1. Setting Up Your Voicemail Box Using the Dashboard
  2. Setting Up Your Voicemail Box Using a Phone
  3. Retrieving Voicemail Messages
  4. Caller Voicemail Shortcuts


Setting Up Your Voicemail Box

Please note that users will have a voicemail box automatically associated to them. There is no need to create a voicemail box for an existing user.

  1. From the Dashboard click on Voicemail Boxes
  2. Click on Add Voicemail Box
  3. Fill out the Adding a Voicemail Box form. Please note that Voicemail Box numbers are not extension numbers. Manually created Voicemail Boxes can share a Voicemail Number when used with Groups.
  4. Next click on Advanced and select Greeting Media
  5. Select a previously uploaded file or upload the appropriate file you would like to use for your Voicemail Box Greeting. Files should be either .WAV or .MP3.
  6. To upload a file, click the upload button. Next click browse and select the media file from its location on your computer. Click the blue upward arrow icon to begin the upload. When you are finished, click Save Changes.
  7. Next, click on Advanced and select Options. Please make sure to check the box in front of Already Setup.
  8. Next add recipients by clicking on Advanced and select Recipients. Please note, the voicemail box must have a greeting associated with it before you can add recipients.
  9. Recipients allows you to email selected people when the voicemail box gets a message. For User voicemail boxes, the email addresses you add here are in addition to the user’s email address given at signup.
  10. Click on Add New Recipient to enter an email address. Please note that the Voicemail Box must have a greeting associated with it before you can add recipients.
  11. Click on Add. At this point, you may add additional email addresses one by one. Once you have entered one, click Add to add another.
  12. Click on Save Changes when you’re finished.
  13. If you are receiving your voicemails via email, you may delete them from your Voicemail Box after they have been sent. We recommend this to prevent your Voicemail Box from filling up. To do so:
    • Return to the Dashboard
    • Click Edit next to the Voicemail Box you are working on
    • Click Advanced
    • Select Options
    • Check mark the box next to “Already setup?”
    • Check the box next to “Delete after Notification”
    • Click Save


Setting Up Your Voicemail Box Using a Phone

Be sure that Incoming Call Handling is setup with option 1 going to the Virtual Receptionist (default).

  1. Call your main number
  2. Press *97
  3. The system will prompt you to enter your extension number
  4. The system will ask you for your current PIN
  5. The system will prompt you to enter new PIN
  6. Re-enter new PIN
  7. The system will prompt to record a voicemail greeting
  8. Press any key to end recording
  9. Press 1 to save, press 2 to listen, press 3 to re-record
  10. Once saved, the system will say “your mailbox has now been configured”
  11. Press 0 to return to voicemail main menu
  12. Press 5 at the main voicemail menu to change any settings


Retrieving Voicemail Messages

The first time you access your voicemail box, the system will prompt you to set up the voicemail box including setting up a PIN. If Smart PBX Directory is enabled on your account, you will be prompted to state your name after creating a new PIN. This will be played back for confirmation if there is more than one person meeting the criteria for the name search.

You may save or delete voicemails once you are finished with them. Please bear in mind that you can only store up to 100 voicemails before the voicemail box is full. We recommend selecting the option to “Delete after notification” under the Voicemail Box Advanced Options to avoid having a full voicemail box.

From an Auto Provisioned VoIP Phone:

  • Press the Message button on the phone
  • Enter your message box number followed by the # key
  • Enter your password/PIN followed by the # key


From a Cell Phone/Landline:

  • Call into the main number (the main number should be ring to the Virtual Receptionist)
  • Enter *97
  • Enter your message box number followed by the # key
  • Enter your password/PIN followed by the # key


From the Admin Dashboard:

Admins may organize and listen to their own Voicemail Boxes as well as manually created Voicemail Boxes by logging in to dash.virtualpbx.com, selecting Voicemails from the dropdown menu on the upper right of the screen, and choosing the Voicemail Box.

From the User Portal:

Note: This is for the default voicemail box created for the user. Manually created voicemail boxes may only be accessed by admins using one of the above methods.

  1. Login to dash.virtualpbx.com – enter your email address, password, and the account name (normally your company name)
  2. Regular users will be taken directly to the User Portal, which show Voicemails, Call History, Faxes, Contact List, and Settings & Devices. Admins will need to click the User Portal link in the dropdown menu located at the top right of the page.
  3. The Voicemail tab shows the status of each voicemail, the date/time it was received, the Caller ID of the inbound caller, the phone number the caller dialed, and the duration of the message. On the far right are icons to play back the message as well as to download the message to your computer.
  4. Putting a checkmark next to a message or messages will give you additional options.
  5. As well as the ability to the move message to another voicemail box


Caller Voicemail Shortcuts

  • If a caller wishes to bypass the voicemail greeting to leave their message they may do so by pressing the # key. A beep will prompt the caller to begin their message.
  • During the voicemail greeting and before the beep, the caller may press 0 to return to the main menu.
  • Pressing * will prompt the caller to enter in the voicemail box password.