Every person's extension gets its own voicemail box automatically. Shared phones, such as a lobby or warehouse phone, don't have one. You listen to your messages in the browser phone, where each one comes with a written transcript and a short summary.
When calls go to voicemail
A call goes to your voicemail when:
- nobody answers on any of your devices within your extension's ring time, or
- you've set your status to Do not disturb.
Your administrator can send unanswered calls somewhere else instead, such as a colleague or a ring group, and can set how long your phones ring first. See Forwarding, follow-me & Do not disturb.
Check your voicemail
Open Phone in the sidebar and select the Voicemail tab.
Your messages are listed newest first. Each one shows who called, the date and time, and how long the message is. New messages have a blue dot and are highlighted. With no messages you'll see "No voicemail. Missed calls that go to voicemail appear here." The list refreshes by itself every few seconds.
Open a message
Select it. Opening a message marks it as heard, and the blue dot goes away.
Listen
Use Play and Pause, the buttons that skip back and forward 15 seconds, or drag the progress bar to any point.
Read it instead
The Transcript & summary card shows what the caller said. See Transcripts & summaries.
Call back or delete
Call the person back from the Calls tab or the dialer. To delete the message, select the delete icon and confirm Delete this voicemail?
Note
If you've turned on two-factor authentication, you must enter your code before voicemail will play. Messages only play for signed-in users, and there are no public links to them.
Transcripts & summaries
When you open a message, intSignal Connect writes out what the caller said and adds a one- or two-sentence summary: who called, why, and any callback number or urgency they mentioned. You can triage your voicemail at a glance, and listen only when you need to.
- The first three lines of the transcript show in the card. Select Show full transcript for the rest.
- The transcript is created the first time anyone opens the message, then kept, so it opens instantly after that.
- "No speech was detected in this message." means the caller didn't say anything, for example because they hung up after the beep.
- If the card says transcription isn't available right now, you can still play the message. Contact intSignal if it keeps happening.
Live calls can get the same treatment: real-time transcripts, recaps and follow-ups. See Live transcripts & call notes and the AI voice suite for business calls.
Email alerts for new voicemail
When voicemail email alerts are turned on for your workspace, you get an email a few minutes after each new message arrives. It goes to the email address you sign in with, and it's titled New voicemail from the caller, followed by the message length.
The email shows who called, how long the message is and when it arrived, with a Listen in your inbox link that opens Phone. The recording isn't attached. Messages stay inside your account, where only you can play them. Each message is emailed once.
If you don't receive these emails, check your spam folder first, then ask your administrator to confirm with intSignal that voicemail alerts are on for your workspace.
Set your greeting
Callers hear your greeting before they leave a message. Until you set one, they hear a standard greeting.
Open the greeting
In Phone → Voicemail, the Greeting bar above your messages shows default or ✓ custom. Select ✨ Set greeting.
Create the audio
Choose one of these:
- Generate with AI. Type what you want to say, for example "You've reached Dana Lee in Accounts. Leave your name, number and a short message and I'll call you back today.", then pick a voice.
- Upload a file. Choose a recording you've already made, in any common audio format, up to 15 MB.
Add background music (optional)
Pick Subtle, Medium or Loud, and select Mix in.
Check and save
Select Preview to hear it, then Use this audio. The bar now shows ✓ custom.
To go back to the standard greeting, select Remove on the Greeting bar.
If you see "The AI voice isn't available on this workspace yet.", upload a recording instead, or ask your administrator about turning on AI voices.
What makes a good greeting
Say your name and team, when the caller can expect a reply, and who to contact if it's urgent. Keep it under 20 seconds. If you're away for a while, set a greeting that says when you'll be back, and remember to change it when you return.
Setting a greeting for someone else
Owners and admins can set the greeting on any mailbox. Go to Admin → Settings, open People & Phones → Extensions, expand the extension, and select ✨ AI / upload greeting under Voicemail settings. It works the same way as the steps above.
How many messages you can keep
Your mailbox keeps a limited number of messages, 50 by default. When it's full, the oldest messages you've already heard make room for new ones. Delete messages once you've dealt with them, so nothing new ever has to wait for space.
Deleting a message also removes its transcript and summary.
Troubleshooting
| Problem | What to do |
|---|---|
| My Voicemail tab is empty but people say they left messages | Check that your administrator assigned you the extension those callers reached. You only see the mailbox of the extension assigned to you. |
| Calls never reach voicemail | Your extension might forward unanswered calls elsewhere. Ask your administrator to check Forward if no answer. |
| A message won't play | If you use two-factor authentication, sign in again and enter your code. Then reload the page. |
| No transcript appears | Open the message again. If it still says transcription isn't available, contact intSignal. |
| I can't dial in to check voicemail from a desk phone | Voicemail is checked in intSignal Connect, from any browser, and through the email alerts. |