Smart Personal Voicemail

Traditional voicemail loses customers. 82% of first-time callers who reach voicemail will call a competitor instead. Smart Personal Voicemail changes that — it works alongside your AI Receptionist to make sure every caller gets the attention they deserve, and every message reaches you instantly.

What Your Callers Experience

In-call keypad shortcuts are still being built, so we are not publishing them yet.

Those shortcuts are for use during a call with the AI Receptionist. When a caller dials your number and uses the keypad before the AI answers, the codes are one verb digit followed by the extension number:

Code	What it does	Example
1 + extension	Manage that mailbox	1 12 → manage voicemail for extension 12
5 + extension	Leave a message without ringing	5 12 → voicemail for extension 12
6 + extension	Speak to that extension's AI assistant, without ringing	6 12 → extension 12's AI assistant
7 + extension	Reach the extension — it rings, then falls back the way you configured it	7 12 → ring extension 12
*	Hear the staff directory

With up to 99 extensions these are three-key codes (712). With up to 999 extensions they become four-key codes (7123).

• Unlimited extensions — assign extensions to team members, departments, or use extension 0 as a general mailbox
• Personalized greetings — each extension can have its own recorded greeting
• Unilingual or Bilingual greetings — greetings play in one or two languages, matching your customer base
• Staff directory — callers can hear a list of available extensions and who they belong to
• Leave a message any time — 24/7, even when the AI Receptionist is handling the conversation

How Messages Reach You

Delivery Channels

Choose how you want to receive voicemail notifications. You can use one or several:

• SMS — transcribed text message to your phone
• Telegram text — transcription delivered via Telegram
• Telegram voice — hear the original recording in Telegram
• Email — full transcription with caller details
• ServiceFlow Field Assistant App — text or voice, with full caller context
• Phone dial-in — check your mailbox the traditional way

Managing Your Mailbox by Phone

As a business owner or staff member, you can access your voicemail by calling your business number and typing 66 for prompts in the primary language, or 62 for prompts in the secondary language. You’ll be asked to enter your extension and 4-digit PIN.

Main Menu

Press	Action
1	Listen to new messages
2	Listen to saved messages
3	Record your greeting
4	Mailbox settings (change PIN)
0	Help — hear menu options again

During Message Playback

Press	Action
1	Replay message
2	Save message
3	Delete message
4	Call the person back
5	Forward to another extension
#	Next message
*	Return to main menu

Automatic Transcription & Translation

Every voicemail is automatically transcribed to text. If a caller leaves a message in another language, Smart Personal Voicemail translates it into your language before delivering it. This works across 45+ languages — so you never miss a message because of a language barrier.

Security

• Each extension is protected by a 4-digit PIN
• PINs can be set by the business owner or by each team member
• After 3 incorrect PIN attempts, access is locked
• Owners can force a PIN reset for any extension