How to Setup Voicemail in VoIP service? A Complete Guide for Business

VoIP Voicemail is one of the features of the VoIP Phone System designed to log voicemail messages and calls that you receive from your customers in the cloud. You can enable this feature to allow callers to leave their queries as voicemail messages in audio format when you are not available to answer the call. Hence, businesses can access this voicemail message service on any device from anywhere by just logging into the account.

With a VoIP voicemail, calls can be transferred digitally, received, recorded, and listened to. You can listen to messages on IP Phone, mobile

Voicemails are a robust feature that enables smooth information sharing. This is also a unified communication platform that allows users access to personalized answering machines, which helps them receive voice messages, faxes, and email notifications on their desktops.

Here is how a Voicemail service works in a VoIP environment:

When an agent cannot pick up a VoIP call, the system automatically facilitates the digital voicemail feature. This feature is responsible for providing callers with pre-recorded guidance on sending a voicemail. When the customer speaks, the voicemail collects and converts the audio messages into digital files for comprehensive information storage. Additionally, it logs the audio files in the phone system or shares the transcription to your email.

Moreover, voicemails come with a web-based and mobile phone-based application that allows businesses to manage VoIP systems through PCs or mobiles based on your convenience. By doing so, you can keep your customer interactions seamless.

The most important reason to have a voicemail feature in VoIP services is its excellent cost-saving benefit and modernized and advanced features that other business phone systems fail to deliver. This allows businesses and customers to communicate seamlessly from anywhere across the world at any time.

Additionally, businesses can also fix business working hours based on their time zone and set their operations in line based on the availability of their agents by eliminating the need for breaking customer communication.

Also, with a VoIP Voicemail number, businesses can experience end-to-end customer communication at an eye-catching price. Businesses will not lose any customer even in their absence as it directs them to the voicemail process.

Let us discuss the different menus and modules available in the Voicemail feature:

• View Voicemails

To view the list of voicemails, you can click on the voicemail button on your VoIP phone system. Alternatively, you can also enter the voicemail access number provided by the VoIP vendor on the keypads, which will require a PIN number that was set up before.

• Setup a Voicemail Greeting

To set or change the voicemail greeting, you can simply hit the voicemail button, follow the instructions stated, and record the greeting message. To record the message, you can go to voicemail greetings or music section and upload/record a new file. Most systems will allow you to record up to 3 minutes, which may vary. If no file is chosen, a default voicemail greeting is played.

• Delete a Voicemail

To delete a voicemail, you can click on the voicemail icon. Select the voicemail message that you are looking to delete and click on the ‘delete’ option. A double-click will move the file to the trash in case of virtual voicemails.

• Call Voicemail

Based on the solution provider, businesses can have a double-click option or click the call option for making calls in web-based VoIP phone systems. Depending on the vendor, this calling option may or may not be available in VoIP hardware.

• Transfer Voicemail

In order to transfer a voicemail to email, you can activate the voicemail to email feature on your phone systems. Hence, whenever a voicemail is received, it is automatically transferred to your email box.

• Filter Voicemail

You can also filter and pick up the voicemail for a specified time by clicking on the filter options available there.

Voicemail services in VoIP enable businesses to handle customer queries even when they are unavailable and resolve their questions promptly. Here are a few benefits of voicemail setup:

• Remain Connected

When your team is not available, the voicemail option allows you to remain connected with the customers by eliminating the need for a backup team of agents, as the system works 24/7 across all the country’s time zones. This saves time and cost comparatively.

• Quick Response

Businesses can promptly respond to their customers and make follow-up calls without putting them on hold. This will, in turn, reduce customer frustration with long waiting times.

• Screen Calls

Your staff can screen inbound calls before picking them up to offer a better experience by categorizing and prioritizing urgent and non-urgent calls.

• Powerful Storage

VoIP Voicemails come with powerful cloud pbx system, enabling you to access information on different devices even during power failure and other circumstances.

• Missed Call Recovery

Stay updated with your missed customer queries by efficiently utilizing the voicemail option to text transcription and read them wherever you want.

• Customer Service

Let us consider this from a customer point of view. When you make a call to the business, they are unavailable. This may lead to a frustrating experience. With a VoIP voicemail, you can leave a message to them, and they will get in touch once they are back.

• Sales

Secondly, let us consider it from the salesperson’s point of view. In a similar scenario, the customer does not pick up your call, and you leave a polite voicemail about your product or service. This will encourage them to call you back and make them buy it.

• Internal Communication

Voicemails can also be used for Internal communication purposes. Consider you are a manager looking to send out a mass mail, which is time-consuming and annoying. With a VoIP voicemail, you can inform your employees instantly and hassle-free.

• Reminders and Invitation

Yet another fabulous advantage is that VoIP voicemails provide business schedule appointment reminders, which you have with clients. Also, if you are hosting an event, you can customize and send out a personalized voicemail, which can be an engaging way to invite people.

One can access the customer voice messages on VoIP in two possible ways. However, all two methods require a stable internet connection to get started. You won’t require any additional hardware or other setup processes.

1. Through VoIP Hardware (IP Phones)

To access Voicemail in the VoIP hardware, here are the steps you should follow:

• Click on the envelope/voicemail icon on your VoIP desk phone. Once you hit the button, you will receive setup instructions. Following them, you can set up voicemails instantly.

• You can enter a 3- or 4-digit extension number as your password on the VoIP Phone and follow the other instructions.

• Now, press the ‘#’ key and provide your name.

• You can record the unavailability message, which will be played to the customers. This will be played to incoming calls when you are unavailable to answer calls. Once done, press ‘#’.

• After the unavailability message is recorded, you can record a busy message when your line is busy. Once done, press ‘#’.

• You will be asked to replace the old password with the new one. Create a new password and press ‘#’.

2. Through Web-based Desktop VoIP Phone System

On the other hand, if you are looking to access Voicemail through a desktop application, here are the steps you should consider following:

• Sign in to your desktop or virtual phone system application on the web.

• Get into the dashboard or settings menu to select the voicemail option to check the newly received voicemails.

• You can select the one you are willing to hear from the list of voicemails. You can make a call or mark it as heard.

Here are the steps to get started with TeleCMI’s VoIP Voicemail service:

1. Sign up and log in to the application.

2. Click on ‘Call Flow’ in the dashboard.

3. Choose your voicemail number. You can select the list of business lines that you want to set up voicemail service from the available list of numbers that you already have.

4. Now, select a voicemail greeting. Drag and drop the ‘Play Audio’ menu from the left to the call flow module. Choose a greeting message for voicemail.

5. Drag and drop the ‘Voicemail’ icon in the call flow module.

6. Once the configurations are done, you can hit the ‘Save’ button, and voicemail services are activated successfully for the selected virtual phone number.

VoIP Voicemails can be an excellent option to eliminate the part of losing customers. If your business runs with minimal agents or branches, it is crucial to implement VoIP Voicemails that can grab new customers and retain the existing ones.

TeleCMI, the leading cloud services provider, can assist you in enhancing your business growth and instant customer engagement that makes your brand look unique from the rest. We manage the critical areas of communication in the cloud, VoIP, call centers, cloud telephony system, etc, to help businesses streamline their operations.