Updating your voicemail greetings

In this article, you'll learn how to change the voicemail greetings callers hear when nobody picks up, how to record one in your own voice, and how to set the closed days that switch your phones to the after-hours greeting. A greeting with your business name and a clear next step gets you more messages and fewer hang-ups.

Your greetings belong to the whole company, not to one number. Whatever you set here plays on all of your numbers. You can type the words and let the CRM record them in a natural-sounding voice, or record them yourself.

To open your voicemail greetings on the web:

  1. In the menu, click Phone. This opens the Phone numbers settings page.
  2. Scroll down to the Voicemail greetings card.

To open them in the phone app:

  1. Open the menu and tap the gear at the bottom.
  2. Under Settings, tap Phone numbers, then scroll down to Voicemail greetings.
Note: On a phone's web browser, Phone in the menu opens the dialer instead. Open Settings and pick Phone numbers from the list.

The three greetings

The card has three boxes, one for each moment a caller might reach your voicemail:

  • During business hours plays when a call comes in while you're open and nobody picks up.
  • After hours plays outside a number's hours, or on a closed day.
  • After-hours urgent prompt plays after the after-hours greeting, but only on numbers that let callers press 1. Use it to tell people what pressing 1 does.

Which of the first two a caller hears depends on the hours set for the number they called. You set those on each number's Hours tab. See Choosing who your calls ring.

Changing the words of a greeting

  1. Click into the box for the greeting you want to change and type the new words. A greeting can be up to 500 characters.
  2. Under the box you'll see Save to record these words. Click Save and record.
  3. Wait a few seconds while it records. On the web the button reads Recording… while it works.
  4. When it's done, the button reads Recorded. On a computer a player appears under the box. On a phone you get a Play recording button instead.
Changing the words of a greeting
Tip: Say your business name in the first few words, and tell callers what happens next, like "leave your name and number and we'll call you back today."
Note: Until a greeting has been recorded, callers still hear your words, just read by a standard computer voice. You'll see Not recorded yet under the box when that's the case. If you change the words and don't save, callers keep hearing the last version you saved.

Going back to the default wording

If you've changed a greeting and want the original back, click Use the default next to the save button. The CRM swaps in the default words and records them again. The link only shows on greetings you've changed.

Recording a greeting in your own voice

Under each greeting there's a row of buttons for recording it yourself. When a greeting is playing your recording, the row is headed Playing your own recording.

The Voicemail greetings card, with Record and Record with phone under each greeting
The Voicemail greetings card, with Record and Record with phone under each greeting

Recording on this device

This works on the web and in the app, using the microphone of whatever you're on.

  1. Click Record under the greeting. If your browser asks to use the microphone, allow it.
  2. Click Record again to start. You'll see Recording and a timer. Say your greeting, then click Stop. A recording stops on its own at two minutes.
  3. Listen back with the player. Click Use this recording to save it, Re-record to try again, or Cancel to keep what you had.

Recording with your phone from a computer

This option is on the web only.

  1. Click Record with phone under the greeting. A QR code appears.
  2. Scan it with your phone's camera. It opens a recording page for that one greeting. The link works for 30 minutes.
  3. On your phone, press Record, say your greeting, press Stop, listen back, and tap Use this recording.
  4. The page says Saved. and the card on your computer updates on its own.
Getting the QR code to record on your phone

Going back to the standard voice

Click Default in the same row. The standard voice reads your current words again and replaces your recording. Typing new words and clicking Save and record does the same.

Setting closed days

Closed days are holidays and other days you're not working. On a closed day, every number answers with the After hours greeting all day, even numbers that are normally always open. The Closed days card is further down the same page.

To add a closed day on the web:

  1. In the Closed days card, pick the day in Date.
  2. Type a Name, like "Christmas". If you leave it blank, it's saved as "Closed".
  3. Click Add closed day.

In the app: under Add a closed day, type the date like 12/25/2026, add a name, and tap Add closed day.

To take a day off the list, click Remove next to it.

Adding a closed day
Tip: Add your holidays for the year in one go. It takes a minute and saves you from forgetting the night before.

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