Voicemail

Overview

When a call isn't answered within the ring timeout, the caller hears a greeting and can leave a message. VINSI saves the recording, transcribes it, emails it (with the audio attached), lights the message light on desk phones, and shows it in the softphone and dashboard.

Voicemail is available for phone numbers on VINSI's Telnyx network. Each member has one voicemail box shared by all their devices.

Set Up Voicemail

For a Member

1. Go to CRM → Admin → Phone Settings → Member Phones (administrators).
2. Make sure the member has a phone number and Inbound is on.
3. Turn on the VM switch, then click Set up (or Edit VM).
4. Set Ring timeout — seconds to ring before voicemail answers (5–120, default 25).
5. Create the greeting (below) and click Save voicemail.

Per-phone options — voicemail on/off, ring seconds, and extra email recipients — are also in Edit Phone → Voicemail for desk phones.

Create a Greeting

1. Choose a Voice (ElevenLabs voices first, then other providers).
2. Type the Greeting script (up to 800 characters), or click AI Generate to draft one. Use AI Polish to tidy wording.
3. Click Preview to hear it.
4. Click Save voicemail. The current saved greeting has its own player so you can check it anytime.

Hunt Groups & Main Line

• Hunt groups — edit the group in Hunt Groups and use Set Up Greeting in its Voicemail section. Set a Notification email and CC recipients. See Hunt Groups.
• Main (default) line after hours — in Phone Settings → Settings → Business Hours, choose Voicemail for after-hours calls, then Set Up Greeting and fill in Voicemail notification emails.
• Call queues — callers can overflow to voicemail; set the queue's notification email. See Call Queues.

Email Notifications

Each new voicemail sends an email titled New voicemail from <caller> with:

• Caller, length, and time received (in your organization's time zone).
• The transcript (if it's still processing, the email says so).
• A Play Voicemail button — works without signing in and expires after 7 days.
• The message as an MP3 attachment (when conversion finishes in time).

Members using the VINSI mobile app also get a push notification.

Listening to Voicemail

Softphone

Click the envelope icon in the softphone header (a red badge shows unread messages). Search by caller, number, or transcript; sort by From, When, or Length; click Play (marks it read) or the trash icon to delete.

Voicemail Page

Phone → Voicemail lists voicemails addressed to you under Inbox and Archived, with the transcript and a player for each. Use Download (MP3), Archive / Restore, or Delete (permanent).

Desk Phone (*97)

Press the Message key or dial *97. You hear how many messages you have; each plays with the date and time it was received. Press a key at any time:

If you don't press anything, the next message plays after a few seconds. The newest 20 messages are available by phone.

Admin Voicemails Tab

Administrators can see every voicemail in the organization — members, hunt groups, queues, and after-hours — in Phone Settings → Voicemails. Filter by recipient, switch between Inbox and Archived, page through results (25, 50, or 100 per page), and play, download, archive, restore, or delete on anyone's behalf.

Missed Calls

When a call rings out and no voicemail is left, the member gets a Missed call from <caller> email with a Call Back button that opens the softphone. Every missed call also appears in the softphone's Missed calls list and the call logs.

Troubleshooting