Creating and Managing Qubicles Voicemails

The Qubicles platform supports two types of voicemails boxes. Individual user voicemail boxes associated with the user's station extension and general purpose voicemail boxes assigned to your inbound phone numbers, IVRs, Campaigns and inbound ACD queues.

Creating Individual Qubicles User Voicemails:

Individual user voicemail boxes are created automatically when the user station extension is created. To create a voicemail enabled extension navigate to the Stations application. There, select New Station to create a new voicemail enabled station extension.

For details on creating Qubicles stations please review the Creating Qubicles Stations article.

User voicemails are managed using the Voicemail Settings section of the station extension settings.

Voicemail ID: The system will auto-populate this field with the 'voicemail ID' once the new station is saved. No need to enter any information in this field.

Voicemail PIN: Use this field to specify your desired pin number/password to access the voicemails when dialing into the mailbox. 

Voicemail Timezone: Specify the user's timezone. All received voicemails will show the date and time the voicemail was received based on the timezone selected here.

New Messages: Number of new unheard voicemails.

Old Messages: Number of old voicemails that were heard but not deleted.

Email: specifies the voicemail notification email. The system will use the email provided here to notify the user of new voicemails. The notification email will also include an audio attachment with the actual voicemail message.

Once the desired information is provided, click Save to create the station along with the associated voicemail.

Creating General Purpose Qubicles Voicemail Boxes:

General purpose voicemail boxes are managed and created in the Prompts & Messages application. These voicemail boxes are not tied to any individual user or extension. General purpose voicemails are meant to be used within your campaign, ACD queues, IVR or inbound phone number settings. Allowing inbound calls to be routed to a voicemail based on callers wait time, the number of calls holding in a queue, time of day or other client requirements for sending calls to voicemail.

To create a new General purpose voicemail, navigate to the Prompts & Messages application and select the Voicemail tab. There, select Add New to access the new voicemail template.

Name: Specifies the name of the voicemail box.

PIN: The pin number/password to access the voicemails when dialing into the mailbox. 

Email: specifies the voicemail notification email. The system will use the email provided here to notify the user of new voicemails. The notification email will also include an audio attachment with the actual voicemail message.

Delete After Email: The Qubicles platform will email all voicemails to the notification email specified above. When this setting is enabled, the voicemail will be deleted from the Qubicles servers after sending the notification email along with the voicemail audio file.

Play System Prompts: This is used to enable or disable the system from playing the voice mailboxes internal greeting. This is the greeting that is recorded when you dial into the mailbox to record a custom greeting. A use case for disabling the voicemail greeting would be for sending calls to a voicemail when the inbound calls are received after hours. In the Qubicles after-hours settings, you have the ability to specify and play a greeting prior to sending the calls to the after-hours voicemail box. In this case, the custom greeting would replace playing the voicemail box internal greeting.

Active: Enables or disables the voicemail box.

New Messages: Number of new unheard voicemails.

Old Messages: Number of old voicemails that were heard but not deleted.

Once the desired settings are specified, click Save to create the mailbox. After these mailboxes are created, they are available for use throughout the Qubicles setup. All options that allow sending calls to a voicemail will have a drop-down list allowing you to select the specific voicemail you'd like to route the calls to.

Dialing Into your Qubicles Voicemail Boxes & Recording Custom Voicemail Greetings

1. Dial (833)-QUBICLE 
2. Select option 4 for voicemail
3. When prompted, enter your voicemail box number (The voicemail box number is available within the voicemail settings. User/station specific voicemail box numbers are available within the station settings. General purpose voicemail box numbers are available within the voicemail tab of the Prompts & Messages application)
4. When prompted, enter the voicemail PIN/Password (This pin is created as part of creating the station or voicemail box)

After accessing the voicemail box, simply follow the audio prompts to listen to received voicemails or to record a custom voicemail greeting.