Setting Up Ringless Voicemail Drops in Workflows

Understanding Ringless Voicemail Drops

A ringless voicemail drop, often just called a voicemail drop, is a method for delivering a pre-recorded audio message directly to a contact's voicemail inbox. The contact's phone does not ring, making it a non-intrusive way to communicate. This tool is ideal for sending consistent, timely messages for purposes like appointment reminders, lead follow-ups, or re-engagement campaigns.

Before You Begin

Ensure you have the following prerequisites in place:

• A phone number purchased within your CRM sub-account.
• A pre-recorded audio file in MP3 or WAV format, encoded at 64kbps.
• You must have obtained the contact's prior express consent to receive automated calls and messages, including voicemail drops. Compliance with telecommunication laws like the TCPA is required.

How to Configure a Voicemail Drop in a Workflow

Workflows automate the process, sending a voicemail drop instantly when a contact meets specific criteria.

Create or Open a Workflow

Navigate to Automation in the main menu. Click + Create Workflow to start a new one or open an existing workflow.

Set a Trigger

Choose a trigger that determines when the voicemail should be sent. Common triggers include:

• Contact Changed (e.g., when a status updates)
• Appointment Status Changed (e.g., to "Confirmed" or "No Show")
• Form Submitted
• Contact Tag Added

Add a Voicemail Drop Action

1. In the workflow builder, click the + button to add an action.
2. Search for and select the Voicemail action.
3. In the action settings, upload your pre-recorded audio file.
4. Click Save Action to add it to your workflow.

Optional: You can add an Assign to User action before the voicemail step to route the contact to a specific team member. If no user is assigned, the system will use the company's default phone number.

Common Use Cases

• Appointment Confirmation: Trigger a voicemail drop when an appointment status changes to "Confirmed" to reduce no-shows.
• No-Show Recovery: Send a friendly rebooking message immediately when an appointment is marked as a "No Show".
• New Lead Nurture: When a contact's status changes to "New Lead", send a personalized introductory voicemail.
• Post-Form Follow-up: Thank a contact with a voicemail immediately after they submit a form.
• Cold Lead Re-engagement: Use a tag like "Re-engage" as a trigger to send a check-in message.

Frequently Asked Questions

Why isn't my audio file working?

The file must be in MP3 or WAV format at 64kbps. If you encounter issues, use an online audio converter to re-encode your file, selecting 64kbps MP3 as the output, and then re-upload it to the workflow action.

Are voicemail drops legal?

Yes, but only with the recipient's prior express consent. Voicemail drops are regulated under laws like the Telephone Consumer Protection Act (TCPA). Sending them without consent can result in legal penalties.

Is there a daily sending limit?

Yes. Limits start at 100 drops per day and increase gradually over the first week, reaching 2,000 drops per day from the seventh day onward. To request a limit increase, please contact support.

Do I need special phone number registration?

If you have a CRM (or Twilio) phone number already set up and configured for calling, no additional registration is typically needed solely for voicemail drops, though you must always ensure you have consent.