Admin Portal – Voicemail

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Introduction to Voicemail

The voicemail feature allows users to retrieve voice and fax messages via My Messages on the Calling User Portal dashboard, or via email. Voicemails are sent in.wav format, and faxes are sent in .tiff format. Optionally, notifications can be sent to a mobile phone via text or email.  These notifications will not include the voicemail or fax files.

Feature Prerequisites

Before the voicemail feature can be used, the user must have a station assigned to them with at least one in-bound number.  See details in User Assignments.

Configure Voicemail for a user

  1. Log in to the admin portal.
  2. Select your site from the drop-down menu.
  3. Select Users from the left menu.
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  5. Find the user you would like to configure voicemail for and select Actions.
  6. Then select Edit.
  7. On the Edit User page, select the Voicemail tab in the left-hand navigation.

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  1. Under Settings, select the slider next to Notify me when a message is received and select one or both of the following options:
    • Via email – Enter the email address that should receive an alert when there is a message (Voicemail and fax).
    • Via SMS – Enter the mobile number and select the wireless provider from the drop-down list.

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  2. Next, check Send a copy of all new messages to another email address and enter the address, if applicable.
  3. Check Transfer on 0 to phone number and enter a phone number where callers can transfer from Voicemail by dialing 0, if applicable.
    • If enabled, enter the destination to which calls should be transferred.  If this feature is configured, be sure to record your voicemail greetings with appropriate guidance for the caller. For example, “To reach me, or my assistant, press zero.”

Voice Messaging

  1. Select when the Voicemail function should be active:
    • On (busy and unanswered calls go to Voicemail).
    • Always (all calls go directly to Voicemail).
    • Off (no Voicemail).

Fax Messaging

  1. Turn fax messaging On or Off.
    • If On is selected, select the number you want to receive inbound faxes for the user from the Phone Number drop-down list.
  2. Assign an extension for the fax number, if applicable.

Message Storage

  • Select System Mailbox if you want messages accessed via phone or the Calling User Portal. Check Message waiting indicator on phone, if applicable.
  • Check External Mailbox if you want all messages sent as a file to the email you enter for the user: .wav for voicemail, and .tiff for fax.


There are two types of Voicemail greetings – Busy and No Answer.

  1. The Busy Greeting will be played when the user is on their phone; voicemail is enabled and call waiting is disabled.
  2. The No Answer Greeting will be played when the user does not answer their phone.

Greetings can also be recorded by dialing the Voice Portal (pressing the Message button on your VoIP phone) and entering the Voice Portal Password.

  1. Select the Number of rings before playing a greeting before a Voicemail greeting is played.
  2. Select the type of message the caller hears when the line is busy.
  3. Select Default – To play the default system greeting.
  4. Select Custom to upload your own custom personalized greeting.
  5. Select Upload and browse for the file on your computer. All voicemail greetings must be formatted as CCITT U-Law, 8.000 kHz, 8-bit Mono attributes as a .wav file.
  6. Select Open.
  7. Select Save.

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