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Configure system details

Maintain the spoken name, time zone, emergency fallback, business address, contact, hold music, and company voicemail settings for one phone system.

System Details is the identity page for one phone system: how it announces itself, what time zone its schedules run in, where calls go when nothing else can answer them, the business address and contact on file, the audio callers hear on hold, and the company mailbox greeting and PIN. Every value belongs to the phone system named in the dashboard header, so confirm the header before you change anything.

Prerequisites

  • The intended phone system selected in the dashboard header.
  • A role that can change phone-system settings. Among the built-in roles, Super Admin can save on this page; Admin and Extension User see the same form read-only, with a note beside Save.
  • For the business address, a US or CA address. Address validation covers the United States and Canada only.

Open the page

Open Settings, then System Details. The form is a set of collapsible sections — System, Emergency, Business Address, Contact, On Hold Music, and Company Voicemail — and only one is open at a time, so opening a section collapses the previous one. Collapsing a section never discards what you typed; nothing is written until you save.

System

  • System Name is read-only in the dashboard. Contact support when the name needs to change.
  • Spoken Name is what the system says about itself on calls, up to 200 characters. Leave it empty to fall back to the system name. Use a spelling that reads well aloud rather than the legal entity name.
  • Time Zone sets the zone that business hours, schedules, and reporting follow for this system. The list covers the North American zones: Eastern, Central, Mountain, Mountain without daylight saving, Pacific, Alaska, and Hawaii.

Emergency

These two fields are the safety net for calls that the normal routing cannot take, and they work in two distinct situations.

  • Emergency Phone Number is an outside phone number in E.164 format, such as +15551234567. When a call cannot be routed — most often because the number it came in on has no routing configured — the call is forwarded here instead of being disconnected. It is also the number dialed if Steer Phones’ call handling is unreachable.
  • Emergency Fallback Message is spoken to the caller only in the unreachable case, immediately before the forward. It is limited to 500 characters. Callers who reach the backup number because a number is simply unrouted do not hear this message.

Leaving the number blank means an unrouted call ends with a short spoken notice instead of being forwarded, so set it if you want every call to land somewhere a person can answer.

Business Address

Enter the country, street, optional suite or unit, city, state or province, and postal code. The country is a two-letter code — US or CA — and it decides how the rest is checked: a state or province must be a valid subdivision of that country, and the postal code must match that country’s format (12345 or 12345-6789 for the United States, K1A 0B1 for Canada). A mismatch between country and postal code is rejected on save.

This address is the business location on file for the phone system. It is not the emergency location a number dials from — those are registered separately per number.

Contact

The business contact’s first name, last name, email address, and phone number. The phone number uses E.164 format, and the email address must be a well-formed address. Both fields may be left empty.

On Hold Music

Choose what callers hear on hold, parked, or waiting in a queue. Three options are offered:

Option What plays
Default The built-in hold music, used when no file is chosen
Steer Media Library Shared hold-music audio curated by Steer Phones and available to every phone system
This Phone System’s Library Hold-music audio belonging to this phone system, which you can also upload here

Selecting Default clears the choice. The other two options open a picker filtered to hold-music audio; the phone system’s own library also offers an inline upload for a new file.

Company Voicemail

The company mailbox is the general mailbox for the phone system — the one callers reach when a number or menu routes to company voicemail rather than to a person.

Company Voicemail Greeting picks the audio callers hear before the beep. The picker lists this phone system’s voicemail greetings plus the greetings Steer Phones shares with every system, and offers an inline upload for a new file.

Company Voicemail PIN protects mailbox access from a phone. It must be 4 to 6 digits, and the field accepts digits only. The banner above the field reports whether a PIN is stored for the mailbox.

The PIN behaves differently from the other fields on this page, because a PIN is never read back:

  • Leave the box empty and the current PIN is unchanged by the save.
  • Type 4 to 6 digits and the PIN becomes that value when you save.
  • Select Reset to default (1234), confirm the prompt, and the save returns the PIN to 1234. Anyone who knows the default can then reach the mailbox, so set a real PIN soon after.

An entry of one to three digits is treated as no change; the field shows a length message once you leave it. To check the mailbox from a phone, dial *97 from any extension, enter 0 at the mailbox prompt, then the company PIN followed by #. Three incorrect PIN entries end the call.

Treat the PIN as a shared credential: do not paste it into support tickets, documentation feedback, or assistant conversations.

Save your changes

Select Save. The button stays disabled until something has changed and every visible validation error is cleared, and a section that owns a failing field is expanded automatically so you can see the message. A confirmation appears when the update is stored, and the emergency settings are carried to the standby handler that answers when Steer Phones is unreachable.

What is not editable here

This page saves only the settings listed above. The system name, voicemail recording limits, call-handling limits, and the connection settings behind the phone system are maintained by Steer Phones — ask support when one of those needs to change. Compliance, recording, and AI-disclosure settings are customer-editable, but they live on their own page rather than here.

Expected result

A confirmation message appears, the header still names the phone system you intended to change, and reopening System Details shows the saved values. Callers hear the new spoken name, hold music, and company greeting on the next call.

Troubleshooting

  • Save stays disabled: Nothing has changed yet, a visible field is invalid, or your role cannot change phone-system settings. Check for the read-only note beside Save.
  • The address is rejected: Use US or CA as the country, a valid state or province for that country, and the matching postal-code format.
  • A phone number is rejected: Use E.164 format — a leading +, the country code, then digits only, with no spaces, dashes, or parentheses.
  • The email address is rejected: Enter a single well-formed address; the server checks it again after the form does.
  • No greeting appears in the picker: Add an item of the voicemail-greeting type to this phone system’s media library, or upload one from the picker itself.
  • A section collapsed while you were editing: Only one section stays open at a time. Your entries are still there — reopen the section and continue.
  • The PIN did not change: An empty box means no change, and a one-to-three-digit entry is ignored. Enter 4 to 6 digits, then save.