Voicemail

Overview

Voicemail is a core feature of the Virtual-Call Cloud PBX that allows callers to leave messages when an extension is unavailable. You can configure voicemail at the extension level, for groups, and across the entire system to ensure professional communication even when users are away.

Prerequisites

• Administrator access to the Virtual-Call Cloud PBX
• Valid email addresses configured for voicemail notifications
• Configured extensions or groups

Extension Voicemail Configuration

Enabling Voicemail

To activate and configure voicemail for an individual extension:

1. Navigate to Extensions and Trunks → Extensions → Edit
2. Open the Voicemail tab
3. Toggle Enable Voicemail to on
4. Configure the settings as needed

Available Settings

Voicemail Greetings

Greetings by Presence Status

You can set a different voicemail greeting for each presence status:

• Available
• Away
• Business Trip
• Do Not Disturb
• Lunch Break
• Off Work

For each greeting, you can choose between Default (Follow System) or a custom recording. Use the Greeting Management link to manage your recordings and create new greetings.

Voicemail-to-Email

The voicemail-to-email feature automatically sends voicemail messages as email attachments:

Configuration Steps

1. In the extension's Voicemail tab, locate the New Voicemail Notification section
2. Select Send email notifications with attachment from the dropdown
3. Set what should happen after notification (default: Do nothing)
4. In the Send to dropdown, select User Email

Global Voicemail Settings

Global settings affect voicemail behavior across the entire system. You can find them under Call Features → Voicemail → Voicemail Settings:

Caller Options

Message Options

Greeting Options

Voicemail Number and Auto Cleanup

• Voicemail Number: Set to 9999 by default. Users can dial this number to retrieve their voicemail messages. You can disable this feature using the toggle.
• Max Number of Voicemails: Set how many voicemail messages can be stored per user (default: 100)
• Max Storage Duration: Set how long voicemail messages are kept (0 = unlimited)

Group Voicemail

Creating a Group Voicemail

Group voicemail allows multiple users to share a common voicemail box:

1. Navigate to Call Features → Voicemail → Group Voicemail
2. Click Add
3. Enter a Name and Number for the group voicemail
4. Select the Mode (default: shared by members)
5. Configure PIN authentication and voicemail options
6. Click Save

Members and Greeting

1. In the General tab, select group members from the Available list
2. Use the search function to quickly find specific users
3. Configure the group voicemail greeting via the Greeting Management link
4. Save your changes

Group Voicemail Notification

When the group voicemail receives a new message, the PBX can automatically call predefined contacts in sequence:

1. Open the Voicemail Notification tab
2. Set the Maximum Number of Call Attempts
3. Add contacts to the notification list
4. For each contact, configure:
   • Call order (notification sequence)
   • Contact number
   • Number of call attempts per contact
   • Retry interval (wait time between attempts)
5. Save the configuration

Accessing Voicemail

Users can retrieve voicemail messages in several ways:

• Virtual-Call UC Client: Listen to and manage voicemail messages directly in the desktop or mobile application
• Phone: Dial the voicemail number (default: 9999) to listen to messages
• Email: When voicemail-to-email is enabled, users receive notifications with audio attachments

Best Practices

• PIN Protection: Enable PIN authentication to prevent unauthorized access to voicemail messages.
• Keep Greetings Updated: Update your voicemail greetings regularly, especially when your presence status changes.
• Email Notifications: Use voicemail-to-email to avoid missing important messages.
• Monitor Storage Limits: Check your global storage settings regularly to prevent old messages from being deleted unnoticed.
• Group Voicemail for Teams: Use group voicemail for departments or project teams to ensure messages can be handled by multiple people.
• Configure Notifications: For group voicemail with high message volume, enable notifications to ensure fast response times.

New Features from Version 84.23.0.24

Forward Voicemail to Multiple Extensions

Users can now forward their voicemails to one or more extensions — directly from the Virtual-Call UC Client.

Additionally, voicemail playback has been improved: when listening to a forwarded voicemail via a feature code, the system now announces the forwarding source at the beginning.