Learn how to create, manage, and use pre-recorded voicemail messages in Shape Software to leave consistent voicemail messages faster while remaining compliant with industry regulations.
Outbound Voicemail Drop
Outbound Voicemail Drop allows users to leave a pre-recorded voicemail message instead of repeating the same message throughout the day.
repeating the same message throughout the day. When an outbound call reaches a customer’s voicemail, simply wait for the voicemail greeting to finish and the beep to play. Then, click the Voicemail Drop button in Shape’s dialer.
Shape will automatically play your pre-recorded voicemail message and disconnect the call, allowing you to move on to your next conversation immediately.
Voicemail Drop is designed to improve consistency, save time, and help teams work more efficiently without sacrificing the personal touch of a live outbound call.
Before You Begin
Before using Outbound Voicemail Drop:
- Your organization’s phone system must be configured.
- You must have at least one voicemail recording uploaded.
- Your recording must be saved as an MP3 file.
- The MP3 must have a bitrate of 320 kbps or lower.
Creating Your Voicemail Recordings
Navigate to:
Settings → Outbound Voicemail Drop
or upload recordings directly from your Profile → Phone Settings.
From this page you can:
- Upload new voicemail recordings
- Rename recordings
- Listen to existing recordings
- Delete outdated recordings
Each user manages their own voicemail library.
Using Voicemail Drop
Using Voicemail Drop is simple.
Shape immediately:
- Plays your selected voicemail recording.
- Disconnects you from the call.
- Continues playing the voicemail for the customer.
This allows you to immediately begin your next outbound call without waiting for the recording to finish.
Why Do I Have to Wait for the Beep?
This is one of the most common questions users ask.
Shape intentionally requires a user to wait until the voicemail greeting has finished and the beep has occurred before allowing a voicemail to be dropped.
This approach helps organizations remain compliant with applicable regulations surrounding automated calling technologies.
If the Voicemail Drop button is clicked before the beep, the voicemail drop will fail.
Best Practice: Always wait for the voicemail greeting to finish completely before clicking Voicemail Drop.
User Permissions
Voicemail recordings are owned by the user who uploads them.
By default:
- Users can access their own voicemail recordings.
- Managers and Directors can make their recordings available to users assigned beneath them.
This allows organizations to maintain consistent messaging while still supporting team-specific voicemail recordings.
Ringless Voicemail
Shape does not natively support Ringless Voicemail Drops.
This is an intentional design decision to help organizations maintain compliance with applicable calling regulations and industry best practices.
Organizations that require Ringless Voicemail campaigns commonly integrate third-party platforms through Drip Campaigns, Webhooks, or automation tools such as Zapier in combination with providers like Slybroadcast.
Best Practices
- ✓Keep recordings between 20 and 40 seconds whenever possible.
- ✓Speak naturally and clearly.
- ✓Mention your name and company.
- ✓Include a clear reason for your call.
- ✓End with a simple call to action.
- ✓Update recordings periodically as campaigns change.
- ✓Wait for the voicemail beep before clicking Voicemail Drop.
Sample Voicemail
Hi, this is [Your Name] with [Your Company Name]. I was reaching out regarding your recent inquiry about home financing. When you have a moment, please give me a call back at [Your Phone Number]. I look forward to speaking with you soon. Thanks, and have a great day!
Frequently Asked Questions
Does Shape support Ringless Voicemail?+
No. Shape’s native Voicemail Drop feature requires an active outbound call and manual user interaction to remain compliant with applicable regulations. Organizations that require Ringless Voicemail typically integrate third-party services through webhooks or automation platforms.
Why isn’t my voicemail playing?+
The most common causes are: The recording isn’t an MP3. The MP3 bitrate exceeds 320 kbps. The Voicemail Drop button was clicked before the voicemail beep. If the issue continues, contact Shape Support for assistance.
Can I upload multiple voicemail recordings?+
Yes. Users can upload multiple voicemail recordings and manage them from the Outbound Voicemail Drop settings page.
Can other users use my voicemail recordings?+
Generally, no. Users can only access their own recordings. However, users assigned to a Manager or Director may also have access to voicemail recordings uploaded by that Manager or Director.
Can I edit a voicemail recording?+
You can rename or replace recordings, but audio content itself must be edited externally before being uploaded again.
Why does Shape disconnect my call after I click Voicemail Drop?+
This is expected behavior. Once you click Voicemail Drop, Shape begins playing your recording for the customer while automatically ending your participation in the call so you can immediately continue working.
Can I use Voicemail Drop during every call?+
No. Voicemail Drop is only available after an outbound call reaches the customer’s voicemail greeting. It cannot be used during live conversations.