Leave a voicemail with one click (voicemail drop)

When a call you placed reaches the customer's voicemail, you don't have to say the same thing again. Press Drop voicemail, pick a message, and MoveBoard plays it into the voicemail for you. The call hangs up by itself when the message ends, and you can dial your next call straight away.

Voicemail drop is included in every plan.

Turn it on (each branch)

Voicemail drop is off until your company turns it on. Each branch (each brand) has its own switch, so you turn it on once for every branch that should use it.

For each branch:

1. 1Switch to that branch from the top bar — see Switch branch.
2. 2Press your name at the top right.
3. 3Press Settings.
4. 4Press Calls.
5. 5Press Voicemail drops.
6. 6Turn on Voicemail drop.
7. 7Press Save.

Then switch to your next branch and do the same. Anyone who can open Settings can change this switch.

Who can use it

Two permissions, set for each person in Users & permissions (the Voicemail drop card):

• Use voicemail drop — record your own messages and leave them. Everyone who can see the Calls tab has it until an administrator changes it.
• Manage branch voicemail drops — record, rename and delete the messages everyone in the branch can use. Administrators always have it.

Record your messages

Each message has a name and a kind:

• New lead (first call) — for a new lead you haven't sent anything to yet.
• Follow-up — once a quote or any message has gone out, or the order is past New.
• Other — any other message. It is never picked for you, but you can always choose it.

Your own messages are in My voicemail drops: press your name at the top right, then My voicemail drops (it shows once your branch has voicemail drop on). The branch's shared messages are in Settings › Calls › Voicemail drops, under Branch messages.

1. 1Press New message.
2. 2Press Record, say your message, then press Stop — or press Upload a sound file and choose an mp3, wav, m4a or webm file.
3. 3Press Listen to hear it. Press Record again to start over.
4. 4Type a Name, choose the Kind.
5. 5Press Save message.

A message can be up to 2 minutes long. Press the play button beside a message to hear it, the pencil to rename it, the kind's drop-down to change its kind, and the bin to delete it.

Messages belong to a branch. Your own messages are for the branch you're working in, so each brand leaves its own — an order of one branch never offers a message of another branch.

Leave a voicemail during a call

1. 1Call the customer from MoveBoard (from the order, or the Phone keypad).
2. 2When the voicemail answers and you hear the beep, press Drop voicemail in the call pop-up. With the call folded into the top bar, press the voicemail button on the dark pill.
3. 3The right message is already picked for you — New lead for a new lead nothing was sent to yet, Follow-up after that — your own before the branch's. Pick another if you like.
4. 4Press Leave this message.

Your microphone is muted for that call and the message plays into the voicemail. The call moves to a small Leaving voicemail… pill in the top bar with how far along it is, and hangs up by itself about half a second after the message ends. You can call the next customer right away. Press the red button on the pill to hang up early.

The messages offered are the ones of the order's branch — your own for that branch and the branch's shared ones. A call that isn't from an order uses the branch you're working in.

Where it's logged

• The order's log gets a line — Voicemail left: 'First call' by Hans Meyer, 0:32 — with a player to hear what was left. If the customer's side hung up before the end, it says Voicemail cut short and how much played.
• The order is the one you called from. A call from the keypad goes on the customer's newest open order with that number, or on the customer when there is no open order.
• The Calls page shows the same line on the call's own row, once the call has come in from your phone system.

Send a text after a voicemail (Workflows)

In Settings › Communication › Workflows, a workflow can start When A voicemail was left (voicemail drop). Under Only if, use Voicemail message kind (New lead, Follow-up or Other) and Branch. For example: When a voicemail was left, Only if the kind is Follow-up, Do send the text "Sorry we missed you…". It runs once for each voicemail left — never for a call with no voicemail drop. See When a workflow starts.

Good to know

• If you close the browser while a message is playing, the call simply ends there, and nothing is logged.
• Leaving a pre-recorded message on a cell phone needs the customer's consent (for example, they asked you for a quote). That is your company's responsibility.
• A message you delete leaves your lists at once. If it was already left on an order, the order's log can still play it.

If something goes wrong

• Voicemail drop is off for this order's branch. — turn it on for that branch (above).
• No messages for this branch yet. — record one in My voicemail drops, or ask a manager to add a branch message.
• The call isn't answered yet. — wait for the voicemail to answer, then press Drop voicemail again.
• The message couldn't play. Please leave the voicemail yourself. — the call stays with you; say your message as usual.
• File storage isn't set up for your company yet, so messages can't be saved. — contact MoveBoard support.