How to Set Up Custom Voicemails in HighLevel

You just launched a massive inbound campaign for a local roofing client. The ads are converting beautifully. Homeowners are calling the office non-stop to get an estimate for a new roof.

But it is Saturday afternoon. The sales team is at home. The calls go straight to a generic, robotic voicemail that says the person at extension 104 is unavailable. The homeowner immediately hangs up and calls the next roofer on Google. Your client just lost a twenty thousand dollar job because their phone system sounded like a cheap burner phone.

You cannot scale an agency if your automated systems destroy your credibility. HighLevel fixes this instantly. You can upload custom, professional voicemail greetings and voicemail drops directly into the CRM. Every missed call turns into a professional touchpoint that keeps the lead warm. Let us get your phone system dialed in right now.

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

Part 1: Prepare Your Audio File

First, we need to make sure your audio format plays perfectly across all major telecom carriers.

1. Record your greeting in a quiet environment and export it as an MP3 or WAV file.
2. Ensure your audio quality is compressed to exactly 64 kbps. Higher quality files will actually fail to play over standard phone networks.
3. If you use a third-party audio tool like Audacity, set the project rate to 8000 Hz and export the recording as a WAV file using U-Law encoding.
4. Keep your message clear and concise so prospects know exactly when they will get a callback from your team.

Part 2: Set Up Your Company Voicemail

Let us lock in the default greeting for your main business numbers.

1. Navigate to your Sub-Account dashboard.
2. Click on Settings and select Phone System.
3. Scroll down to the Call & Voicemail Settings section.
4. Upload your properly formatted MP3 or WAV file and click save.
5. Call your HighLevel tracking number from a different cell phone to verify the recording plays loudly and clearly.

Part 3: Set Up Individual User Voicemails

Sometimes your sales reps need their own personalized greetings.

1. Go to Settings and select My Staff.
2. Select and edit the specific user profile you want to update.
3. Expand their personal Call & Voicemail Settings tab.
4. Upload their unique MP3 or WAV file and save your changes. Individual user voicemails will always override the company voicemail if a contact is assigned directly to them.

Part 4: Use Voicemail Drops in Workflows

Now let us use pre-recorded audio as an automated outbound marketing tool.

1. Open the specific Workflow where you want to automate an outbound ringless voicemail.
2. Click the + button to add a new action block.
3. Search for and select the Voicemail action.
4. Upload your pre-recorded MP3 or WAV audio file and click Save Action.
5. Run a live test with a dummy contact before you publish the workflow to ensure the drop delivers seamlessly.

Setting up custom voicemails guarantees your agency delivers a world-class experience even when nobody is available to answer the phone.

Frequently Asked Questions

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