Most businesses can’t answer every call. That’s real life, not a failure. The trick is making sure you actually know when you’ve missed a call or someone leaves a voicemail—otherwise, you’re just losing leads and annoying customers.
If you’re using Callhippo for your phone system, setting up voicemail and missed call alerts is straightforward, but a little hidden if you’re new to the dashboard. This guide is for people who want a clear, step-by-step walkthrough—no fluff, no sales pitch, just what you need to actually get alerts working so you can respond faster.
Let’s get into it.
Why bother with voicemail and missed call alerts?
Before we jump into how, let’s be clear on the why:
- People expect a response. Missed calls with no follow-up make you look unreliable.
- Voicemails often include details you’ll forget if you don’t listen soon.
- Missed call alerts let you call back fast—sometimes before a competitor does.
- If your team is busy or distributed, alerts help you share the load.
If you’re thinking, “I’ll just check the dashboard now and then,”—you won’t. You need the alerts.
Step 1: Sign in and find your way around
First, log in to your Callhippo dashboard. (Yes, obvious, but you’d be surprised how many people get tripped up by multiple accounts or weird browser logins.)
- Go to Callhippo and sign in.
- You’ll land on the main dashboard, which shows recent calls, voicemails, and numbers.
- The left sidebar is where you’ll find most settings.
If you don’t see your company’s numbers, double-check you’re in the right workspace (top left dropdown). If you’re not an admin, some features might be hidden—ask your admin to give you access.
Step 2: Set up voicemail (if you haven’t already)
Voicemail has to be enabled for each number. You can use a generic message or record a custom one (which always sounds better).
To set up voicemail:
- Go to the “Numbers” tab in the left sidebar.
- Click on the number you want to manage.
- Hit “Settings” or “Edit”—the exact label changes, but you’re looking for anything that sounds like “Number Settings.”
- Scroll to the “Voicemail” section.
- Toggle voicemail ON.
- Record your greeting:
- You can upload an audio file or record directly in the browser.
- Keep it short, friendly, and mention your business name.
- Example: “Hi, you’ve reached [Your Business]. Sorry we missed you. Please leave your name and number and we’ll get back to you soon.”
- Save changes.
Pro tip: If you have multiple numbers or departments, customize each greeting so callers know they reached the right spot.
What doesn’t work: The default robot voice is fine for emergencies, but it’s cold and generic. If you want people to actually leave a message, record a real greeting.
Step 3: Turn on voicemail alerts
Voicemails are only useful if you know when you’ve got one. Callhippo can email you every time a voicemail comes in.
Here’s how:
- Still in the Number Settings, look for “Voicemail Notifications” or “Voicemail Alerts.”
- Add the email addresses that should get alerts. You can add teammates, group inboxes, or your personal email.
- Decide if you want to attach the audio file to the email. (Recommended—you can listen on the go.)
- Save changes.
You’ll get an email every time someone leaves a voicemail, usually within a minute.
What to ignore: SMS alerts for voicemails. They’re not always reliable, and most people prefer email anyway so they can forward or reply as needed.
Step 4: Set up missed call alerts
Missed calls are just as important as voicemails—maybe more, since not everyone leaves a message.
To get missed call alerts:
- In the same Number Settings area, look for “Missed Call Alerts” or “Missed Call Notifications.”
- Add the email addresses that should be notified.
- Some plans let you enable push notifications to your Callhippo mobile app. If you’re on the go a lot, turn this on.
- Save.
How it works: - Every time your number rings and no one answers, you (or your team) will get an email with the caller’s info and timestamp. - If the person leaves a voicemail, you’ll get both a missed call and voicemail alert.
Pro tip: Route alerts to a shared inbox or Slack channel if you have a team. That way, whoever’s free can grab it.
What doesn’t work: If you set alerts to go to just one person, don’t expect fast response times unless that person is glued to their inbox. Spread the responsibility.
Step 5: Test everything
Don’t assume it’s all working—test it.
- Call your number from another phone.
- Don’t answer—let it go to voicemail.
- Leave a test message.
- Check your email (and the mobile app, if enabled) for both the missed call and voicemail alert.
- Try calling again but hang up before voicemail to test missed call alerts by themselves.
If you don’t get alerts within a couple minutes, double-check your settings. Sometimes spam filters or typos in the alert email trip people up.
Step 6: Fine-tune your notifications (and avoid alert fatigue)
You want to respond fast, not get buried in emails.
- Only add people who really need alerts. Don’t CC the whole company.
- Use filters or rules in your email client to route alerts to a folder or flag them as important.
- If you have high call volume, consider using a helpdesk tool that integrates with Callhippo, so alerts turn into tickets.
Pro tip: If you start ignoring alerts, you’ve got too many. Adjust as needed. The goal is to respond, not create digital noise.
What about integrations and mobile notifications?
Callhippo offers integrations with tools like Slack, Zapier, and helpdesks. These can funnel alerts where your team actually works—instead of just email.
- Slack: Send missed call or voicemail alerts to a channel. Good for teams who live in Slack.
- Zapier: Build custom workflows—like creating a CRM task for every missed call.
- Mobile app: Push notifications are handy, but spotty coverage or battery settings can delay alerts. Always test.
What to ignore: Overcomplicating things. If your team just needs an email, don’t bother with integrations “just because.” Start simple.
Common gotchas and troubleshooting
- No alerts? Double-check you saved changes, emails are correct, and notifications aren’t going to spam.
- Too many alerts? Route to a shared inbox, or set up filters.
- Alerts are late or missing? Sometimes there’s a lag—rare, but if it’s frequent, contact Callhippo support.
- Multiple numbers or teams? Set up unique alerts for each number or department, or you’ll get mixed-up messages.
Keep it simple, iterate, and respond fast
You don’t need a complicated system—just make sure you know when someone’s trying to reach you, and respond quickly. Start with basic voicemail and missed call alerts, test them, and tweak as needed.
Don’t let “perfect” get in the way of “working.” Set it up, see how your team uses it, and adjust. The faster you respond to missed calls and voicemails, the more business—and goodwill—you keep.
Got a tip or a problem with Callhippo alerts? Share it with your team. Odds are, if you’re confused, someone else is too. Keep it simple, stay responsive, and you’ll be ahead of most of your competition.