Quick Answer
Create a per-event code in your dashboard, share the number and code with your client, and every call that comes in lands in that event gallery automatically.
A handset on a table only catches the guests who walk up to it. The ones who leave early, the grandmother who could not travel, the college roommate who is three time zones away, they never get a turn. The call-in number closes that gap.
Every event you create gets its own code. Guests dial one number, enter the code, and speak. The recording lands in that event gallery beside the messages left on the handset. Same processing, same transcript, same player.
Setting it up
Open the event in your dashboard and look for the call-in panel. The number and the code are generated when the event is created, so there is nothing to configure. Copy both.
Send them to your client with a short line explaining what they are. Most clients have never seen this feature and will not think to use it unless you tell them. A sentence is enough: anyone who cannot make it can call this number, enter this code, and leave a message that shows up with everyone else.
When to open the line
Opening it a week early works well for weddings. Guests who already know they cannot attend record something in advance. The gallery is not empty on the day, and the couple hears from people who were never going to be in the room.
Leaving it open for a week afterward catches the other half. Guests remember the thing they meant to say on the drive home. Some of the best messages arrive on a Tuesday.
What to tell your client
Three things. The number works from any phone. There is no app and nothing to download. The code keeps their messages separate from every other event.
That last point matters more than it sounds. Clients ask whether a stranger could dial in. The code is what prevents it, and saying so plainly usually ends the question.
Common issues
A guest who hangs up mid-message still leaves what they recorded. It is in the gallery. You can hide it if the client asks.
A guest who enters the wrong code hears a prompt to try again. Nothing is lost and nothing lands in the wrong event.
The call-in number is included on both plans, per event and monthly. It is not an upgrade and there is nothing extra to buy.
Founder, Happy Hear Audio
Liz has run a photo booth company in LA for years and built Happy Hear Audio after doing audio guestbook delivery manually for too long. She writes about what actually works for operators in the field.
Ready to try it?
Deliver your first audio guestbook gallery today.
Start with Pay-Per-Event, $39 per event, no subscription required.
Get Started