Quick Answer
A handset phone suits events where the look matters, a call-in number suits events where hardware is awkward, and a web recorder suits guests anywhere in the world. All three land in the same gallery, so you can run more than one at the same event.
A handset phone, a call-in number and a web recorder all end in the same place: a message in the event gallery. They differ in what the guest does, what you carry and who can take part. Here is the comparison first, then when each one fits.
| What differs | Handset phone | Call-in number | Web recorder |
|---|---|---|---|
| Setup | Bring the phone, power it and place it at the event | Put the number and the event code on a sign or table card | Put the QR code or link on a sign or table card |
| Guest experience | Pick up the handset, wait for the beep and speak | Dial from their own phone, enter the 6-digit code, hear the greeting and speak after the beep | Scan or tap, record in the phone browser, listen back and send, with no app |
| Sound quality | Depends on the handset and the room | Depends on the caller's phone and the room | Depends on the guest's phone and the room |
| Hardware cost | You buy and maintain the handset | None, and included on every plan | None, and included on every plan |
| Remote guests | Only guests in the room | Yes, in the US and Canada, while the call-in window is open | Yes, anywhere in the world |
| How it reaches the gallery | You pull the files and upload them after the event | Each call lands in the event gallery automatically | Each recording lands in the event gallery automatically |
Sound quality is the same story across all three. Every recording goes through the same cleanup, so what separates them is the starting point: a handset depends on the hardware and the room, and a guest's own phone depends on the phone and the room.
What does a guest actually do on each one?
- Handset phone. Pick up, wait for the beep, speak and hang up.
- Call-in number. Dial the number, enter the event code, listen to the greeting, speak after the beep, then hang up or press #.
- Web recorder. Scan the QR code, tap record, speak, listen back and send.
Each path is a handful of steps. Short paths are easy to follow, so the card should show only the steps for the options you are running.
When does a handset phone fit?
A handset fits when the look matters. It sits on a table, it photographs well and guests understand it on sight. It also carries the most work for you: you buy it, power it, bring it and upload from it afterward. Upload any of MP3, WAV, M4A, OGG, WebM files, up to 50 MB each.
When does the call-in number fit?
The call-in number fits when hardware is awkward: an outdoor venue, a tight setup window, or guests who cannot be in the room. One shared toll-free line serves every event, and each event gets its own 6-digit code. A message ends after about 10 seconds of silence or when the guest presses the # key, and nothing runs past 5 minutes. The call-in number walkthrough shows the setup, and the call-in guestbook guide covers how it runs at an event.
When does the web recorder fit?
The web recorder fits when the guest is outside the US and Canada, or when you want the simplest path for a guest with a phone in hand. Every event has a link and a QR code. Guests open it in a phone browser, record, listen back and send. It works anywhere, with the same cleanup and transcription as the other two, and it is included on every plan.
Can you run more than one at the same event?
Yes. Put the QR code for the web recorder beside the call-in number on the table cards, and guests pick whichever is easier. A handset can sit on the table for the look while the card carries the other two. Wording for the card is in the sign templates and the guest instructions.
What should the table card say?
Name it, give the first step and give a prompt. A card for a call-in line and a web recorder can be this short:
Leave us a voice message. Call [number] and enter code [code], or scan this to record in your browser. Tell us how you know us.
How does each one reach the gallery?
Call-in and web recorder messages arrive on their own. They appear in the event, get cleaned and transcribed, and wait for you to review them. Handset recordings arrive when you upload them, so the gallery is only as current as your last upload. In every case the gallery runs under your brand, and the features page lists what each message gets.
How do you test each method before the event?
Leave yourself one message on every method you plan to run. Call the line and enter the code, scan the QR code, and pick up the handset. Wait a few minutes, then open the gallery and confirm all three messages arrived, played cleanly and carry the right event name. Do not run a method you have not tested.
Which one should you start with?
Start with the call-in number if you have no hardware yet, because you can sell it this week. Add a handset when a client wants the prop. The explainer on what an audio guestbook is covers the basics if you are new to the format. Plans start at $39 per event or $49 a month on the pricing page, and your first event is free. Start free and try the call-in line on a real event.
Frequently asked questions
- Can guests use the call-in number from outside the US?
- Usually not. The toll-free number works for guests in the US and Canada. Guests in other countries can use the web recorder, which works anywhere.
- Does the web recorder need an app?
- No. Guests scan the QR code or tap the link, record in their phone browser, listen back and send. There is no app and no sign-up.
- Is there a time limit on a message?
- Each message can run up to 5 minutes on the call-in line and the web recorder. On the call-in line a message also ends after about 10 seconds of silence, or when the guest presses the # key.
- Do I need a handset phone?
- No. A handset is optional and mainly useful for the look at a styled event. The call-in line and the web recorder need no hardware.
- Do the call-in line and web recorder cost extra?
- No. Both are included on every plan, and handset recordings can be uploaded on any plan.
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.
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