Create Group Voicemail:

Name: Sales Team Voicemail
Extension: 5000
PIN: 1234 (shared by team)
Email: [email protected]
Description: Main sales team voicemail

Max Message Length: 5 minutes
Max Messages: 100
Notification: Email to distribution list
Attach Audio: Yes
Delete After Email: No (keep on server)
Transcription: Yes (if available)

Add Team Members:

Access Level Options:
- Full Access: Listen, delete, manage settings
- Listen Only: Check messages, cannot delete
- Manager: Full access + add/remove members

John Smith: Full Access
Sarah Johnson: Full Access
Mike Davis: Manager

Email Notifications:
- John: Yes ([email protected])
- Sarah: Yes ([email protected])
- Mike: Yes + SMS ([email protected] + 555-1234)

Delivery:
- Immediate: Send email immediately
- Digest: Hourly summary
- None: No individual emails (check manually)

Member Management:

• Add new team members as needed
• Remove when leaving team
• Update permissions by role
• Managers can add/remove members
• Audit access regularly

Group Voicemail Greetings:

Recording Greetings:

Example Greeting:

"Thank you for calling the sales department at Acme Corporation. 
Our office hours are Monday through Friday, 9 AM to 5 PM. 
Please leave your name, phone number, and a brief message, 
and a member of our sales team will return your call within one business day. 
For immediate assistance, press 0 to reach our receptionist. 
Thank you!"

"Thank you for calling the Acme Corporation sales department. 
You have reached us outside of our normal business hours. 
Our office is open Monday through Friday, 9 AM to 5 PM Eastern Time. 
Please leave a detailed message and we will return your call 
on the next business day. For urgent matters, please email 
[email protected]. Thank you!"

Greeting Best Practices:

• State team/department name
• Provide office hours
• Set return call expectations
• Offer alternative contact methods
• Keep greeting current (update for holidays)
• Professional, friendly tone
• Clear speaking, moderate pace

Accessing Group Voicemail:

Method 1: Direct Dial

1. Dial group voicemail extension: 5000
2. During greeting, press: *
3. Enter shared PIN: 1234#
4. Access voicemail menu

Method 2: Feature Code

1. Dial: *99 (access other mailbox)
2. Enter mailbox number: 5000#
3. Enter PIN: 1234#
4. Access menu

Method 3: Web Portal

1. Log into user portal
2. Navigate to: Voicemail > Group Mailboxes
3. Select: Sales Team Voicemail
4. View messages, play, download
5. Manage settings (if manager permission)

Method 4: Email

- Messages delivered to: [email protected]
- Distribution list includes all members
- Listen in email, download attachment
- No PIN needed for email access

Access Permissions:

• All members share same PIN
• Web portal uses individual login
• Email delivery to configured addresses
• Audit logs track access

Sales Team Voicemail:

Configuration:

Name: Sales Team
Extension: 2000
Members: 8 sales reps + 1 manager
PIN: 2468
Email: [email protected]

Workflow:

1. Prospect calls sales line (2000)
2. No answer → Group voicemail
3. Leaves message with interest
4. Email sent to all sales reps
5. First available rep responds
6. Marks message as handled

Benefits:

• No missed opportunities
• Fast response (anyone can handle)
• Coverage during lunch, meetings
• Team visibility of all inquiries
• Distribute workload evenly

Integration:

• CRM: Attach voicemail to contact record
• Lead distribution: Assign based on territory
• Reporting: Track response times

Support Department Mailbox:

Configuration:

Name: Technical Support
Extension: 3000
Members: 12 support agents + 2 supervisors
PIN: 3579
Email: [email protected]

Workflow:

1. Customer calls support (3000)
2. All agents busy → Voicemail
3. Leaves technical issue description
4. Email to support team
5. Agent checks priority/complexity
6. Takes case, responds

Prioritization:

• Urgent messages: Subject line flagged
• VIP customers: Identified by caller ID
• Critical issues: Keywords in transcription
• Escalation: Manager notified if high priority

Metrics:

• Response time tracking
• Message volume by day/time
• Agent workload distribution
• Customer satisfaction

After-Hours Messages:

Configuration:

Name: After Hours General
Extension: 1000 (main number after hours)
Members: On-call staff rotation
PIN: 1357
Email: [email protected]

Time Routing:

Business Hours (9 AM - 5 PM):
→ Ring reception, if no answer → personal voicemail

After Hours (5 PM - 9 AM):
→ Ring on-call mobile (3 rings)
→ If no answer → Group voicemail
→ Email to on-call person

On-Call Rotation:

• Week 1: John (email + mobile SMS)
• Week 2: Sarah (email + mobile SMS)
• Week 3: Mike (email + mobile SMS)
• Auto-updates based on schedule

Emergency Escalation:

• Critical keywords → SMS alert
• VIP callers → Immediate notification
• Multiple missed calls → Escalate to manager

Project-Specific Voicemail:

Configuration:

Name: Website Redesign Project
Extension: 7100
Members: Project team (5 people)
PIN: 7890
Email: [email protected]
Duration: Temporary (6-month project)

Use Case:

• External vendor needs to reach team
• Client feedback line
• Stakeholder input
• Cross-department coordination

Lifecycle:

1. Create: At project kickoff
2. Populate: Add team members
3. Publicize: Share extension with stakeholders
4. Monitor: Team checks regularly
5. Archive: At project end, export messages
6. Delete: Remove mailbox after project complete

Benefits:

• Centralized project communications
• Temporary (doesn't clutter main system)
• Team collaboration
• Easy to add/remove members as team changes