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đź“ž Help Guide: Setting Up Auto Voicemail Drops in HighLevel

Feature: Auto Voicemail Drop  Platform: GoHighLevel  Use Case: Boost callback, schedule, and show rates with automated voicemail delivery  Estimated Setup Time: 30–45 minutes

 

🧠 What Is Auto Voicemail Drop?

Auto Voicemail Drop lets you pre-record voicemails and automatically deliver them to your leads’ inboxes without making a live call. This powerful feature allows you to reach hundreds (even thousands) of leads with high-converting voice messages—all while saving time and maximizing engagement.

âś… Benefits:

  • Higher confirmation & schedule rates

  • Increased callback volume

  • Reduced manual effort

  • Consistent, professional voicemails across your funnel

📼 What You’ll Need Before You Start

  1. 4 voicemail scripts (provided in the doc below)

  2. A way to record your voice:

    • Smartphone (using native voice memo apps)

    • PC/Mac (using Voice Recorder, QuickTime, or any MP4-compatible software)

  3. Save files in MP4 format

  4. Access to your HighLevel automation builder

🎙️ The 4 Voicemail Types You Must Record

You’ll record 4 voicemail types for each funnel: Challenges and Trials. That means 8 recordings total.

⚠️ IMPORTANT RECORDING TIPS:

  • Do NOT include lead names, times, dates, days, or seasons

  • Keep tone: friendly, high energy, clear, assumptive

  • Listen and re-record until you're confident it sounds great

  • Let a teammate with a great voice record if needed

🔊 Voicemail 1: Not Yet Scheduled (Day 1)

Use Case: Lead opted in but hasn’t booked yet
Timing: Dropped automatically after first outbound call

đź—Ł Sample Line:

“Hey, just saw you opted in! Wanted to personally reach out. We’ve got a few spots left in this transformation program. Give us a quick call or text back—we’d love to get you scheduled!”

🔊 Voicemail 2: Still Not Scheduled (Day 3)

Use Case: Lead hasn’t scheduled after 3rd contact attempt
Timing: Dropped automatically on 3rd call attempt

đź—Ł Sample Line:

“Hey, it’s [Your Name] from [Gym Name] again. Just wanted to give you a last heads-up—we’re down to our last few spots for the challenge. Text or call back soon so we can lock yours in!”

🔊 Voicemail 3: Lead Callback Follow-Up

Use Case: You promised to follow up at a later time
Timing: Scheduled via lead follow-up calendar

đź—Ł Sample Line:

“Hey, I remembered you asked me to reach out around now about the next challenge. Just wanted to check in—do you want us to save your spot before we move on to the next person?”

🔊 Voicemail 4: 24-Hour Unconfirmed Appointment Reminder

Use Case: Appointment is set, but the lead hasn’t confirmed
Timing: 24 hours before appointment, only if still unconfirmed

đź—Ł Sample Line:

“Hey, it’s [Your Name] at [Gym Name]. Just wanted to confirm your appointment for this time tomorrow. If we don’t hear from you, we may have to give the spot to someone else—so shoot us a text if you're still good to go!”

đź›  How to Upload & Activate Voicemails in HighLevel

1. Save Your Voicemail Recordings

  • Use any device with a recording tool

  • Export/save your voicemails in .MP4 format

2. Log in to HighLevel

  • Navigate to Automations → Lead Campaigns

3. Choose Your Campaign Type

  • For Challenge Funnels: go to the Challenges campaign

  • For Trial Funnels: go to the Trials campaign

4. Open the Voicemail Drops Folder

  • Look for the folder labeled Voicemail Drops

  • You’ll see prebuilt steps labeled Voicemail 1–4

5. Upload Your Recordings

  • Open each step (e.g., Voicemail 1)

  • Click the existing placeholder audio and remove it

  • Click Upload File, select your .MP4 file

  • Click Open, then Save and Publish

🎯 Repeat this process for all 4 voicemails per campaign

🔄 Managing Which Voicemails Run

Want to only run Voicemail 1 and 2? No problem. You can:

  • Toggle off individual voicemail steps

  • Edit wait times between calls

  • Customize triggers as needed

đź“Ť Just repeat the upload/publish process inside Trial Campaigns as well.

⚡ Pro Tips for Success

Tip Why It Matters
Use a confident, natural tone Builds trust quickly
Keep messages under 30 seconds Improves listen rates
Double-check file names & steps Avoid misfiring the wrong message
Prepare for increased call volume Update team call forwarding rules
Monitor callback response windows Respond ASAP to hot leads
 

🚨 Final Reminder

“Once these voicemails are live, your system will run smarter—not harder.”

  • Expect more callbacks, higher schedule rates, and better show rates

  • Make sure your team is ready to answer calls & texts promptly

  • Treat voicemail drop as a silent team member working behind the scenes!