> ## Documentation Index
> Fetch the complete documentation index at: https://help.withallo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Voicemail

> Set up voicemail and customize greeting messages

## 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

Available on both Starter and Business plans.

***

## Setup voicemail

<Steps>
  <Step title="Open Settings">
    Go to **Settings** in the Allo app
  </Step>

  <Step title="Select Voicemail">
    Navigate to **Settings** > **Voicemail**
  </Step>

  <Step title="Activate voicemail">
    Selct voicemail to activate it instead of AI Receptionist for example.
  </Step>

  <Step title="Choose greeting type">
    Select your voicemail greeting:

    * **Default greeting** - Standard Allo message
    * **Custom message** - Your personalized greeting
  </Step>
</Steps>

<Info>
  Voicemail messages are transcribed automatically. You receive both the audio and text via email.
</Info>

***

## 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

Available automatically on all voicemail messages.

### What you receive

After someone leaves a voicemail, you get:

<CardGroup cols={2}>
  <Card title="Email notification" icon="https://mintcdn.com/themobilefirstcompany/yN5XCm7zDDPr0-yn/media/allo-icons/enveloppe-closed-fill.svg?fit=max&auto=format&n=yN5XCm7zDDPr0-yn&q=85&s=e353f691f8417e7199b001b11ac142a8" width="24" height="24" data-path="media/allo-icons/enveloppe-closed-fill.svg">
    Sent to your registered email address
  </Card>

  <Card title="In-app notification" icon="https://mintcdn.com/themobilefirstcompany/yN5XCm7zDDPr0-yn/media/allo-icons/bell-ringing.svg?fit=max&auto=format&n=yN5XCm7zDDPr0-yn&q=85&s=af40a7ae84c0f943bf5147c644579c2c" width="24" height="24" data-path="media/allo-icons/bell-ringing.svg">
    Alert in Allo app with badge
  </Card>

  <Card title="Audio recording" icon="https://mintcdn.com/themobilefirstcompany/RgYoir1kmfhXIZ06/media/allo-icons/Waveform.svg?fit=max&auto=format&n=RgYoir1kmfhXIZ06&q=85&s=5c43cc5d913d39201b03a7ef19577fbf" width="24" height="24" data-path="media/allo-icons/Waveform.svg">
    Full voicemail audio file
  </Card>

  <Card title="Transcription" icon="https://mintcdn.com/themobilefirstcompany/yN5XCm7zDDPr0-yn/media/allo-icons/note-pencil.svg?fit=max&auto=format&n=yN5XCm7zDDPr0-yn&q=85&s=68a76a25bbaa28219119e0258b2b6d2c" width="24" height="24" data-path="media/allo-icons/note-pencil.svg">
    Text version of the message
  </Card>
</CardGroup>

### 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

**Configure email:** Set your email in **Settings** > **Profile** > **Work email**

**Disable email notifications:** Contact support to turn off voicemail emails.

***

## Voicemail settings

<Tabs>
  <Tab title="Activation">
    ## When voicemail activates

    Configure when callers reach voicemail:

    ### Unanswered calls

    **Settings** > **Unanswered Calls** > **Voicemail**

    When you don't answer within a set number of rings, calls go to voicemail.

    ### Outside business hours

    **Settings** > **Business Hours** > **Outside Business Hours** > **Voicemail**

    Automatically send calls to voicemail when you're closed.

    [Learn more about Business Hours](/en/call-features/call-management#business-hours)

    ### When busy

    **Settings** > **When you are busy** > **Voicemail**

    If you're on another call, new callers go to voicemail.

    ### Gatekeeper integration

    **Settings** > **Gatekeeper** > **Custom Message**

    If using Gatekeeper, you can customize the message callers hear before leaving voicemail.

    [Learn more about Gatekeeper](/en/call-features/call-management#gatekeeper)
  </Tab>

  <Tab title="Custom Messages">
    ## Customize voicemail greetings

    ### Access custom messages

    1. Go to **Settings**
    2. Tap on your **phone number**
    3. Select **Gatekeeper** (if active) or **Unanswered calls**
    4. Tap **Custom Message**

    ### Text-to-speech greeting

    **How it works:**

    * Type your greeting message
    * AI reads it with natural voice
    * Adjustable voice and tone

    **Character limit:**\
    500 characters maximum

    **Voice options:**

    * Multiple voice choices
    * Male or female voices
    * Different accents available

    ### Change greeting message

    You can update your greeting anytime:

    1. Go to voicemail settings
    2. Edit the custom message text
    3. Save changes
    4. New greeting is active immediately

    ### Multiple greetings

    Set different greetings for:

    * Business hours vs. after hours
    * When using Gatekeeper
    * When busy on another call

    Each context can have its own custom message.

    ### Message preview

    **Test your greeting:** Call your own number to hear how it sounds to callers.

    Adjust wording, pacing, or voice if needed.
  </Tab>

  <Tab title="Notifications">
    ## Voicemail notifications

    ### Email notifications

    **Automatic emails:** Every voicemail sends an email with:

    * Caller information
    * Transcription
    * Audio recording link
    * AI summary

    **Set email address:**

    1. Go to **Settings** > **Profile**
    2. Tap **Work email**
    3. Enter your email address
    4. Save

    **Multiple email recipients:** Contact support to add additional email addresses for voicemail notifications.

    ### In-app notifications

    **Push notifications:** Receive instant alerts on your phone when you get a voicemail.

    **Enable notifications:**

    1. Go to phone settings
    2. Find Allo app
    3. Enable notifications

    **Badge counter:** Allo app icon shows number of unread voicemails.

    ### Notification settings

    **Disable specific notifications:**

    * Turn off email notifications: Contact support
    * Turn off push notifications: Phone settings
    * Keep in-app badge: Always visible

    **Do not disturb:** Use phone's Do Not Disturb mode to silence voicemail alerts temporarily.
  </Tab>
</Tabs>

***

## Voicemail vs. AI Receptionist

You must choose between voicemail and AI Receptionist. Both cannot be active simultaneously.

| Feature                | Voicemail          | AI Receptionist          |
| ---------------------- | ------------------ | ------------------------ |
| Availability           | Starter & Business | Business only            |
| Caller experience      | Leave message      | Interactive conversation |
| Information collection | One-way message    | Can ask questions        |
| Transcription          | Yes                | Yes                      |
| Custom greeting        | Yes                | Yes                      |
| Answer questions       | No                 | Yes                      |
| Pricing                | Included           | Business plan required   |

### 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

[Learn more about AI Receptionist](/en/call-features/ai-receptionist)

***

## Access voicemail messages

### In the Allo app

1. Open Allo app
2. Go to **Inbox** tab
3. Voicemails appear with other call records
4. Tap a voicemail to:
   * Listen to audio
   * Read transcription
   * View AI summary
   * Call back

### Via email

1. Check your email inbox
2. Find voicemail notification from Allo
3. Read transcription in email
4. 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

<AccordionGroup>
  <Accordion title="Voicemail not activating">
    **Check these settings:**

    * Voicemail toggle is ON in Settings
    * Not using AI Receptionist instead
    * Business hours configured correctly (if using)

    **Test:** Call your number and don't answer to verify voicemail plays.
  </Accordion>

  <Accordion title="Custom greeting not playing">
    **Common causes:**

    * Still using default greeting setting
    * Custom message not saved properly
    * Message exceeds character limit

    **Solution:**

    1. Go to voicemail settings
    2. Select "Custom message"
    3. Re-enter your greeting
    4. Save and test by calling yourself
  </Accordion>

  <Accordion title="Not receiving email notifications">
    **Verify email settings:**

    1. Check email address in Settings > Profile
    2. Look in spam/junk folder
    3. Verify email is spelled correctly

    **Whitelist Allo:** Add Allo's email address to your contacts to prevent spam filtering.
  </Accordion>

  <Accordion title="Transcription is inaccurate">
    **Why this happens:**

    * Poor audio quality
    * Background noise
    * Caller speaking unclearly
    * Strong accents or language mixing

    **What you can do:** Listen to the audio recording for accurate information. Transcription is a convenience feature, not always perfect.
  </Accordion>

  <Accordion title="Can't access voicemail recordings">
    **Check these items:**

    * Recording links expire after 90 days
    * Internet connection is active
    * Link wasn't modified or truncated

    **Solution:** Voicemails remain in Allo app inbox even if email links expire.
  </Accordion>

  <Accordion title="Want to change voicemail greeting">
    You can update anytime:

    1. Go to Settings > your phone number
    2. Select context (Unanswered calls, Gatekeeper, etc.)
    3. Tap Custom Message
    4. Edit the text
    5. Save

    Changes are immediate.
  </Accordion>
</AccordionGroup>

***

## Need help?

<CardGroup cols={2}>
  <Card title="Contact support" icon="https://mintcdn.com/themobilefirstcompany/yN5XCm7zDDPr0-yn/media/allo-icons/chat-bubble.svg?fit=max&auto=format&n=yN5XCm7zDDPr0-yn&q=85&s=d1817ba8f8b3a0d440cf67199eb899cd" href="/en/support/contact" width="24" height="24" data-path="media/allo-icons/chat-bubble.svg">
    Get help with voicemail settings
  </Card>
</CardGroup>