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Voicemail Manager for 3CX

Every voicemail read, every caller answered.

Voicemail Manager emails each 3CX voicemail as text, delivers team mailboxes to everyone on the team, and sends any message left unheard to someone else after the minutes you set.

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  • Transcripts by email
  • Escalation for unheard messages
  • AI summaries and action items

A voicemail nobody hears is a caller nobody calls back.

In a normal mailbox, a message waits for one person to find time to listen. Voicemail Manager puts every message in front of the people who can act on it.

You have to listen to a message to find out what it says.

Read it in seconds.

Each voicemail is emailed with a text transcript, and the audio can be attached as an MP3. Optional AI adds a summary and action items.

A message waits in one person's mailbox while they are out.

It moves on by itself.

If a voicemail in a department stays unheard for the minutes you set, it is emailed to the people you list.

A message meant for the whole team is passed along by hand.

Everyone on the team gets it.

A group voicemail box sends every message left in it to each member of its distribution group.

Finding an old message means listening through them one by one.

Every message, on record.

Search and filter every voicemail in one portal, with the dates it was created, notified, heard and deleted, and export reports.

Escalation

When a voicemail sits unheard, it goes to someone else.

Choose a 3CX department, set the minutes, and list who should get the message next. For example, sales voicemails can go to the sales manager when a salesperson is away.

  1. A voicemail is left

    A caller leaves a message for any extension in the department you chose.

  2. It stays unheard

    Nobody listens within the minutes you set for that department.

  3. It is emailed on

    The voicemail goes to the email addresses you listed, one or more.

Separate rules for each department, each with its own delay and addresses.

Optional AI

Know what a caller wants before you press play.

Turn on AI for the extensions that need it. Voicemail Manager transcribes each message, and AI pulls out the details your team would otherwise listen for.

  • TranscriptsThe full message as text, searchable in the portal and included in reports.
  • Summaries, key points, action items and sentimentAn AI prompt for each, which you can switch on or off.
  • Your own questionsSave questions like "Did the caller leave a callback number?" and reuse them on future messages.
  • Only where you want itChoose which extensions use AI, so you only spend on the mailboxes that need it.

The AI features connect to OpenAI with your own API key. Transcription also lists a Google Cloud account in the requirements.

Inside Voicemail Manager

Play it, share it, and keep a record of it.

A web portal your team opens in a browser, signing in with their 3CX extension.

Web portal

Every voicemail in one place.

Search and filter every voicemail, then play it, email it, download it, or forward it to other extensions with a recorded introduction that plays before the original message.

  • An audio visualizer to find the part that matters and skip silence
  • Play the original or the archived copy
  • A mark shows if a recording may have been changed
Group voicemail

Share one mailbox with the whole team.

Pick a 3CX voicemail box, name the group and choose its members. Every message left in that box is sent to each member, so one person being out does not hold it up.

  • One message to every employee, or to one department
  • Choose members from your 3CX extensions
  • Edit or remove groups at any time
Reports

See the history of every voicemail.

The Reports page lists each voicemail with the caller, its length, its transcript and when it was created, notified, heard and deleted. Group rows by any column and export the result.

  • Group by extension, caller or any other column
  • Export to CSV, PDF, XLS or XLSX
  • Shows deleted voicemails with their deletion date
Where it helps

Built for offices where voicemail is work.

Property and field services

A service request lands in a shared mailbox. A group voicemail box sends it to the whole team, and it is emailed to a supervisor if nobody listens in time.

Healthcare and professional offices

An administrative message comes in on the front desk line. Staff read the transcript and forward it to the right person's extension.

Sales teams

A salesperson is out for the day. Voicemails left for the sales department are emailed to the sales manager after the minutes you set.

Company-wide messages

The owner records one voicemail for everyone, and a group voicemail box delivers it to every employee's mailbox.

Settings

Set it up the way your office handles messages.

Retention and archiving

Delete voicemails after a set number of days or once they are emailed, and keep compressed MP3 copies in an archive folder.

Email delivery

Send each voicemail and its transcript to its owner, or to one address for everyone, through your own mail server.

Access by department

Managers can be allowed to see their department's voicemail. Everyone else sees only their own.

Custom Branding

Add your logo, header title and colors to the portal your team uses.

Everything in Voicemail Manager

  • Web portal to search, play, forward, download, delete and email voicemail
  • Text transcripts by email, with optional MP3 attachments
  • Group voicemail boxes and distribution groups
  • Email escalation for unheard voicemail
  • AI summaries, key points, action items and sentiment
  • Your own saved AI questions
  • AI turned on per extension
  • Audio visualizer and playback speed control
  • Forwarding with a recorded introduction
  • View and export deleted voicemails
  • Tamper detection for voicemail recordings
  • Import of existing voicemails
  • Compression, archiving and retention policies
  • Detailed reports with CSV, PDF, XLS and XLSX export
  • Missed calls
  • Time zone and regional display settings
  • Sign in with a voicemail PIN, web client password or phone password
  • Redesigned navigation and speed optimizations

Voicemail Manager is included in the VoIPTools Subscription.

One subscription gets you Voicemail Manager and 30+ other add-ons for 3CX.

Get the VoIPTools SubscriptionSchedule a live demo
Questions

Voicemail Manager questions, answered.

Anything else? Our support team answers 24/7 from the USA, India and the Philippines.

Does escalation call or text anyone?+
No. Escalation emails unheard voicemails to the addresses you list for each department. If you need phone call or SMS alerts tied to an on-call schedule, On Call Manager does that, and it is also included in the VoIPTools Subscription.
What do I need for transcripts and AI?+
The AI features, such as transcription in the portal, summaries, key points, action items, sentiment and your own questions, connect to OpenAI with your own API key. The requirements also list a Google Cloud account for voicemail transcription. You choose which extensions use AI.
Can managers see their team's voicemail?+
Yes. You assign managers to each 3CX department and allow them to open their team members' voicemails. People with the user role see only their own.
Can we bring in the voicemails we already have?+
Yes. The import setting adds existing voicemails to the portal and archives them if archiving is on. For a large number of messages, run it after business hours, because processing many voicemails at once can slow 3CX down.
How do people sign in?+
With their 3CX extension number and a password. You choose whether that is their voicemail PIN, their web client password or their phone authentication password.
Can we tell if a voicemail was changed?+
Yes. Voicemail Manager compares each recording with the details held in 3CX. When they match, the recording is marked as authentic. When they do not, it is marked as possibly changed.
Which 3CX version does it work with?+
3CX version 20. It is installed on a separate Windows server, never on the 3CX server. The only VoIPTools software on the 3CX server is the VoIPTools Relay. 3CX can run on Windows or Linux, in any cloud or on premises, but not on servers hosted and managed by 3CX.
Details

Requirements, updates and documentation.

Downloads and documentation
  • 3CX version 20
  • A 64-bit Windows server for Voicemail Manager, separate from the 3CX server: Windows 10 or later, or Windows Server 2016 or later
  • Microsoft SQL Server 2016 or later (the free Express edition works), installed on the VoIPTools server, not the 3CX server. You can also use your own existing SQL Server. We strongly recommend SQL Server 2025: its free Express edition holds databases up to 50 GB, five times more than earlier versions, which matters for add-ons that store a lot of data, such as Exporter.
  • VoIPTools Relay, which connects Voicemail Manager to your 3CX system. It is the only VoIPTools software installed directly on the 3CX server, and it must be installed there, not on the VoIPTools server.
  • Static IP addresses for the VoIPTools and 3CX servers
  • For transcription: a Google Cloud account and an OpenAI API key
  • For AI features: an OpenAI API account
  • 3CX on Windows or Linux, in any cloud (such as Amazon, Microsoft Azure or Google) or on premises. Not compatible with 3CX servers hosted and managed by 3CX, which do not allow third-party software.

Check the documentation for the current release and full setup details for your environment.

Got a question?

Talk to the team that builds Voicemail Manager.

Whether it is Voicemail Manager, another add-on, or a custom solution built around your needs, we can help you get the most out of 3CX.

Already a customer? For help with an install or an issue, email Support@VoIPTools.com.

Thank you. Your question has been sent, and our team will get back to you soon.

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Keep every message moving.

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