Voicemail is a step in your line’s call flow. You decide where callers reach voicemail, and what greeting they hear, by adding a Voicemail step to the flow.
What is Voicemail
Voicemail lets callers leave messages when you can’t answer. Messages are automatically transcribed and sent to your email with the audio recording. Customize your greeting to match your brand. Key benefits:- Automatic voicemail transcription
- Custom greeting messages
- Email notifications with recordings
- Smart voicemail with AI summaries
How to set up voicemail
1
Open your line's call flow
Go to web.withallo.com, then Settings and Numbers, and pick the line. Scroll to Call flow and select Open designer.
2
Add a Voicemail step
Add a Voicemail step on the branch where callers should reach voicemail, usually If missed under Ring this line, or Closed under Business hours.
3
Set the greeting
Select the Voicemail step, then select Edit on the audio row. Record your greeting, upload an MP3 or WAV file, or write the text and let Allo read it out. See recordings and audio.
4
Save
Select Save in the top right. The flow goes live on the next call.
Voicemail messages are transcribed automatically. You receive both the audio and text via email.
Custom greeting messages
Writing effective greetings
Professional greeting template: Hello, you’ve reached [Your Name] at [Company Name]. I’m unable to take your call right now. Please leave your name, number, and a brief message, and I’ll return your call as soon as possible. Casual greeting template: Hi, this is [Your Name]. Sorry I missed your call. Leave me a message and I’ll get back to you soon. Out of office greeting: Thank you for calling [Company Name]. Our office is currently closed. Our business hours are [hours]. Please leave a message or call back during business hours.Best practices
Keep it short:20-30 seconds maximum. Callers want to leave their message quickly. Be clear:
State your name, that you can’t answer, and what they should do. Set expectations:
Tell them when to expect a callback. “I’ll return your call within 24 hours.” Update regularly:
Change your greeting for holidays, vacations, or extended absences. Professional tone:
Even casual greetings should be clear and polite.
Smart voicemail
What is smart voicemail
Smart voicemail uses AI to transcribe and summarize voicemail messages. You get:- Full text transcription
- AI summary of key points
- Caller information
- Suggested actions
What you receive
After someone leaves a voicemail, you get:
Email notification
Sent to your registered email address
In-app notification
Alert in Allo app with badge
Audio recording
Full voicemail audio file
Transcription
Text version of the message
Email notifications
What’s included:- Caller name (if known)
- Caller phone number
- Date and time of call
- Voicemail transcription
- Link to audio recording
- AI summary
Voicemail settings
- Activation
- Custom Messages
- Notifications
When voicemail activates
A caller reaches voicemail when the call flow sends them to a Voicemail step. Where you place the step decides when that happens:Unanswered calls
Put the Voicemail step on the If missed branch of a Ring this line step. When nobody picks up within the ring duration, the caller goes to voicemail.Outside business hours
Put the Voicemail step on the Closed branch of a Business hours step. Callers who ring while you are closed go straight to voicemail.Route by schedule and by callerNo key pressed in a phone menu
Put the Voicemail step on the No selection branch of a Phone menu step, for callers who press nothing or press the wrong key.Voicemail vs. AI Receptionist
Each branch of your call flow ends in one or the other. You can use both on the same line, for example AI Receptionist on If missed and voicemail on Closed.When to use voicemail
Best for:- Simple message collection
- Starter plan users
- Traditional business model
- Callers who prefer leaving messages
When to use AI Receptionist
Best for:- 24/7 customer service
- Answering common questions
- Collecting specific information
- Modern, interactive experience
Access voicemail messages
In the Allo app
- Open Allo app
- Go to Inbox tab
- Voicemails appear with other call records
- Tap a voicemail to:
- Listen to audio
- Read transcription
- View AI summary
- Call back
Via email
- Check your email inbox
- Find voicemail notification from Allo
- Read transcription in email
- Click link to listen to recording
Voicemail history
All voicemails are saved in:- Allo app inbox (indefinitely)
- Email inbox (until you delete)
- Connected CRM (if integrated)
Troubleshooting
Voicemail not activating
Voicemail not activating
Check the call flow:
- The flow has a Voicemail step on the branch the caller takes, for example If missed or Closed
- That branch does not lead to an AI receptionist, Forward or Hang up step instead
- The flow is saved: the header does not show Unsaved
Custom greeting not playing
Custom greeting not playing
Common causes:
- The flow was not saved after editing the greeting
- The uploaded file is not MP3 or WAV, so it plays as silence
- The greeting was set on a different Voicemail step than the one the caller reaches
- Open the line’s call flow and select the Voicemail step on the right branch
- Select Edit on the audio row and set the greeting again
- Select Save
- Test by calling yourself
Not receiving email notifications
Not receiving email notifications
Verify email settings:
- Check email address in Settings > Profile
- Look in spam/junk folder
- Verify email is spelled correctly
Transcription is inaccurate
Transcription is inaccurate
Why this happens:
- Poor audio quality
- Background noise
- Caller speaking unclearly
- Strong accents or language mixing
Can't access voicemail recordings
Can't access voicemail recordings
Check these items:
- Recording links expire after 90 days
- Internet connection is active
- Link wasn’t modified or truncated
Want to change voicemail greeting
Want to change voicemail greeting
The greeting is set on the Voicemail step of your line’s call flow:
- Go to web.withallo.com, then Settings and Numbers, and pick the line
- Scroll to Call flow and select Open designer
- Select the Voicemail step, then Edit on the audio row
- Record, upload or write the new greeting
- Select Save
Need help?
Contact support
Get help with voicemail settings