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Premier - How to Set Up Voicemail for a User (Hosted PBX)

This article explains, step by step, how to turn on and manage voicemail for a user in your Hosted PBX. It is written for Premier customers and does not require any technical experience. If you can log in to your Voiply account and click through menus, you can follow this guide.

How to Access the Hosted PBX

To get to the Hosted PBX area in your Voiply dashboard, follow the steps in this guide:

Using the Hosted PBX Tab in Your Voiply Dashboard

For Basic Users

If you are a Basic user, you manage your voicemail from the Messages area of the portal.

  1. Click Messages at the top of the screen

  2. Click the Settings tab

  3. Select Voicemail

From here, you can change voicemail settings, greetings, and email notifications.

For Office Managers or Owners

Once you are in the Hosted PBX, follow these steps to set up voicemail for a user.

  1. Click Users

  2. Click on the user you want to update

  3. Click the Voicemail tab

You will see the voicemail settings for that user.


Voicemail Settings Explained

Below is a simple explanation of each section you’ll see on the Voicemail tab.

Enable Voicemail

  • Enable Voicemail: Check this box to turn voicemail on for the user

  • Uncheck it if you do not want callers to leave voicemail

Inbox Options

These options control how voicemail messages play when calling into voicemail.

  • Sort voicemail inbox by latest first: Plays the newest messages first

  • Announce voicemail received time: Says the date and time the message was left

  • Announce incoming call ID: Says the caller’s phone number, if available

  • Number of Messages: Shows how many voicemail messages are saved

  • Clear messages: Deletes all voicemail messages but keeps greetings

Data (Storage)

This section shows how much voicemail space is available.

  • Limit: The total storage allowed for voicemail

  • Used: How much storage is currently being used

  • Clear data: Deletes all voicemail messages, greetings, and recorded names

Greetings

Greetings are what callers hear when voicemail answers.

  • Voicemail Greeting: The main greeting callers hear

  • Recorded Name: Your recorded name used for directories or call routing

You can:

  • Play a greeting

  • Download a greeting

  • Upload a greeting (MP3 or WAV files only)

  • Record a greeting by phone

To upload a greeting:

  1. Click Upload next to New Greeting

  2. Choose your audio file

  3. Enter a name for the greeting

  4. Click Save and Done

To record a greeting:

  1. Click Record next to New Greeting

  2. Enter a phone number to receive the call

  3. Enter a name for the greeting

  4. Click Call and record your message

  5. Press # when finished, then click Done

Notifications (Voicemail to Email)

You can receive an email when someone leaves a voicemail.

  • Receive an email for new voicemail: Turns email notifications on or off

  • Email Type options include:

    • Send with hyperlink

    • Send with brief hyperlink

    • Send with attachment

    • Send with brief attachment

  • After Email Notification: Choose what happens to the message after the email is sent (for example, leave as new)

Email Notification Options

Additional email alerts you can turn on:

  • Send email when inbox is full: Alerts you when voicemail storage is full

  • Send email after missed call: Alerts you when a call is missed

Click Save when you are finished

Important Things to Know

  • Changes apply right away after saving

  • Each user’s voicemail settings are managed separately

  • If you need help, Voiply Support can assist

That’s it. Voicemail is now set up for the selected user.