Voicemail and Transcription
How Voicemail Works
Voicemail is available automatically once your business phone number is active. There’s nothing extra to turn on — if a customer calls and you don’t answer, they’ll hear a greeting and can leave a message.
Finding Your Voicemails
- Open the Inbox from the left sidebar.
- Missed calls that include a voicemail appear in your conversations, marked with a voicemail indicator.
- Click the conversation to expand it and see the voicemail details.
Each voicemail includes:
- An audio player so you can listen to the recording.
- An automatic text transcription of the message.
Scanning Messages with Transcription
Every voicemail is automatically transcribed to text, so you can read what the caller said without pressing play. This is especially handy when you’re in the field, on another call, or anywhere you can’t listen to audio.
Transcriptions appear directly below the audio player in the call record. They’re generated within moments of the voicemail being left.
Customizing Your Voicemail Greeting
You can record a custom greeting so callers hear your business name and a professional message before leaving a voicemail.
- Go to Settings > Setup in the left sidebar.
- Find the voicemail greeting option in the phone number section.
- Update your greeting text or upload a custom audio file.
- Save your changes.
Tip: Keep your greeting short — 10 to 15 seconds is ideal. Include your business name, let callers know you’ll get back to them, and mention they can also send a text.
Pairing Voicemail with Auto-Text
For the best coverage on missed calls, pair voicemail with Kairvio’s auto-text feature. When both are active:
- The customer calls and gets your voicemail greeting.
- They leave a message (or hang up).
- Kairvio automatically sends them a text from your business number — something like “Hey, sorry I missed your call! How can I help?”
This way, missed callers get two touchpoints: a voicemail option and an instant text reply. Many customers prefer texting back, so you often start a conversation faster than waiting for a voicemail alone.
To enable auto-text for missed calls, check the auto-text settings under Settings > Setup.