Here are the steps to set up voicemail. 

About Voicemail

Your office has one general voicemail box in addition to each phone having its own personal voicemail box. These voicemail greetings are controlled by the Office Hours you set in Weave.

Weave recommends that you set up the following voicemail greetings:

Type of Greeting Description
Open Hours
This greeting typically plays during your designated open hours if no one answers the phone. This may be different depending on the customizations you set up for your phone system.
Closed Hours
This greeting typically plays during your designated closed hours. This may be different depending on the customizations you set up for your phone system.
Personal Extension Greeting We recommend setting up a personal voicemail greeting for each phone extension in your office. This greeting will play when someone directly dials or is transferred to your direct extension and you do not answer the phone.

If your office closes for lunch, a regular staff meeting, or any other break, we also recommend setting up the following greetings:

Type of Greeting Description
Lunch Hours
This greeting typically plays immediately during your designated lunch hours. This may be different depending on the customizations you set up for your phone system.
Break Hours
This greeting typically plays immediately during your designated break hours. This may be different depending on the customizations you set up for your phone system.

Set Up Voicemail

To set up voicemail you'll need to follow these steps:

  1. Record or upload your voicemail greeting
  2. Assign recorded greeting to a voicemail box
  3. Make optional customizations

Let's break down each step. 

Record or Upload Your Greeting

There are three ways to record or upload a voicemail greeting: 

Mobile App Weave Phone Weave Portal

Follow these steps to record a greeting via your mobile app:

Tip: You can set up your voicemail before your Weave phones have been installed by using the Weave mobile app. Once installed, you can use the Weave phones to set up voicemail. 

  1. Login to the Weave Mobile App
  2. Select the Setting_Invert.svg Settings icon from the home screen
  3. Select the Phone.svg Phone setting
  4. Choose Media Library
  5. Select Record.svg Record New 
  6. Give your greeting a name so that you can identify it later
  7. When you're ready to start recording, tap on the red circle Error_Badge.svg and record your message
  8. When you're done, tap on the red square Screen_Shot_2021-07-09_at_12.50.49_PM.png to stop recording
  9. Press Save 

Note: Once your greeting is recorded, you will need to assign the greeting to a voicemail box.

Assign Your Greeting to a Voicemail Box

Note: You must have the role of Admin or Advanced Team Member to adjust these settings.

The next step is to assign your voicemail greetings to a voicemail box and schedule so that they will be played at the desired time and place.

To assign a greeting to a voicemail box,

  1. Log into your Weave Portal
  2. Select Phone.svg Phone from the left side menu
  3. Select Voicemail Boxes
  4. Select the box you want to assign a greeting
  5. Click Add Greeting to your voicemail box 
  6. Select the greeting you wish to use for that mailbox
  7. Click Use Selected File
  8. Click the drop down arrow under Schedule Greeting and select a time

    Note: Make sure that your general voicemail box is assigned both an Open and Closed greeting. If your office also closes for lunch or a break then you should also assign a voicemail recording to those as well. Your Office Hours settings in your Weave desktop app will control when these messages are played.

  9. If you need to assign another greeting, click Add Greeting and repeat steps 6-8
  10. Once you have added and assigned all of your desired voicemail greetings, click Save Changes

Tip: Weave also offers a Phone Tree (also known as an IVR, interactive voice response, call tree, or auto attendant) for offices that would like to route their callers into a menu. If you are interested in more information about how this works, check out our Phone Tree article.

Optional Customizations

These customizations are not required, but available based on your preferences. 

  • You can give your mailbox a new name if desired
  • You can set or change your PIN for your voicemail box if desired
  • Toggle to play the voicemail message date on or off as desired
  • Decide if you want to receive an email and/or sms notification when you receive a new voicemail message.

Tip: Email notifications are a great way to transfer a voicemail to someone else to manage. SMS notifications are great to use for a personal voicemail box if you want to listen to messages when you are away from the office. Go to Listening to Voicemail Messages to learn more.

Troubleshooting Tips

Having issues getting your voicemail greeting to play? Try these steps:

  • Make sure voicemail override and call forwarding are turned off.
  • Listen to the greeting you have assigned and make sure it is the correct one. 0 - Unassigned will play a generic voicemail greeting.
  • Make sure you’re clicking into the correct device when you make changes. 
  • Remember, this greeting is for voicemail, so if you hear your phone tree greeting playing back, you have the wrong greeting assigned. There should be no dial steps listed in the voicemail greeting. 
  • Double check that your office hours are set up correctly. 
  • To reassign for a holiday greeting, follow the steps for voicemail override. This will not automatically change back after the holidays, so you’ll have to remember to change it.

Do incoming voicemails have audio issues or static background noise?

  • Check signaling
  • Delete all voicemail instructions going to voicemail boxes and recreate them
  • Check if this is happening with all voicemail messages. It may just be the caller.
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