Voicemail templates are saved recordings and scripts your practice can use in ringless voicemail campaigns. Once created, you can reuse these templates across multiple campaigns, saving your team time and keeping patient communication consistent.
Practice by Numbers lets you create static and dynamic voicemail templates, depending on whether you want to send the same recording to every patient or personalize each message.
Static vs. Dynamic Voicemail Templates
There are two types of voicemail templates available:
Feature | Static Audio | Dynamic Audio |
What it is | One fixed audio clip | A text script with merge tags |
What patients hear | The exact same message | A message personalized with their details |
How you create it | Record, upload, or generate from text | Write text and insert placeholders |
Best for | General announcements, holiday greetings, and office updates | Birthday wishes, appointment reminders, and recall reminders |
How Dynamic Templates Work
For example, if you create a voicemail that says "Happy birthday, {first name}" and send it to two patients, Rachel and Ross, Practice by Numbers automatically replaces the placeholder with each patient's first name.
Rachel hears: "Happy birthday, Rachel."
Ross hears: "Happy birthday, Ross."
You don't need to record separate messages for each patient.
Before You Begin
Your practice must have the Ringless Voicemail feature enabled to create and use voicemail templates.
If you don't see the Voicemail Templates tab, contact Practice by Numbers Support for assistance.
If you plan to record a voicemail directly in your browser, make sure your computer has a working microphone. Alternatively, you can record your message on another device and upload the audio file.
How to Access Voicemail Templates
To create, view, or manage your voicemail templates:
Log in to your Practice by Numbers account.
Navigate to Campaigns from the main menu.
Select the Voicemail Templates tab.
From here, you can create new voicemail templates, review existing recordings, and edit saved templates for future campaigns.
Navigation Path: Campaigns > Voicemail Templates. If your practice hasn't created any templates yet, the page will be empty.
Create a New Voicemail Template
On the Voicemail Templates page, click New Template.
The Add a new voicemail window will open.
Enter a name for your template, such as Holiday Wishes.
Select a category, such as Holidays. These are the same predefined categories used for email and SMS templates.
Under Media Info, select Static Audio or Dynamic Audio.
Follow the instructions below based on the type of voicemail you want to create.
Create a Static Audio Template
Static audio templates deliver the same recorded message to every patient.
You can create a static voicemail in three ways.
Option A: Record a Voicemail in Your Browser
Under Static Audio, click Start Recording.
Speak your voicemail message into your microphone.
When finished, click Stop Recording.
Your recording will appear with a play button so you can listen to it.
Optionally, click Enhance Audio to reduce background noise and improve voice clarity.
Click Create and Use to save your template.
Tip: For the best recording quality, use a quiet environment and speak clearly into your microphone.
Option B: Upload an Audio File
If you already have a recorded voicemail, you can upload it instead of recording a new message.
Under Static Audio, open the Upload Media tab.
Click Select File.
Choose the audio file from your device.
Once uploaded, the audio waveform and a play button will appear.
Listen to the recording to confirm it sounds correct.
Optionally, click Enhance Audio to improve audio quality.
Click Create and Use to save your template.
Note: Uploaded audio files can be up to 4 MB.
Option C: Generate a Voicemail Clip from Text
You can also type your voicemail message and have Practice by Numbers convert it into an audio recording.
Under Static Audio, open Generate Clip from Text.
Select an Output Language. English is selected by default, but you can choose additional languages.
Open the Output Voice dropdown.
Click the play button next to any voice to hear a sample.
Select your preferred voice.
Enter your message in the Media Text field.
Click Generate Clip.
Use the play button to listen to the generated message.
Click Create and Use to save the template.
Note: Text-generated voicemail messages support up to 450 characters, approximately 30 seconds of audio.
Tip: Want to change your message? Edit the text and click Generate Clip again before saving.
Create a Dynamic Audio Template
Dynamic voicemail templates allow you to personalize messages automatically using patient information.
Instead of recording individual messages, you can write one script and insert placeholders that Practice by Numbers replaces with each patient's information.
Steps to Create a Dynamic Template
Under Media Info, select the Dynamic Audio tab.
The Output Language will be set to English. Dynamic voicemail templates currently support English only.
Open the Output Voice dropdown.
Preview available voices using the play button and select your preferred voice.
In the Voicemail Text field, enter your message.
Click Insert Placeholder in the upper-right corner of the text field.
Select the merge tag you want to include, such as First Name or Practice Name.
The selected placeholder will be added to your message and highlighted in blue.
Click Play Sample Clip to preview your voicemail using sample values.
Once you're satisfied with the message, click Create and Use.
Available Voice Options
You can choose between two types of voices:
System Voices: Ready-made voices provided by Practice by Numbers.
Clone Voices: Custom voices created from recorded voice samples, allowing generated messages to sound like someone from your practice.
Example Dynamic Voicemail
"Wishing you a very happy birthday, {first name}, from your dentist, {practice name}."
Practice by Numbers automatically replaces the placeholders with the appropriate patient and practice information before generating the voicemail.
Which Merge Tags Can I Use?
Voicemail templates use the same merge tags your practice has configured for SMS templates.
View and Edit Existing Voicemail Templates
After you save a template, it appears on the Voicemail Templates page.
Static templates display an audio clip that you can play.
Dynamic templates display the voicemail text along with a sample clip you can preview.
Edit an Existing Template
Navigate to Campaigns > Voicemail Templates.
Select the template you want to update.
Click Edit.
Make the necessary changes:
For static templates, replace the recording by recording, uploading, or generating a new clip.
For dynamic templates, update the message text, voice, or merge tags.
Choose how you want to save your changes.
Save Changes: Updates the existing template. Campaigns already using the template will use the updated version.
Save as New: Creates a new template with your changes while leaving the original unchanged.
Tip: Use Save as New when creating a variation for another campaign without changing the template used in existing campaigns.
Create Templates While Setting Up a Campaign
You can also create voicemail templates directly while building a campaign.
When adding a voicemail to a campaign:
Click Add Voicemail Template.
Open the Add a new voicemail tab.
Create a static or dynamic voicemail using the steps above.
Click Create and Use.
Your new template will save to your practice and be available for future campaigns.
For more information, see How to Send Ringless Voicemails in Campaigns.
Frequently Asked Questions
How long can a voicemail be?
Text-to-speech messages support up to 450 characters (about 30 seconds). Uploaded audio files can be up to 4 MB.
Can I use other languages?
Static templates generated from text support multiple languages through the Output Language dropdown. Dynamic templates currently support English only.
What does Enhance Audio do?
Enhance Audio reduces background noise and helps improve the clarity of recorded or uploaded audio.
Can I reuse voicemail templates?
Yes. Once saved, templates can be used across multiple campaigns.
Can I personalize voicemail messages?
Yes. Dynamic voicemail templates support merge tags that automatically insert patient and practice information.