How To: Access Voicemail

Quick Specs (The Basics)

• Storage: Each mailbox holds up to 1 hour of audio.

• Message Limit: Single messages are capped at 5 minutes.

• File Formats: Greetings can be recorded by phone, uploaded (.mp3/.wav), or created using AI Text-to-Speech.

• Mailbox Types: Includes individual extension boxes and unlimited group boxes (e.g., Sales, Support).

• Default Greeting:  "The person at extension *** is not available." 

• Voicemail Instructions: "Record your message at the tone, press any key or stop talking to end the recording."

How to Log In

• From Your Desk Phone

  • Press the Envelope Button on your device.

  • OR Dial * + [Extension Number] 

• From Another Office Phone

  • Dial * + [Extension Number] (e.g., dial *105 to check mailbox 105).

• From Outside the Office (Remote Access)

  • Call your direct phone number or reach another mailbox.

  • Wait for the greeting to start playing.

  • Press *.

  • Enter your Mailbox Number followed by #.

  • You will be prompted to enter your PIN followed by #.

• Visual Voicemail

  • Log in to the Cytracom Desktop or Mobile App to play and delete messages visually.

Menu Commands

Default PIN for new users is often 1234 This can be reset by an Admin.

1. Main Menu

• Press 1: Listen to New Messages

• Press 2: Listen to Saved Messages

• Press 5: Advanced Options (Greetings & Password)

2. While Listening to a Message

• Press 0: Replay current message

• Press 2: Save message

• Press 7: Delete message

• Press 8: Forward message to another user

  • Press 1: Record an introductory comment (optional).

  • Press 8: Send the transfer now.

  • Enter Target: Type the destination mailbox number followed by #.

3. Advanced Options (Press 5 from Main Menu)

• Press 1: Record your personal greeting.

• Press 3: Record your name (for the company directory).

• Press 6: Change your PIN.

• Press 0: Return to Main Menu.
   

 Pro Tip: Send Directly to Voicemail

Want to transfer a caller straight to a coworker's voicemail without ringing their phone?

• Transfer them to [Extension] + *.

• Example: Transfer the caller to 105*.

 Administrator Guide: Setup & Configuration

Creating & Editing Mailboxes

1. Log in to the Cytracom Portal (secure.cytracom.net).

2. Go to the PBX tab.

3. Click Mailboxes (or "Extensions" to edit a user's personal box).

4. Click + New or Edit to configure:

   • Mailbox Number: Assign the extension number.

   • Name: The label shown in the system directory.

   • Password (PIN): Set a 3-6 digit numeric password.

   • Email to Notify: Enter email addresses to receive alerts.

     • Limit: You can add up to 10 email addresses.

     • Format: Separate addresses with a comma only (no spaces).

     • Example: john@email.com,jane@email.com

     • Tip: Toggle "Attach Voicemail" to send the audio file directly to the recipients.

   • Timezone: Set this to the user's local time for accurate timestamps.

Advanced Settings

• Skip Voicemail Instructions: Check this to remove the generic "Please leave a message after the tone" robot voice. Callers will hear the custom greeting and then the beep immediately.

• Hide from Directory: Use this for private lines (e.g., CEOs) so they aren't listed in the automated dial-by-name directory.

• Auto-Deletion: Set how long messages are kept (e.g., 30 days) or set to "Never" to keep them until the box isfull.

• Transcription: (If supported by your plan) Enable this to email text transcripts of voicemails to the user.