How to Create an Audio File for Voicemail and Voicemail Drops in HighLevel

Imagine this. A high-value roofing lead calls your agency after seeing your best Facebook ad. They are holding a credit card and are ready to book an inspection right now. But it is 6 PM on a Friday. Your team has already gone home.

The phone rings five times and goes to voicemail. Instead of a warm greeting from your agency, they hear a generic robotic carrier voice telling them the person is unavailable. It feels cheap. It feels unprofessional. The prospect hangs up and calls the next business on Google. You just burned a massive deal because your phone system sounded like a scam caller.

You cannot scale an agency if your automated touchpoints sound like a machine. HighLevel fixes this instantly. You can upload custom audio files for company voicemails, individual users, and automated voicemail drops. Let us make your agency sound like a true enterprise.

Ready to streamline this? Here is exactly how to do it in 60 seconds:

Part 1: Prep Your Audio File

You need the right format so it plays perfectly across every carrier network.

1. Record your message in a quiet room with minimal background noise.
2. Export the file as an MP3 or WAV.
3. Crucial step: Set the audio quality to 64 kbps. Higher quality is actually worse for telecom delivery and will cause playback errors.

Part 2: Set Your Company Voicemail

Let us replace that robotic default greeting for your main business line.

1. Go to Sub-Account > Settings > Phone System.
2. Scroll down to the Call & Voicemail Settings.
3. Upload your perfectly formatted MP3 or WAV file and click save.

Part 3: Customize Individual Users

Give your top closers their own personal voicemail greetings.

1. Navigate to Sub-Account > Settings > My Staff.
2. Select the specific user and click edit.
3. Expand the Call & Voicemail Settings section.
4. Upload their specific audio file and hit save. When a lead calls their direct assigned number, this custom greeting takes priority.

Part 4: Automate Your Voicemail Drops

Want to drop a voicemail without ringing their phone? Build it into a workflow.

1. Open your designated Workflow and click the + button to add a new action.
2. Search for and select Voicemail.
3. Upload your pre-recorded MP3 or WAV file.
4. Click Save Action and publish your workflow.

Setting up professional voicemails ensures you never lose a hot lead to a cheap robotic greeting.

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