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Updated on March 15, 2023

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Hotline

Summary: Streamlined mass communications.

Overview

K4Connect has partnered with Bandwidth to bring you K4Community Hotline, a hotline phone number for residents and family to quickly and easily access up-to-date information specific to your community. K4Community Hotline is a local phone number to which you record a message. Listeners can then call the number to hear the recorded message, at any time. Hotline can also be integrated seamlessly with K4Community Voice making much-needed information easier than ever for your residents to access. With K4Community Voice, residents simply say “Alexa, call the Hotline.”

Completing this module will help you:

  • Understand how to set up your community Hotline
  • Share best practice recommendations with your community team

Who is the course for?

Community Staff members responsible for the success of K4Community Hotline at your campus.

Learning Path

To set up your community Hotline, follow the steps listed below:

  1. Dial your provided Hotline Phone Number
  2. Enter your Secure 6-Digit Code and press #
  3. Follow the automated prompts to record a message
    1. Record your message
    2. To end recording, press #
    3. To listen to the recording, press # again
    4. To record again, press 9
    5. To save, press *
  4. Your message is recorded!

Follow a script!

Creating a script for staff to follow when they record a message creates consistency across all of your messages. Below is an example script consisting
of four main sections; you can, of course, adapt this to fit your specific needs.

  • [Greeting] Hi, thanks for calling the Spring Garden Hotline. This is Sue Smith, the executive director. We provide weekly updates for residents and their families on this Hotline.
  • [Timing] This message was recorded on January 1, 2020 at 10 a.m.
  • [Message] It is a beautiful day at Spring Garden! Here is the most up-to-date information.
  • [Closing] This message was recorded on January 1, 2020 at 10 a.m. You can expect another update from Spring Garden on January 7, 2020 at 10 a.m.

 

Avoid referring to past messages

Listeners could be calling in for the first time or the tenth time.

 

Take note of your environment

Find a private, quiet space to record your message. Background noise can be distracting to listeners.

 

Speak slowly

Speak slowly and clearly when recording. You may even want to include notes in your script to take a breath or pause! 

 

Be empathetic

Listeners calling into your Hotline may be worried or concerned. Speaking in a calming and empathetic tone can ease concerns felt by callers, especially in times of crisis.

 

Promote your Hotline!

Don’t forget to be proactive in informing residents and their friends and families of the Hotline so that they can stay up-to-date on announcements from your community.

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