Mailbox profiles
Updated at October 14th, 2025
Table of Contents
The Mailbox Profiles Module allows Halo admins to create and manage mailboxes with predefined settings, ensuring consistency in authorisation and restrictions.
✔ Mailboxes can be created for:
- Departments
- Individual Users
- User Groups (with shared settings)
✔ Custom characteristics can be assigned per profile:
- Sales Employees – Voicemail notifications sent to mobile phones.
- Management Users – Includes an option to transfer calls to a secretary.
✔ Once a Mailbox Profile is created, individual mailboxes based on that profile can be further configured via:
- Explorer > Voice > Mailboxes. ✔ Mailbox owners can only modify specific settings defined in the profile.
Creating a Mailbox Profile
1. Access Mailbox Profiles
- Navigate to Explorer Pane > Settings > Mailbox Profiles.
- View existing profiles.
2. Add and Configure a New Mailbox Profile
- Click Add.
- Configure the following settings:
General Settings
| Field | Description |
|---|---|
| Name | Assign a logical name to the Mailbox Profile. |
| Allow Transfer to Operator | Determines whether calls can be transferred to the operator. |
| Allow Transfer to Alternative Phone Number | Enables transfers to a specified alternative number (e.g., secretary's line). |
| Alternative Phone Number | Defines the destination for transfers (can trigger a next module for the channel). |
Message & Notification Settings
| Setting | Description |
|---|---|
| Max Recording Length | Defines maximum voicemail duration (in seconds). |
| Forwarding by Email to Owners | Sends voicemail notifications via email to message box owners. |
| Forwarding by Email to Users | Sends voicemail notifications via email to message box users. |
| Set Archived | If enabled, forwarded voicemail messages are marked as 'Read' in the Client. (Disables rerouting). |
| Notify Owner per SMS | Sends an SMS notification for new voicemails (requires a configured SMS Text Channel). |
✔ Voicemail notifications are always sent to the owner's mobile phone (not configurable).
Message Retention & Deletion
| Setting | Description |
|---|---|
| Delete Archived Voicemails After [Days] | Automatically deletes archived messages after the specified time period. |
| Delete Unread Voicemail After [Days] | Deletes unread voicemails after a set period. |
Mailbox Status & Routing
| Setting | Description |
|---|---|
| Action When Mailbox is Inactive | Defines the next module executed when the mailbox is inactive. |
| Email Owner on Creation | Sends a notification email to the owner when their mailbox is created. |
✔ Translated elements include:
"Voicemail""Left you a message""You now have""New""Old""Voicemail message(s)""Call xxxx to listen to your voicemail"
3. Save the Mailbox Profile
- Click Add to save changes.
