TIMED-ACTIVITY SESSION COMMUNICATION
Automated Session Announcements
Configure voice announcements a set number of minutes before an activity slot ends. Named slot colors connect the announcement setup with the session grouping used by your venue.
This function requires color coding, timing rules and a configured voice service. Confirm the playback and audio-output setup in a demonstration.
Three parts of the announcement setup
Named slot colors
Configure named colors for activity slots, using fixed or random allocation. The configured names and colors must match in number; random allocation requires at least two colors.
Before-end timing
Set the number of minutes before a slot ends when an announcement is required. At least one unique timing rule is needed. Exactly-at-end playback is not established by this configuration.
Voice service
Announcements depend on a configured voice service and the activity slot. Confirm the service requirements and how the announcement reaches your intended audio output.
Plan the call around the slot’s end time
Keep announcements separate from staff procedures
Color grouping is a software setting
Named slot colors support visual grouping and announcements. They do not establish physical wristband printing, issuance, scanning or admission enforcement.
Changeover remains a venue procedure
Staff still need a procedure for communicating with customers and managing the end of a session. The announcement function does not establish physical headcounts, automatic removal of visitors or safety enforcement.
Booking times and arrival checks are separate parts of the visit. An announcement should not be treated as evidence that a customer has arrived or left.
Check the complete announcement setup
- Slot and color configurationDemonstrate an example activity slot and its named color allocation.
- Timing rulesConfirm the intended before-end timing and how the configured announcement is triggered.
- Message and outputConfirm what is spoken, whether wording can be changed, and which voice service and audio equipment are supported.
- Staff fallbackAgree how staff will communicate when playback is unavailable or not heard. Demonstrate any required repeat or manual controls rather than assuming they exist.
Session announcement questions
When can announcements be configured?
The supported configuration is a set number of minutes before an activity slot ends. Exactly-at-end announcements need separate confirmation.
Does the setup need color coding?
Yes. The audited announcement function requires color coding. Slot colors can use fixed or random allocation, with matching numbers of names and colors. Random allocation requires at least two colors.
Can we write our own announcement scripts?
Custom wording is not established by the available evidence. Ask to hear or review an example message and confirm any required wording before agreeing the setup.
Will it work with our speakers or PA system?
Compatibility has not been established for every audio setup. Confirm the voice service, playback device and intended output equipment. Offline playback and multi-location audio routing also require separate verification.
Does it print wristbands or control admission?
No physical wristband or admission-control workflow is established by these announcement settings. Color grouping, customer arrival checks and staff changeover procedures should be reviewed as separate requirements.
Review your session communication requirements
Bring an example timetable, the color groups you intend to use and your preferred before-end notice period. We can review the configuration and identify the message and audio requirements that need demonstrating.