How-To's For Client Voicemails

Checking A Voicemail

If a voicemail is left of any of our lines, an email will be sent to the assist inbox with an attachment containing the message. Donna will then check the voicemail and action it. Or will forward any messages on to the Head VA for that line (or to their back-up) through Team chat or WhatsApp.

Setting Up A Voicemail

To set up a new voicemail message on a phone line, dial *56 from your softphone. You will be asked for the mailbox number of the line you want, and then the pin number, which can be found in the table below. This will take you through to a group of prompts to set up a voicemail. You’ll need to set a voicemail up for each of your client lines and for your DDI line if you have one (just use your name for a DDI line, not the company name).

1. Dial *56 on your softphone

2. Enter the mailbox number

3. Enter the pin

4. Press '0' for mailbox options

5. Then press '1' to record your unavailable message 

    OR '2' to record your busy message

    OR '3' to record your name

    OR '4' to record your temporary greeting

6. Press '2' to listen to your recording

7. When you are happy with the recording, press '1' to save

Setting Up A Temporary Greeting

If you need to set a greeting for a public holiday, or a client's holiday closure period, you can add a temporary greeting to the line, which can then be removed without affecting the original voicemail message.

To add a temporary greeting:

1. Dial *56 on your softphone

2. Enter the mailbox number

3. Enter the pin

4. Press '0' for mailbox options

5. Press '4' to record your temporary greeting

6. Press '2' to listen to your recording

7. When you are happy with the recording, press '1' to save

To remove a temporary greeting:

1. Dial *56 on your softphone

2. Enter the mailbox number

3. Enter the pin

4. Press '0' for mailbox options - it will tell you that there is a temporary greeting

5. Press '4' to go to the temporary greeting

6. Press '2' to erase your temporary greeting

NOTE: As of March 2023, the Strictly Savvy phoneline goes directly to voicemail, and then any messages left are checked and passed on to the appropriate team member. For this reason, an extra piece of text has been added to the unavailable voicemail message, as well as all temporary greetings added for holiday closures.

Strictly Savvy - Unavailable Message

For Strictly Savvy main line (04 934 5668) and can be adapted to use for client lines

"Thank you for calling Strictly Savvy. If you're calling to get information about our services or rates, please head over to our website where you can book a free discovery call with one of our sales team, or download a copy of our current pricing guide. If your call is about something else, please leave your name, number and a brief message and we will return your call as soon as someone is available. Have a great day from the team at Strictly Savvy!"

Strictly Savvy - Wellington Anniversary (Temporary Greeting)

For Strictly Savvy main line (04 934 5668) and can be adapted to use for client lines

"Thank you for calling Strictly Savvy. If you're calling to get information about our services or rates, please head over to our website where you can book a free discovery call with one of our sales team, or download a copy of our current pricing guide. If your call is about something else, please leave your name, number and a brief message and we will return your call as soon as someone is available. Please note that we will be closed for Wellington Anniversary on Monday [date] January, but will be back in the office on Tuesday [date] January and will return your call then. Have a great day from the team at Strictly Savvy!"

Strictly Savvy - Waitangi Day (Temporary Greeting)

For Strictly Savvy main line (04 934 5668) and can be adapted to use for client lines

"Thank you for calling Strictly Savvy. If you're calling to get information about our services or rates, please head over to our website where you can book a free discovery call with one of our sales team, or download a copy of our current pricing guide. If your call is about something else, please leave your name, number and a brief message and we will return your call as soon as someone is available. Please note that we will be closed for Waitangi Day on [day of week] [date] February, but will be back in the office on [day of week] [date] February and will return your call then. Have a great day from the team at Strictly Savvy!"

Strictly Savvy - Easter Weekend (Temporary Greeting)

For Strictly Savvy main line (04 934 5668) and can be adapted to use for client lines

"Thank you for calling Strictly Savvy. If you're calling to get information about our services or rates, please head over to our website where you can book a free discovery call with one of our sales team, or download a copy of our current pricing guide. If your call is about something else, please leave your name, number and a brief message and we will return your call as soon as someone is available. Please note that we will be closed for Easter weekend from 5pm Thursday [date] [month], but will be back in the office on Tuesday [date] [month] and will return your call then. Have a great day from the team at Strictly Savvy!"

Strictly Savvy - Anzac Day (Temporary Greeting)

For Strictly Savvy main line (04 934 5668) and can be adapted to use for client lines

"Thank you for calling Strictly Savvy. If you're calling to get information about our services or rates, please head over to our website where you can book a free discovery call with one of our sales team, or download a copy of our current pricing guide. If your call is about something else, please leave your name, number and a brief message and we will return your call as soon as someone is available. Please note that we will be closed for Anzac Day on [day of week] [date] April, but will be back in the office on [day of week] [date] April and will return your call then. Have a great day from the team at Strictly Savvy!"

Strictly Savvy - King's Birthday Weekend (Temporary Greeting)

For Strictly Savvy main line (04 934 5668) and can be adapted to use for client lines

"Thank you for calling Strictly Savvy. If you're calling to get information about our services or rates, head over to our website where you can book a discovery call with one of our sales team, or download a copy of our current pricing guide. If your call is about something else, please leave your name, number and a brief message and we will return your call as soon as someone is available. Please note that we will be closed for King's Birthday on [day of week] [date] June, but will be back in the office on Tuesday [date] June and will return your call then. Have a great day from the team at Strictly Savvy!"

Strictly Savvy - Matariki (Temporary Greeting)

For Strictly Savvy main line (04 934 5668) and can be adapted to use for client lines

"Thank you for calling Strictly Savvy. If you're calling to get information about our services or rates, please head over to our website where you can book a free discovery call with one of our sales team, or download a copy of our current pricing guide. If your call is about something else, please leave your name, number and a brief message and we will return your call as soon as someone is available. Please note that we will be closed for Matariki on Friday [date] [month], but will be back in the office on Monday [date] [month] and will return your call then. Have a great day from the team at Strictly Savvy!"

Strictly Savvy - Labour Day Weekend (Temporary Greeting)

For Strictly Savvy main line (04 934 5668) and can be adapted to use for client lines

"Thank you for calling Strictly Savvy. If you're calling to get information about our services or rates, please head over to our website where you can book a free discovery call with one of our sales team, or download a copy of our current pricing guide. If your call is about something else, please leave your name, number and a brief message and we will return your call as soon as someone is available. Please note that we will be closed for Labour Day on Monday [date] October, but will be back in the office on Tuesday [date] October and will return your call then. Have a great day from the team at Strictly Savvy!"

Strictly Savvy - Christmas Holiday Period (Temporary Greeting)

For Strictly Savvy main line (04 934 5668) and can be adapted to use for client lines

"Thank you for calling Strictly Savvy. We are currently closed for the holiday period and will be back in the office on [date]. if you're calling to get information about our services or rates, you can head over to our website where you can book a free discovery call with one of our sales team in the new year, or download a copy of our current pricing guide. Alternatively, please leave your name, number and a brief message and we will return your call once we are back on deck in the new year. Have a safe and happy holiday break from the team at Strictly Savvy!"