Smart Voicemail

Traditional voicemail loses customers. 82% of first-time callers who reach voicemail will call a competitor instead. Smart Voicemail changes that — it works alongside your AI Receptionist to make sure every caller gets the attention they deserve, and every message reaches you instantly.

What Your Callers Experience

When a caller reaches the AI Receptionist at the main number, they can use shortcut codes at any time during the greeting:

Press	Action
88	Leave a voicemail (primary language)
82	Leave a voicemail (secondary language)
77	Direct contact — reach a person by extension (primary language)
72	Direct contact — reach a person by extension (secondary language)
66	Mailbox management — check messages, record greetings (primary language)
62	Mailbox management (secondary language)

After pressing a shortcut code, the caller is prompted for an extension number (0–9), or can press 99 to hear a staff directory.

Up to 10 extensions (0–9) — assign extensions to team members, departments, or use extension 0 as a general mailbox
Personalized greetings — each extension can have its own recorded greeting
Unilingual or Bilingual greetings — greetings play in one or two languages, matching your customer base
Staff directory — callers can hear a list of available extensions and who they belong to
Leave a message any time — 24/7, even when the AI Receptionist is handling the conversation

How Messages Reach You

Every voicemail is automatically transcribed and can be translated from 45+ languages into your language. You get the message within seconds — not hours.

Delivery Channels

Choose how you want to receive voicemail notifications. You can use one or several:

SMS — transcribed text message to your phone
Telegram text — transcription delivered via Telegram
Telegram voice — hear the original recording in Telegram
Email — full transcription with caller details
ServiceFlow Field Assistant App — text or voice, with full caller context
Phone dial-in — check your mailbox the traditional way

Managing Your Mailbox by Phone

As a business owner or staff member, you can access your voicemail by calling your business number and typing 66 for prompts in the primary language, or 62 for prompts in the secondary language. You’ll be asked to enter your extension and 4-digit PIN.

Main Menu

Press	Action
1	Listen to new messages
2	Listen to saved messages
3	Record your greeting
4	Mailbox settings (change PIN)
0	Help — hear menu options again

During Message Playback

Press	Action
1	Replay message
2	Save message
3	Delete message
4	Call the person back
5	Forward to another extension
#	Next message
*	Return to main menu

Automatic Transcription & Translation

Every voicemail is automatically transcribed to text. If a caller leaves a message in another language, Smart Voicemail translates it into your language before delivering it. This works across 45+ languages — so you never miss a message because of a language barrier.

Security

Each extension is protected by a 4-digit PIN
PINs can be set by the business owner or by each team member
After 3 incorrect PIN attempts, access is locked
Owners can force a PIN reset for any extension