⚠️ A progressive roll-out is underway. You’ll be informed when it’s time for your company to transition.
Companies that manage a high volume of outbound calls frequently encounter a common issue: most calls go to voicemail, leading agents to spend a lot of time leaving voicemails throughout the day.
To minimize repetitive tasks and empower agents to connect with more customers on a daily basis, Aircall has introduced a one-click voicemail drop feature.
When handling standard outgoing or power-dialer calls, agents have the ability to submit a pre-recorded message to the customer's voicemail after they hear the beep. Agents are autonomous in recording their custom messages, with a limitation of using microphone recordings only.
Users are able to:
- Pre-record personalized voicemail message(s)
- Manage recordings: listen, delete, rename, mark as default
- Submit voicemail drop after a beep
- View history and filter
How to access Voicemail drop
The Voicemail drop feature is currently available on the Aircall Professional plan.
It is compatible with the Aircall desktop, web, and CTI applications (iOS and Android coming soon).
Users can submit a voicemail drop when encountering an answering machine while trying to reach a customer or prospect. Simply press the voicemail drop button upon hearing the “beep”. This button is available in the Call details view if there has been at least one pre-recorded message configured in the call settings beforehand.
How to set up voicemail drop messages
To enable the voicemail drop feature, ensure that at least one message has been configured in the call settings. Voicemail drop messages can be recorded using users' microphones. It's important to note that these messages are unique to each user and will not be accessible to other users within the organization.
To record a new voicemail or modify existing ones, navigate to the settings by clicking on the name in the bottom left corner, then clicking Settings, where Voicemail Drop can be found on the Call settings page.
Limitations and tips
Before users start recording, please keep in mind the following limitations and tips:
- Only applicable for outbound calls
- Up to 10 messages can be recorded per user
- Each message can be up to 180 seconds long
- Message names should be unique and not exceed 48 characters
⚠️ Please note: some answering machines may have restrictions on voicemail length. We recommend keeping your messages short to ensure that the recipient receives it in its entirety.
Recording message for voicemail drop
The first recording will automatically become the default message, making it ready for the one-click drop. Subsequently, you can adjust the default settings if there are more messages. During the call, you can select any message from the list if the default one is not suitable.
To record a new message using the microphone, follow these steps in the Voicemail drop setting view:
- Enter recording name, up to 48 characters
- Click on Record to begin
- A 3 second countdown will pop up to notify you when recording will start
- Once the recording starts, you have a 3-minute window to speak
- Recording will stop automatically if you go beyond this time limit
- Listen the recorded message to to ensure its quality
- Click on Redo, if a re-do of the recording is needed
- Click Save to store it in the list of available messages
⚠️ Please note: we recommend double checking your microphone configuration/authorization before initiating the recording.
Manage existing voicemail drop message
By clicking on the edit icon on a recording, users have several options to manage existing voicemail messages:
- Listen - to play back the recording
- Rename - to modify the recording name
- Set as default - to establish the default voicemail message, which will be available with the one-click option
- Delete - to remove the message permanently from the list
Dropping voicemail message
⚠️ Please note: for the best experience, only tap the voicemail drop button after hearing the voicemail beep. Clicking it before can cause the message to lodge incorrectly. Check the FAQ at the bottom of this page for more tips.
Submit default message
Submit a voicemail on a customer's or prospect's answering machine in one-click using a default message configured in the Voicemail drop call settings. If you are unable to reach a contact through a regular call, you can follow these steps to leave a voicemail drop:
- Ensure that the contact's voicemail has been reached
- Wait for the voicemail beep to get optimal timing for message submission
- Upon hearing the beep, click on the "Voicemail drop" button
- The call will be automatically terminated, and a notification will be received stating "Message successfully submitted!"
- In the call details, users will be able to see that a voicemail was dropped
Submit message from the list
If a user has multiple pre-recorded messages for Voicemail drop and wishes to use one of them rather than the default one, follow the steps below to proceed:
- Ensure that the contact's voicemail has been reached
- Wait for the voicemail beep to get optimal timing for message submission
- Upon hearing the beep, click on the drop-down button on the right of the main button
- Click on the desired message from the list of available messages displayed
- The call will be automatically terminated, and a notification will be received stating "Message successfully submitted!"
- In the call details, users will be able to see that a voicemail was dropped
View history & filter
When viewing the Inbox, users can easily identify an outbound call with a voicemail drop in either the Conversations or Calls page by the icon placed in front of it:
For efficient searching, you can further narrow down your results in the Calls page by applying a filter for Call types > Voicemail submitted. This selection will show only the calls where a voicemail drop has been submitted:
Errors
Errors may exceptionally occur when utilizing this feature:
- During recording: The message could not be saved due to an error, please try again later.
- During recording deletion: The message could not be deleted due to an error, please try again later.
- During modification - rename/ set as default: The message could not be updated due to an error, please try again later.
- During the submission: The message could not be submitted due to an error, please try again later.
If you encounter any of these errors, we recommend trying the operation again after some time. If the issue persists, please reach out to the Aircall Support Team.
FAQ
Respecting the timing of dropping the Voicemail message is crucial to ensure that the outcome aligns with expectations. Below are some common questions and answers regarding this feature:
Q: What happens if the person I call answers the phone, but I accidentally click the voicemail drop button during the call?
A: Once you click the voicemail drop button, the call will be terminated on your end immediately. However, the person you called will remain on the line and hear the voicemail recording. Once the recording finishes, the call will also end for your contact. It's important to note that no voicemail message will be left in this scenario.
Q: Can I drop a voicemail if the call is warm-transferred?
A: No
Q: Can I drop a voicemail for an internal call?
A: No
Q: What occurs if I press the voicemail drop button before the “beep”?
A: If you click the button before the “beep,” your recipient may not receive the recording or the recording will be incomplete.
Q: What happens if I speak first after the "beep" on the answering machine and then click the voicemail button?
A: Your contact will receive both your spoken message and the pre-recorded message.
Q: What will occur if I wait for an extended period after the "beep" before clicking the voicemail drop button?
A: Occasionally, even after clicking the voicemail drop button, your message may not be transmitted to the recipient if too much time elapses after the “beep”. This is because the system may interpret the delay as an absence of a message, leading to the call being disconnected from the recipient's end while you remain connected on your end.
Q: Can I request to disable Voicemail Drop for my account?
A: Yes. An admin will need to request this change by creating a Support ticket.