---
title: "Voicemail and missed calls"
description: "Set your voicemail greeting in Settings → Phone & Voicemail, and let agents follow up on calls you miss."
url: https://help.k3x.ai/en/articles/93-voicemail-and-missed-calls
collection: "Email, Calls and SMS"
updated: 2026-10-04
language: en
---

# Voicemail and missed calls

Set your voicemail greeting in Settings → Phone & Voicemail, and let agents follow up on calls you miss.

Calls do not always get answered. Voicemail settings live in **Settings → Phone & Voicemail**, and missed calls land on the record timeline like any other call, so you and your agents can act on them.

## What counts as a missed call

An inbound call to your K3X number that no one answers before the ring window ends is logged as missed. If a voicemail greeting is set, the caller can leave a message. The call and the voicemail both appear on the timeline of the matching person or company. If the caller is not in your CRM yet, K3X creates a record so nothing is lost.

## Set your greeting

1.  Open **Settings → Phone & Voicemail**. You need the Owner or Administrator role.
    
2.  Pick the number you want to configure. Each number shows whether it is the **Default** and which user it is assigned to.
    
3.  Set the voicemail greeting for that number. Keep it short: who you are, that you will call back, and an alternative such as "or text this number".
    
4.  Save and call your own number from a mobile phone to hear it.
    

Numbers assigned to a user ring that user's browser. Calls to the Default number ring whoever it is assigned to.

## Listening to voicemail

Open the record and filter the timeline by **Calls**. The voicemail sits on the missed call entry with a player. When transcription is enabled for your workspace, the message is transcribed as well, so you can read it before you listen. Click the **Call** chip to call back from the same page.

## Alerts

Missed calls and voicemails trigger in-app notifications. Control them in **Settings → Notifications**: **New Messages** under In-App, and **Critical Alerts** and **Daily Digest** under Email. Allow browser notifications for `app.k3x.ai` if you want a desktop alert.

## Agents on missed calls

A missed call is a timeline event, and agents can trigger on timeline events. Open **Agents → Create Agent** and describe what you want. Common patterns:

-   **Text the caller back.** "When we miss an inbound call, text the caller within a minute: sorry we missed you, reply here or we will call back within the hour." This needs a number with approved A2P 10DLC or toll-free verification.
    
-   **Create a callback task.** The Task reminders template creates prioritized tasks so the callback does not slip.
    
-   **Move the deal.** An inbound call from a company in Went Cold is a signal. Have the agent move the deal back to an active stage and notify the owner.
    

Agent steps spend credits from your pool in the AI Credits category. Texts they send spend from the Texting category.

## Troubleshooting

-   **Callers hear a generic message instead of yours.** The greeting was not saved on that number, or they called a different number than the one you configured. Check each number in Phone & Voicemail.
    
-   **Calls go to voicemail while you are at your desk.** Check **Ringing** in the dialer popover (phone icon, top bar). It may point to a disconnected headset. Also confirm the number is assigned to you.
    
-   **Voicemail transcript is mangled.** Voicemail audio is often poor (mobile, noisy). The transcript reflects the audio. Add a note with the gist so search finds it later.
    

## Related

-   The dialer: one-click calls, the live-call banner and audio settings
    
-   Call logging, recording and transcription
    
-   Buy or port a phone number
    
-   Notifications: what K3X sends and how to control it