone answering service immediately to keep your residents informed.
Manage all your council messages
General enquiries, specific services, local events, emergencies: all your town hall’s telephone communications centralised in Voconix.
Business Answering Machine
Even when closed, you can communicate (opening hours, contact points, etc.) without having to leave a message.
New clerk or secretary
Create the message for the new local council officer straight away, using the same tone and style as the rest of the council’s services.
Find your old messages
Past event posts, old timetables, previous closures: find and reuse all your posts from the Voconix archive.
IVR for the town hall
Direct your residents to the right department from their very first call: civil registry, town planning, technical services, children’s services, media library, the mayor’s office.
Municipal service voicemail
Whether you’re in a meeting, on a training course or away from the office: encourage your constituents to leave their contact details and a message so you can get back to them quickly.
100%: a stand-alone solution for your local authority
Choose the voice, music and text, then create your local council’s telephone greeting straight away, without needing a recording studio.
The pricing
Free
€84 /year
(10,000 titles)
€180 /year
FAQ: Town Hall
Take a look at our FAQs and find the answers to your questions
Why is a professional telephone reception service important for a town hall?
A town hall is often the first point of contact between a member of the public and their local authority. A clear and well-organised telephone reception service quickly directs callers to the right department, reduces waiting times and conveys a positive image of the local public service.
How can calls be routed to the various municipal departments?
Your telephone helpline can provide the direct numbers for the main departments (registry office, town planning, technical services) or use an IVR system to automatically route calls. With Voconix, you can create these messages in a matter of seconds.
How should technical emergencies be handled outside opening hours?
Your out-of-hours telephone service must provide the local authority’s technical on-call number for emergencies (roads, water, street lighting). This number must be kept up to date whenever there is a change in the on-call rota.
How long should a town hall’s welcome message be?
30 to 45 seconds for a town hall with several departments. The ideal order: identification of the local authority, opening hours, guidance on the main departments, technical emergency number, website address for online procedures.
How can we adapt our telephone reception service to deal with exceptional closures?
Evening council meeting, staff training, long weekend: your telephone answering service must state that the office is closed for this special occasion and the date it will reopen. With Voconix, this update takes just a few seconds from any workstation.
Can the telephone helpline be used to keep members of the public informed about local news?
Yes. Whether it’s a local festival, a public meeting or changes to waste collection schedules, a short message about the week’s news helps strengthen the bond between the town hall and its residents. It is a local information channel that is underused by most local authorities.
What sort of voice should be used for a town hall’s telephone reception service?
What sort of hold music should a town hall have?
Neutral, institutional music that is calm and reassuring. It must be suitable for all members of the public, regardless of their age or background. The Voconix catalogue contains over 10,000 tracks, so you can find music that is suitable for public service use.
How do you set up a telephone answering service for a town hall using Voconix?
Write your text on voconix.fr, select a voice and some music, then generate the audio file with a single click. Download the file and send it to your telephone installer. The first message is completely free.
How much does it cost to set up a telephone helpline for a town hall?
The first message is completely free on voconix.fr, without a credit card. Packages tailored to local authorities are available from €5 (excl. VAT) per month. See prices.
