Voicemail Templates
Create and organize the pre-recorded messages used by Voicemail Drop and Ringless Voicemail campaigns.
Overview
Voicemail templates are the audio recordings that Volume Reach delivers when a call reaches voicemail or when you send a ringless voicemail. All templates are stored in a central library and can be reused across any number of campaigns.
Templates are available to all plan tiers and are shared between the Voicemail Drop and Ringless Voicemail features.
How It Works
Navigating to Voicemail Templates
From the main navigation, go to Dialers > Voicemail Templates. This is where all your saved templates live and where you manage them.
Creating a Template
- Click New Template.
- Give the template a descriptive name so you can identify it easily when setting up campaigns (e.g., "Spring Promo — Warm Leads" or "Callback Request — Cold Outreach").
- Upload your audio file. Supported formats include MP3 and WAV. For best results, use a recording that is clear, free of background noise, and under 60 seconds.
- After uploading, the template shows the detected duration automatically.
- Click Save. The template is immediately available to assign to any campaign.
Managing Your Templates
From the template library you can:
- Rename a template to keep your library organized as it grows.
- Preview any template by playing it back directly in the browser before assigning it.
- Replace the audio on an existing template by uploading a new file. Any campaigns already using that template will automatically use the new recording going forward.
- Delete templates you no longer need. Note: you cannot delete a template that is currently assigned to an active campaign.
Assigning a Template to a Campaign
Templates are selected when configuring a campaign channel. In your campaign's channel settings, look for the Voicemail section and choose the template from the dropdown. Only one template can be active per channel at a time, but you can change it at any point.
Audio Guidelines
| Guideline | Recommendation |
|---|---|
| Format | MP3 or WAV |
| Length | Under 30 seconds for best listener retention |
| Environment | Quiet room, no background noise |
| Tone | Natural and conversational — avoid sounding scripted |
| Content | State your name/company, your message, and one clear next step |
Tips & Best Practices
- Name templates clearly. Once you have more than a handful, vague names like "Template 1" become hard to manage. Use descriptive names that include the campaign purpose and audience.
- Build a small library of variations. Having two or three slightly different recordings for the same campaign lets you rotate messages for contacts who are dialed more than once.
- Preview before assigning. Always play back a new template in the browser before attaching it to a live campaign. Listen for audio quality issues, awkward pacing, or anything that sounds unprofessional.
- Re-record periodically. If a template has been in use for several months, a fresh recording can improve engagement — especially if your offer or call to action has changed.
- Keep recordings under 30 seconds. Research consistently shows that voicemail messages over 30 seconds have sharply lower listen-through rates. Say what matters, then stop.