Let Callers Leave a Message with the Record Voicemail Action

The Record Voicemail (IVR) action captures a spoken message from a caller during a phone menu. Use it as an option in your menu or as the fallback when nobody is available.

Settings

• Action Name: for example "Record customer voicemail".
• Play Beep: plays a tone so callers know recording has begun.
• Stop Recording After (Seconds of Silence): ends the recording after a quiet period. Required.
• Stop Recording on Keypress: a key (1-9, # or *) the caller presses to finish.
• Max Recording Length: the longest message allowed, in seconds. Required.
• Add Voice Instructions: optional spoken or uploaded instructions played before recording starts.

Add it to a phone menu

1. In your IVR workflow, place the step where callers should leave a message, for example the voicemail branch of a Gather Input On Call menu, or after a failed attempt to connect.
2. Click + and choose Record Voicemail.
3. Name it.
4. Switch on Play Beep.
5. Set silence to roughly 5 seconds and max length to a sensible value, for example 120 to 180 seconds.
6. Choose a stop key such as #.
7. Turn on Add Voice Instructions and enter "Please leave your name, number and reason for calling after the beep."
8. Save.

After the message

Use later steps to act on it: notify the team, create a task to call back, add a tag like "Voicemail Left", and send a text confirming you received it.

Example setup

Silence: 5 seconds. Stop key: #. Max length: 360 seconds. Beep on. Instructions: "Please record your message after the beep."

Tips

• Shorter maximum lengths keep recordings focused and storage use low.
• Always tell callers how to finish.
• Follow with a confirmation text so callers know their message was captured.

Good to know: Branch on call status first so voicemail is offered only when nobody answered, not to every caller.