If you’re running a call center or a sales team, you know how much time gets wasted leaving the same voicemail over and over. That’s where voicemail drop comes in. This guide is for anyone using Calltools who wants to stop repeating themselves and start making their dialing more efficient—without getting lost in a sea of confusing settings.
Let’s cut to the chase: I’ll walk you through how voicemail drop works in Calltools, how to set it up, what to avoid, and what actually makes a difference. No fluff, no hype—just what you need to know.
What Is Voicemail Drop, Really?
Voicemail drop lets you pre-record messages and “drop” them instantly when you hit a customer’s voicemail, instead of reciting the same thing every time. You record once, click a button, and move on to your next call while Calltools leaves the message.
Why use it?
- Saves time: No more repeating yourself 50 times a day.
- Consistency: Everyone hears the same message (good for compliance, too).
- Cleaner workflow: You can move on to the next call faster.
But…
- It only works if you set it up right.
- It’s not magic—bad voicemails are still bad voicemails, even if they’re automated.
Step 1: Record a Voicemail That Doesn’t Suck
Let’s be honest, most dropped voicemails are ignored. If you want any chance of getting a call back, keep it short and sound human. Avoid robotic scripts.
Recording tips: - Use your real voice. Don’t overthink it. - State your name, company, and a brief reason for calling. - End with a direct callback number or next step. - Smile when you record—it actually makes you sound friendlier.
Example script:
“Hi, this is Sam from Acme Widgets. I wanted to share a quick update about your account. Call me back at 555-123-4567 when you have a minute. Thanks!”
How to record in Calltools: 1. Log in to your Calltools dashboard. 2. Head to the ‘Recordings’ or ‘Voicemail Drops’ section (the wording changes sometimes, but you’re looking for where audio files live). 3. Click ‘Add New Recording’ or similar. 4. Record directly in the browser, or upload a pre-recorded .mp3 or .wav file. 5. Give your recording a clear name (like “2024 Spring Promo” or “General Callback”).
Pro tip: Test your recording by calling your own cell and listening as if you were the prospect. If you’d delete it, so will they.
Step 2: Assign Your Recording to a Campaign
Once you’ve got your voicemail recording, you need to attach it to your dialing campaign.
Here’s how: 1. Go to the Campaigns tab in Calltools. 2. Choose the campaign you want to edit. 3. Look for campaign settings related to “Voicemail Drop” or “Answering Machine Detection.” 4. Select your recording from the list. 5. Save your changes.
What actually matters:
- Make sure Answering Machine Detection (AMD) is enabled. That’s what tells Calltools when to drop the message.
- Double-check you’re using the right recording—sending the wrong message to the wrong list is a rookie mistake.
Ignore:
- Don’t get lost in advanced settings unless you really need to. Start simple.
Step 3: Train Your Team (They’ll Thank You)
Most agents either forget about voicemail drop or use it wrong. Take five minutes to show your team:
- How to trigger the drop (usually a button that lights up when AMD detects voicemail).
- How to skip the drop if the machine misfires (sometimes it thinks a live person is a machine—tech’s not perfect).
- What to say if they accidentally talk over the message (just hang up, don’t panic).
Pro tip:
Run a mock session. Call your own phones, leave a couple voicemails, and see how natural it sounds.
Step 4: Actually Use It (and Don’t Overdo It)
In live calls, here’s what to do:
- Dial as usual from your campaign.
- When Calltools says it’s voicemail (or you hear the beep), hit the Voicemail Drop button.
- The system drops your pre-recorded message, and you’re free to move to the next call.
Honest advice: - Don’t use voicemail drop on every single call. If someone’s expecting a personal update, leave a real voicemail. - If you’re getting a ton of “do not call” requests, your message probably sounds too generic or spammy. Adjust accordingly.
Step 5: Monitor Results (But Don’t Obsess)
Check your Calltools reports after a week:
- Are callbacks up?
- Are you getting more “wrong number” or “stop calling” replies?
- Are agents using voicemail drop as intended?
Don’t expect miracles. Voicemail drop saves time, but it won’t turn cold leads into warm ones by itself.
What to ignore: - Don’t chase minor stats like “voicemail drop completion percentage.” Focus on whether your team is saving time and getting responses.
Common Pitfalls & How to Avoid Them
1. Bad Recordings - Too long, too scripted, or too quiet? You’ll get ignored. - Fix: Keep it short and clear.
2. Wrong Recording on the Wrong Campaign - Embarrassing and avoidable. - Fix: Double-check assignments before launching.
3. Over-relying on Automation - If every message is a drop, people notice. - Fix: Mix in real voicemails when appropriate.
4. Technical Glitches - Answering Machine Detection isn’t perfect. Sometimes it fires late, or not at all. - Fix: Train agents to listen and adapt. If you drop a message live by mistake, just apologize and move on.
Pro Tips for Better Results
- Refresh your messages: People get used to hearing the same thing. Rotate your recordings every couple of weeks.
- Keep your lists clean: Sending voicemails to dead numbers or folks who opted out won’t win you any fans.
- Test, test, test: Don’t assume it’s working—call yourself from the campaign and hear it firsthand.
- Don’t go overboard: Voicemail drop is a tool, not a silver bullet. Use it wisely.
Wrapping Up: Keep It Simple, Iterate Often
Voicemail drop in Calltools is about working smarter, not harder. Set it up, train your team, and keep your messages human. Don’t get sucked into endless tweaking—if it’s saving time and your callbacks are steady, you’re doing it right. Revisit your recordings now and then, stay skeptical of “growth hacks,” and keep your process straightforward. Simple usually wins.