Voicemail
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How to Set Up Voicemail for Your Business Phone?
Setting up a business voicemail with KrispCall only takes minutes. Create your account, configure your incoming call strategy, personalize your voicemail greeting, and go live. Here’s how you can set up your voicemail.
Create your KrispCall account and activate your cloud phone system.
Log in to your dashboard, go to Settings, and open the My Number section.
Under Incoming Call Strategy, select voicemail for unanswered or busy calls.
Navigate to the Greetings and Recordings section.
Customize your voicemail greeting, record a message, upload audio, or use text-to-speech.
Test and go live. Call your number to confirm the experience before sharing it with customers.
What Is A Voicemail?
Voicemail simply means the system that lets customers record and send voice messages if your team is unable to pick up the call. Even if your line is busy or your phone is off, customers can still reach your support team.
In KrispCall’s voicemail service, messages are stored on a voicemail server. Meaning, you can retrieve, replay, and manage them at any time. Beyond basic call answering, KrispCall’s voicemail system also triggers instant notifications, transcribes audio to text, and provides a voicemail-to-email feature.
How Does A Voicemail Work?
When a caller dials your number and the call goes unanswered, the system automatically redirects them to your voicemail. After that, your pre-recorded greeting plays, the caller waits for the tone, and then records their message.
Once a customer records their message, it is instantly accessible to your team in KrispCall’s Unified Callbox, alongside your call logs and SMS threads. So that teams have full context about the conversation without switching any tools.
Things to consider while Setting Up Voicemail on Your Business Phone
Record a Professional Greeting First
Define Your Call Routing Rules
Tag and Annotate Voicemails for Your Team
Voicemail to Email
Always Test Before Going Live
More Features like Voicemail
Global Calling
Expand your customer base worldwide with KrispCall global calling feature for making instant calls across borders.
Text Messages (SMS)
Ensure faster response by sending and receiving personalized text messages to and from your clients and customers.
Voicemail to Email
Receive voicemail as audio files straight to your email inbox and access it from any device without calling voicemails.
Frequently Asked Questions
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Ringless Voicemail (RVM), also called Voicemail Drop, is a technique that is used for marketing, spamming, or debt collection and involves delivering pre-recorded voicemails directly to voicemail inboxes without the recipient’s phone ringing.
Businesses can use voicemail for the following purposes-
- Companies can capture leads via voicemail when potential customers call outside business hours.
- Businesses can provide customer service by addressing questions and concerns promptly through voicemail messages.
- A contact center representative may use voicemail to screen calls before talking to them/
- Customers can provide feedback using voicemail.
- Promoting products and services can also be done via voicemail greeting.
A professional business voicemail greeting should be accurate and polite. It should convey the following information:
- Be sure to clearly state your name so the caller knows who you are.
- Name of the organization or company you represent.
- Provide a brief explanation of why you are currently unavailable to answer the call.
- Let the caller know how they can reach you, such as your email address, website, or preferred time to return their call.
- You should extend your appreciation to the caller and assure them that you will respond as soon as possible.
There are several factors that influence the legality of voicemail drops. Generally, voicemail drops are considered “robocalls,” which are illegal under the Telephone Consumer Protection Act (TCPA), which demands prior express consent from consumers.
However, exceptions exist for emergency notifications or other scenarios, as some countries and states have their own laws governing voicemail drops, which may be more lenient than the TCPA. If you are unsure about whether or not you can send voicemail drops, it is best to consult with your telephony service provider or concerned authorities.
A good voicemail should be informative, short, and to the point. And it should also include a CTA that indicates you will follow up with callers.
Here is an example of a good business voicemail greeting: “This is [your name] at [company name]. I’m currently away from my desk, but please leave your name, number, and a brief message, and I’ll get back to you as soon as possible. Thank you for calling.”
