How to Manage and Drop Outbound Voicemail with CloudCall o1

The Voicemail Drop features in CloudCall o1 allow you to leave a pre-recorded voicemail message with just a click from the softphone, helping you save time and maintain consistency in your communication.

This article explains how to set up Voicemail Drop from the CloudCall o1 Softphone and how to drop those voicemails when a contact doesn't pick up the phone.

Personal and Shared Voicemail Drop Messages

🔒 Personal Voicemail Drops: All users can use up to 3 personal voicemail drop messages.

👥 Shared Voicemail Drops: Admins and Supervisors can create up to 2 shared voicemail drops per team.

Admin user types can view all Shared voicemail drops, create and assign Personal voicemail drops to users or shared voicemail drops to teams, which are automatically inherited by all team members.

3 Methods for Creating Voicemail Drops

🗣️Text-To-Speech (TTS): Type a message under 5 min long and generate an AI voice speaking it. 

🎶 Upload an audio file: Upload a previously recorded MP3 file. Keep it under 5 MB and 5 min.

🎙️ Record a new message: Record a message with your device's microphone. Keep the file under 15 MB and 5 min. 

How to Enable and Create Shared Voicemail Drops in the Workspace

⛔To use Shared Voicemail Drops, an Admin must enable the feature at both the Company Settings level and at the User level for each individual who will need to drop outbound voicemail messages.

1) Log into the CloudCall o1 Workspace and navigate to Settings > Company Settings

2) In the Voicemail Drop Settings menu, toggle ON the "Enable Voicemail Drop" option.

3) Click the + Add Voicemail Drop button.

4) Give the message a name such as 'Tech Sales Outreach' or 'Follow-Up Message' for easy identification.

5) Select the team(s) you'd like to make this voicemail available to from the Select Teams dropdown.

6. a) Click the Text-to-Speech Voicemail radio button.

• Type the message into the text box and click Preview.
• Listen to the AI voice speaking your typed message.

6. b) Click the Audio radio button

• In the Record tab, click the Record button and say your message into your device microphone.
• Click Play to listen to your recording and if you like it click Save. If you don't click Delete and re-record until you're happy with the message. 

7) View or Update your message(s) in the Voicemail Drop List.

• Click the View icon in the Actions column to open the Voicemail Drop details window. There, you can listen to the recording, see the message length, when it was created, and which user created it. 
• Click the Update icon in the Actions column to open the Update Voicemail Drop window. There, you can rename the message, reassign it to a team of choice, re-create and save the message. 

How to Enable Personal Voicemail Drops in the Workspace

⛔ To leave Personal Voicemail Drops, the feature must be enabled for individual users.

1) In the CloudCall o1 Workspace, navigate to Users and click the Edit button in the Actions column for the user who will need to drop outbound voicemail messages. 

2) Click the Permissions tab in the user's profile

3) Click the Voicemail Drop tab on the left to the Voicemail Drop List for the user

4) Toggle ON the "Enable Voicemail Drop" option 

5) Add, View, and Update the user's voicemail drop messages here, as needed. 

How to See Voicemail Drops in Workspace Reports

No need to wonder, "Did the agent leave a message?" Admins and Supervisors can see Voicemail Drop Name in the Live Feed > Direct Call Logs table.  

How to Create a Voicemail Drop in the Softphone or Mobile App

↔️ Voicemail drops created in the softphone sync with the workspace voicemail drop library and vice versa.

1) Open the CloudCall mobile app and navigate to Calls > Menu (≡) > Voicemail.

2) In the Voicemail page, switch to the Voicemail Drop tab. Here, you’ll see a list of both personal and shared outbound messages available:

• • Personal messages (marked with a lock icon) are editable.
  • Shared messages (marked with a share icon) are grayed out and cannot be edited by Agents.

3) To edit an existing personal message, tap the menu (⋮) next to it and select Edit.

4) Update the Voicemail Drop Name. 
5) Delete the existing recording and tap the record icon to create a new message. Make sure it sounds professional yet approachable, for example, "Hi, this is Ryan from CloudCall I came across your profile and think you’d be a great fit for an exciting opportunity. Give me a call back or send a text to this number when you can. Looking forward to speaking with you!"

6) Tap the play icon to listen to your recording. If satisfied, tap Save.

How to Drop a Voicemail from the Softphone or Mobile App

1) Make an outbound call.

2) When they don’t pick up, you will see the DROP VOICEMAIL option on the call progress screen under the End button. Tap it to drop your recorded message.

3) Once the voicemail drop is delivered, the call disconnects automatically.