Voicemail Boxes
Every Missed Call Lands in the Right Box.Business voicemail with boxes for the company, each team, each role and each rep.
Missed calls go to the box that fits: the main company line, a team, a role or a rep’s own. Each box decides who may listen, has its own greetings for busy and unavailable, and sends new messages by email. Every message shows who the caller was trying to reach.
- Four kinds of box
- Access set per box
- New messages by email
How a call moves through it
- Nobody can answerFrom a queue, a menu or a direct call
- The right greeting playsMain, busy or unavailable
- The caller leaves a messageUp to the length you set
- Your team is toldBy email, or a digest with transcripts
The Right Message, to the Right People.
Sales, support or billing get a team voicemail box that the whole team can hear.
A personal box is open to its owner and their team manager only.
Each message records the call and the queue or menu that sent it there.
Main, busy and unavailable greetings per box, with the company greeting as backup.
Voicemail Set Up in Three Steps.
Create Your Boxes
Personal boxes use each rep’s extension. Add boxes for teams, roles or the whole company.
Record the Greetings
Main, busy and unavailable for each box, uploaded, recorded or typed for a saved voice.
Choose Who Listens
Set access per box and turn on email alerts. Messages arrive with who the caller was trying to reach.
Four Kinds of Box, One for Every Line.
The company box, with the default greetings every other box falls back to.
Open to the team and its manager, for lines such as sales or support.
Open to whoever holds the role, so it keeps working when people change.
On the rep’s own extension, open to them and their team manager.
What Is Business Voicemail, and Who Should Hear Each Message?
Business voicemail is where a call goes when nobody can answer it, with mailboxes for the company, its teams and its people rather than one box on one phone. The real question is who should hear each message.
Adoptiv has four kinds of box: organization, team, role and personal. A personal box uses the rep’s own extension, while team, role and shared boxes each take a number from their own block, so the number tells you which kind it is. A shared voicemail box can be opened to the whole workspace, or to named people, teams and roles.
Every box has three voicemail greeting slots, main, busy and unavailable, and any it leaves empty fall back to the company’s own. Greetings come from your media library. Messages can be 10 to 600 seconds long, set per box, and each one records the call it came from and the call queue or menu that sent it there.
Voicemail to email works per box, as each message or as a digest with the transcript. Voicemail transcription runs automatically or on request, and voicemail transcripts are searchable. Messages are new, read or archived, and nothing is deleted automatically. Pair boxes with business hours so after-hours calls land in the right place.
Team Voicemail, Personal Voicemail, and Everything Between.
A box for each team, open to the team and its manager.
Open to everyone, or to named people, teams and roles.
On each rep’s extension, for them and their manager.
Each message by email, or a digest with transcripts.
Transcribed automatically or on request, and searchable.
Each message keeps the call and the queue or menu that sent it.
Messages stay new, read or archived until you decide.
For Teams That Share the Phones.
Business Voicemail vs One Voicemail per Phone.
| What | One voicemail per phone | With Adoptiv |
|---|---|---|
| Shared lines | One voicemail per phone: Messages land on one person’s phone | With Adoptiv: A team or shared box the right people can hear |
| Privacy | One voicemail per phone: Whoever has the phone | With Adoptiv: Access set per box |
| Greetings | One voicemail per phone: One for every situation | With Adoptiv: Main, busy and unavailable per box |
| What the call was about | One voicemail per phone: A guess from the number | With Adoptiv: The queue or menu that sent it is on the message |
| Alerts | One voicemail per phone: A light on the handset | With Adoptiv: Email per box or a digest; no text alerts |
Voicemail Boxes Questions, Answered.
What kinds of voicemail boxes are there?
Four: organization, team, role and personal. Each has its own number, greetings and list of who can listen.
Can a team share one voicemail box?
Yes. A team box is open to that team and its manager. Shared boxes can be opened to the whole workspace or to named people, teams and roles.
Can I get voicemail by email?
Yes. Each box can email you new messages, or send a digest that includes transcripts. There are no text-message alerts and no desk-phone message light.
Are voicemails transcribed?
Yes, automatically or on request, and voicemail transcripts are searchable. Digest emails carry the transcript, so you can read a message before you listen.
How long can a voicemail be?
You set it per box, anywhere from 10 seconds to 10 minutes.
How do I set up business voicemail?
Personal boxes come with each extension. Create team, role or shared boxes, record greetings, choose who can listen, and send calls there from your call flows and queues.
Who can download voicemail recordings?
Anyone on a box’s access list can listen. Downloading the file is limited to the box owner and admins.
Does voicemail get deleted automatically?
No. Messages are marked new, read or archived, and nothing is removed automatically.
What is group voicemail?
A box shared by several people, such as a team or everyone who holds a role. In Adoptiv, team, role and shared boxes all work this way.
Still have a question? A real person replies in under 60 seconds in US business hours. Talk to our team →
14-day free trial
Give Every Missed Call Somewhere to Go.
Set up your team’s boxes in the free trial. Free for 14 days, no credit card.
14-day trial · no card · migration included