Take voicemail onto the contact timeline
A message that lands where somebody will see it — on the contact, beside everything else that ever happened.
Voicemail in Convarza is better than a traditional voicemail box in one specific way: the message lands on the contact timeline, alongside their chats, their previous calls and their lead stage. It is not in a separate mailbox somebody has to remember to check.
That said, be honest about what voicemail is. It is a fallback. If most of your out-of-hours calls are ending in voicemail, an AI agent on that branch will pay for itself quickly — a voice agent that asks two questions and books a callback beats a message nobody listens to until Tuesday.
Before you start
- A call flow with a path you are content to end.
- A named person who checks voicemail, at a stated time of day.
Steps
Add a voicemail step at the end of a path
It is a terminating step — nothing follows it, and nothing can.
That makes placement important. Voicemail belongs at the bottom of a path you are content to end, not in the middle of one you expect to continue.
Write a prompt that sets a real expectation
"We will call you back before noon tomorrow" — and then do it. A vague "we will get back to you" is worse than saying nothing, because it sets a clock the caller starts running and you do not.
Ask for the two things you need
Name and what it is about, or name and a number. Long prompts asking for five things produce hang-ups.
Name who checks them
A specific person, with a specific time of day. Voicemail is the easiest thing in any phone system to leave unchecked for a week.
Add a workflow so it becomes an obligation
A workflow can create a task on the owner when a voicemail arrives, which turns a message sitting on a timeline into something with a due time and a name on it.
Consider an AI agent instead
On the closed branch especially. A voice agent that takes the enquiry, answers what it can and books a slot is a considerably better experience than leaving a message.
Check it worked
Leave yourself a voicemail out of hours. Check it appears on your own contact record, and check that whatever you said would happen next happened.
The parts people get wrong
- Voicemail is a fallback, not a strategy. If most out-of-hours calls end here, that is an argument for an AI agent rather than a better greeting.
- Recording a caller's message carries the same legal obligations as recording a call in many markets.
The ones people actually ask
Nobody is checking the voicemails.
Name a specific person and a specific time of day, then add a workflow that creates a task on the owner when one arrives. That turns a message sitting on a timeline into something with a due time and a name on it — voicemail is the easiest thing in any phone system to leave unchecked for a week.
What should the prompt say?
Set a real expectation and then meet it. We will call you back before noon tomorrow works; a vague we will get back to you is worse than saying nothing, because it starts a clock the caller is running and you are not. Ask for two things only — long prompts produce hang-ups.
Is voicemail the best option out of hours?
Often not. A voice agent that takes the enquiry, answers what it can and books a slot is a considerably better experience than leaving a message, and the alternative on that branch is currently nobody at all.