Voicemails

How to manage voicemail messages, use workflow statuses, and configure voicemail settings in the VOXO Pharmacy app.

The Voicemails page at https://pharmacy.voxo.co/voicemails is where your team listens to, tracks, and manages inbound voicemail messages. A workflow status system lets staff mark messages as they move through your handling process. The page has two tabs: Messages and Settings.

Managing messages

The Messages tab opens by default. A stats bar at the top shows the total number of messages and a breakdown by workflow status, giving you an at-a-glance count of how many messages still need attention.

Below the stats bar, a search field and filter controls let you narrow the message list:

• Search — searches across caller information and, where a transcript is available, voicemail content.
• Mailbox — a multi-select dropdown that limits the list to one or more voicemail boxes. This is useful in environments with multiple mailboxes.
• Workflow status — filter by All, Not Started, In Progress, or Done to focus on messages at a particular stage of handling.

The message table shows one row per voicemail, with these columns:

Column	What it shows
From	The caller’s number
Date	When the message was left
Duration	Length of the voicemail
Status	Workflow handling stage: Not Started, In Progress, or Done
Transcript	A truncated preview of the AI-generated transcript, or “No transcription” if unavailable
Read / Unread	Whether the message has been opened

Workflow status

Workflow statuses help your team track which voicemails have been handled and which still need action. Each message is always in one of three states:

• Not started — the message has not been reviewed or acted on yet.
• In progress — someone is working on this message, but the task is not complete.
• Done — the message has been fully handled.

New messages arrive with a status of Not Started. You can update statuses one message at a time by clicking the message row, or in bulk using the bulk action controls.

Bulk actions — select one or more messages using the checkboxes in the table, then choose an action from the bulk action menu:

• Change workflow status to Not Started, In Progress, or Done
• Mark selected messages as Read or Unread
• Delete selected messages

Deleting voicemails is permanent. Make sure you no longer need a message before deleting it.

Exporting voicemails

Click the Export button (download icon) in the toolbar to download the current filtered list as a CSV file. The export includes all voicemail records matching your active filters, not just the current page.

Listening to a voicemail

1. Find the message

   Use the search field or filters to locate the voicemail you want to hear. Unread messages are highlighted in the table.

2. Open the message

   Click the message row. A detail panel expands below the row or opens inline.

3. Play the audio

   Press the play button in the audio player to listen to the voicemail. You can pause and scrub to any point in the recording.

4. Read the transcript (if available)

   If a transcript was generated for the message, it appears below the audio player. Transcripts are not available for all messages.

5. Update the workflow status

   Use the status control in the detail panel to change the message status to In Progress or Done once you have acted on it.

Voicemail settings

The Settings tab shows a searchable list of voicemail boxes configured for your location. Each mailbox entry shows the full name, mailbox number, and associated email address. Click the edit button on any mailbox to open its configuration, where you can update the mailbox name, email, greeting, and other mailbox-level settings.

Access to the Settings tab is permission-gated. If you do not see the Settings tab or certain options within it, contact your VOXO administrator to request the appropriate permissions.