Each extension (Unlimited, Metered and Virtual) on Vonage Business Solutions’ (formerly Vocalocity) system includes a voicemail box. This voicemail box can be programmed to send voicemails to email as well as play different messages depending on the call and whether or not you are out of the office.

Vonage Business Solutions allows for an unlimited number of stored voicemails with a 90 day retention for each message.

For more information on configuring your settings, please read below.

Configure Your Voicemail

Account Super User or Administrators                                                             

  1. To configure your voicemail box, log in to my.vocalocity.com.
  2. After clicking the “Phone Systems” icon at the top of the page, click “Extensions” on the left-hand navigation bar.
  3. Choose the extension you wish to configure, and then scroll to the bottom of the page.
  4. First, choose a voicemail PIN. This PIN must be entirely numerical and no more than 10 digits.
  5. If you would like for your voicemail messages to be sent to an email address in the form of an mp3 attachment, check the “Send Voicemail to Email” box and enter a valid email address.
    • Please Note: You can only send your voicemail to more than email address by entering the addresses separated by a space.
  6. If you wish to add voicemail transcription to your account, which means the voicemail message will also be transcribed in the same email that contains the mp3 file, please contact the Customer Success Team at 866.901.0242.
  7. If you are sending your voicemail messages to email, you may check the next box. The “Delete Voicemail Automatically After Sending to Email” box will delete your voicemail message both from your phone and from the system after the email message has been delivered to your inbox.
    • Please Note: If this box is checked, Vonage will not keep a copy of your voicemail messages. Therefore, please make sure that the voicemail to email configuration works properly before checking this box.
  8. The final checkbox, “Play Automatic Voicemail Prompt,” will play a greeting after your recorded message, stating, “Leave your message at the tone. Press pound when finished.” If you prefer not to have this play, or wish to say these things yourself, simply uncheck the box.
  9. There are four voicemail greetings on your extension to configure:
    • Name Greeting: This greeting will only play if your account is configured with a dial-by-name directory, which allows callers to reach an extension by dialing the first few letters of the first or last name (this directory is configured through the virtual receptionist). When callers enter your name, the name greeting will play to ensure that they have dialed correctly. Please Note: You do not need to configure this greeting if your account does not have a dial-by-name directory.
    • Unavailable Greeting: This greeting will play if you do not answer your phone, either because you are out of the office or when you are on a call and the second line on your phone rings.
    • Busy Greeting: This greeting will play if your phone is on “Do Not Disturb,” or if you receive a call when all other line appearances on your phone are in use.
    • Vacation Greeting: This greeting will play in place of the unavailable and busy message for as long as the box is checked. In order to revert to your original unavailable and busy greeting, you must uncheck the box.
  10. To the right of the greeting you wish to configure, you will see three buttons:
    • The first button is the play button. Press this button to play the current greeting.
    • The second button is the record button. Press this button if you would like to record your own greeting. Please Note: You do not need a microphone to record a greeting. The system will call you on a specified number or your extension so that you can record through the phone.
    • The third button is the upload button. If you have a file you would like to use for your greeting, click this button to browse your computer for the file. Any file uploaded must be in .wav or .mp3 format and less than 8MB in size.
  11. Finally, you may allow callers to exit your voicemail box at any time by pressing 4. To configure this option, choose the “Ring this number” radio button. Now, select either an extension or feature on your account, or choose “Add a Personal Number” to forward the call to an outside number. Please Note: If you configure this option, make sure to record your voicemail greeting so that callers are aware of this choice.
  12. Once you have set up your voicemail, click “Save” in the upper or lower right-hand corner.

End User

  1. To configure your voicemail settings, log in to  my.vocalocity.com.
  2. Once logged in, click the grey “Edit Mailbox Settings” next to the “My Voicemail” heading. A pop-up window will allow you to edit your voicemail settings.
  3. First, set your voicemail PIN number. Your PIN must be between 4 and 10 digits and must be numeric.
  4. If you would like to have your voicemail messages sent to you via email as an mp3 attachment, check the “Send Voicemail to Email” box.  In the next line, enter your email address. Please Note: You can only enter one email address in to this field.
  5. The “Delete Voicemail Automatically After Sending to Email” option will delete the voicemail message stored on your phone after the message has been delivered to your email inbox. Please Note: If you choose to use this option, the voicemail message is also removed from the system entirely. Your voicemail messages cannot be recovered if this option has been selected.
  6. Next, record or upload your custom voicemail greetings. These are the same greetings available to the account administrator or super user.
  7. Finally, you may allow callers to exit your voicemail box at any time by press 4. To configure this option, choose the “Ring this number” radio button. Now, select either an extension or feature on your account, or choose “Add a Personal Number” to forward the call to an outside number. Please Note: If you configure this option, make sure to record your voicemail greeting so that callers are aware of this choice.

Check Your Voicemail

There are a number of ways to check your voicemail, either from the office or remotely.

  • From Your Phone: You can check your voicemail from your phone using the hard or soft voicemail key (for example, the envelope button on a Cisco or Linksys phone). After pressing this button, you will be prompted to enter your voicemail PIN number. This will take you to the voicemail menu. From here you will simply follow instructions to listen to your voicemail messages, record your greeting, or change your voicemail options.
    • Please Note: You can also dial *99 or *100 to check your voicemail from your Vonage Business Solutions phone. You will be prompted to enter your voicemail PIN number in the same way you would if you had pressed a voicemail hard or soft key.
  • From Outside of the Vonage Business Solutions System:
    • Method 1: Call your extension from an outside line using your direct dial number or by entering your extension number from your company’s main menu (if this is configured). When the voicemail greeting starts to play, press * (asterisk). You will then be prompted to enter your extension number followed by your voicemail PIN number.
      Please Note: “Follow Me” or “Simultaneous Ring” options may inhibit your ability to check voicemail remotely. If you are using one of these “Never Miss a Call” options, use the alternative remote voicemail retrieval option below.
    • Method 2: You can also call your main company number and dial *101 when the greeting  (such as a phone menu) begins to play. The voicemail system will prompt you to enter your extension number followed by your voicemail PIN number. This will take you to the voicemail menu.
      Please Note: Your virtual receptionist must have the “Allow callers to dial an extension directly by entering it at any time” checkbox enabled for this method to work.
  • From the Vonage Business Solutions Admin Portal: Log in to http://my.vocalocity.com. After clicking the “Phone Systems” icon at the top of the page, click on “Voicemail” on the left hand naviation bar. From here you will see a list of all voicemails on your extension. You may listen to, add notes, delete, or forward via email.                                                                                                                                                                                                                             
  • Voicemail Via Email: You can also listen to your voicemail messages via email using the “Voicemail to Email” option on your extension. If this option is selected, your voicemail messages will be sent via email as an mp3 attachment. You may also elect to have your voicemail messages transcribed into text. This voicemail transcription feature is $4.99per month, per extension.
    • In order to enable voicemail to email on your extension, log in to the online user interface (http://my.vocalocity.com). Navigate to your extension, and under “Voicemail PIN and Greetings,” check the box marked “Send Voicemail to Email”. If you are an end user, you will find this option under the sections marked “My Voicemail.”
    • Make sure to enter your email address, and choose whether the system should delete voicemails off of your phone after sending them via email.  Please Note: Once voicemails have been deleted, they cannot be recovered. Ensure you are receiving your voicemails via email before you check this box.