Setting Up Your HubSpot Voicemail and Working Hours
Setting up your HubSpot voicemail is an important first step to ensure you never miss a patient or lead call. Each nurse is provisioned with a HubSpot phone number that can forward to your mobile, and configuring your working hours and voicemail messages helps provide a professional, reliable experience. This guide walks you through how to access your phone settings, record or upload a voicemail greeting, and set different messages for calls during and outside of working hours.
Frequently Asked Questions Answered in this Video
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How do I find my HubSpot phone number and calling settings?
Answered at: 0:13 – 0:41
Go to the settings icon in the top right corner of HubSpot → Preferences → General → Calling. Here, you’ll see your HubSpot phone number, forwarding settings, and working hours.
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Can I set different voicemails for work hours and after hours?
Answered at: 1:20 – 1:31
Yes. HubSpot lets you create one voicemail for calls during your set working hours and a separate one for calls outside those hours.
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Do I have to type my voicemail message, or can I record it?
Answered at: 1:31 – 1:40
You can either type in your voicemail and have HubSpot’s system read it back, or you can record and upload your own audio file for a more personal greeting.
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What file type can I upload for my voicemail greeting?
Answered at: 1:40 – 1:46
Any standard audio file created with a basic phone recording app will work for uploading your voicemail greeting.
Resource Asset
Setting Up Your HubSpot Voicemail and Working Hours
Video Transcript
Joshua Ballard [00:01]:
Hey everybody, I wanted to quickly run through how you can set up your voicemails today. Every one of you who has a HubSpot setup has been provisioned with a HubSpot phone number.
Joshua Ballard [00:13]:
At any time, if you’re in HubSpot and want to check this, go to your contacts, then navigate to the settings icon in the top-right corner.
Joshua Ballard [00:28]:
From there, go into Preferences → General → Calling. You should be able to see your assigned phone number, your working hours, and the number it forwards to. (I can’t see it here since I’m using the administrator view, but you’ll see it on your side.)
Joshua Ballard [00:53]:
Back in the call setup view, the buttons should be the same for you. If you click Actions → Edit, you’ll see the voicemail settings.
Joshua Ballard [01:01]:
Here you can manage the consent voice that’s used and choose a different recording if you’d like.
Joshua Ballard [01:12]:
The phone number is assigned to you individually. You’ll also see a reminder if your working hours aren’t set.
Joshua Ballard [01:20]:
You can configure two voicemail messages: one for calls that come in during your working hours, and another for calls outside your hours.
Joshua Ballard [01:31]:
For each voicemail, you can either type in a message (and have the system read it back), or upload your own audio recording.
Joshua Ballard [01:40]:
You can record this with any standard phone app and upload the file here, giving you control over the voicemail message your patients or leads hear when they call.
Joshua Ballard [01:53]:
I hope that’s helpful for everyone. Please keep sending your questions — I’ll record video responses and share them with the whole group so you can all benefit.
Have a good day.