> ## Documentation Index
> Fetch the complete documentation index at: https://docs.kallin.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.
# Set Up and Manage Voicemail on Your Kallin Numbers
> Set up voicemail boxes on your Kallin numbers, customise your greeting, and receive transcribed voicemail messages by email or in the dashboard.
Voicemail in Kallin ensures that no message goes unheard, even when your team is unavailable or all lines are busy. Each voicemail box has its own customisable greeting, and every message left is recorded, transcribed, and delivered to you — either in the dashboard, by email, or by SMS — so you can respond promptly without needing to dial in to check messages manually.
## Setting Up Voicemail
Log in to your Kallin dashboard and select **Voicemail** from the left-hand menu. You'll see a list of all voicemail boxes configured on your account.
Click the **Add Voicemail Box** button in the top-right corner to open the configuration panel.
Give the voicemail box a clear internal name, such as **"Sales Voicemail"** or **"Out-of-Hours Messages"**. This name appears in the dashboard and in notification emails to help you identify which box a message came from.
Add the audio callers hear before they leave their message. See Voicemail Greetings below for the available options. Your greeting should let callers know they've reached the right place and invite them to leave a message with their name, number, and reason for calling.
Choose how you want to be alerted when a new message arrives. You can enable any combination of **email notification** (with an attached audio file and transcription), **SMS notification**, or **dashboard alert**. Notification recipients can be set per voicemail box, so different boxes can alert different team members.
Your voicemail box is now ready to receive messages. To activate it, assign it as a destination in a **Call Routing** rule (for example, as the out-of-hours destination), or assign it directly as the default answer destination for a number. You can also use it as a destination inside an **IVR Menu**.
## Voicemail Greetings
Your greeting is what callers hear before the beep. Make it warm, professional, and informative — confirm the name of the business or team they've reached and tell them clearly what to include in their message.
| Method | How It Works |
| -------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Record via phone** | Dial the Kallin recording line shown in the dashboard and follow the prompts to record your greeting directly. The recording is saved to the voicemail box automatically. |
| **Upload a file** | Upload a pre-produced audio file in **MP3** or **WAV** format. This is ideal if you want a professionally produced greeting recorded in a studio or by a voice artist. |
| **Text-to-speech** | Type your greeting text into the dashboard and select a UK voice. Kallin generates the audio automatically. Useful for creating or updating greetings quickly without any recording equipment. |
## Accessing Messages
All voicemail messages are accessible from the **Voicemail** section of the Kallin dashboard:
* Messages appear in a list sorted by date and time, with the caller's number (where available), the duration of the message, and a text transcription shown inline.
* Click the **play** button next to any message to listen to it directly in your browser — no phone call or dial-in required.
* Each message can be marked as read, starred for follow-up, or deleted once actioned.
If you have email notifications enabled, each new message triggers an email to your nominated address containing:
* The caller's number and the time the message was left
* An **attached audio file** (MP3) you can listen to in any email client
* The full **text transcription** of the message in the email body
## Voicemail Transcription
Kallin automatically transcribes every voicemail message to text as soon as it is received. Transcriptions are displayed:
* **In the dashboard** — visible directly below the message entry without needing to play the audio
* **In email notifications** — included in the body of the notification email alongside the audio attachment
Transcription allows you to read and triage messages at a glance, even when you're in a meeting or unable to listen to audio.
Transcription accuracy is high for most UK English accents in a quiet environment. Messages left with **strong regional accents**, **heavy background noise**, or from callers who speak very quickly may produce lower-accuracy transcriptions. In those cases, always listen to the original audio to confirm the message content before responding.
## PIN Access
In addition to the dashboard, you can access your voicemail messages by phone:
1. Call your dedicated **Kallin voicemail access number** (shown in the Voicemail settings page of your dashboard).
2. When prompted, enter the **PIN** for the voicemail box you want to access.
3. Follow the audio prompts to listen to, replay, or delete messages.
You can set or change the PIN for any voicemail box from the box's settings page in the dashboard. Use a PIN of at least six digits and avoid easily guessable sequences such as 000000 or 123456.
Enable **email notifications** on every voicemail box so that messages land in your inbox the moment they're received. This means you never have to remember to check the dashboard, and you can read the transcription even if you can't listen to the audio straight away.
Voicemail messages are stored for **90 days** by default. After 90 days, messages are automatically deleted and cannot be recovered. If you need to keep a message permanently, download the audio file from the dashboard before the retention period expires. Downloaded files are saved in MP3 format.
## Related Guides
Set up routing rules to send calls to your voicemail box automatically at the right time.
Forward unanswered calls to voicemail or other destinations using no-answer forwarding rules.