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Update Your Phone System Messages to Encourage Client Portal Adoption

Turn your phone system into a self-service driver by guiding clients to your digital front door.

Goal

Enhance your phone system’s voicemail and hold recordings to drive more policyholders to use your client portal for faster service and reduce unnecessary inbound calls.

Why This Matters

Many policyholders prefer quick, self-service options for common needs like making payments, accessing documents, or submitting service requests. When your phone recordings guide them to your website’s client portal:

  • You reduce call volume for your team
  • Clients get faster, more convenient service
  • You increase adoption and engagement with your GloveBox platform
  • Your staff gains time back to focus on revenue-generating activities
  • It creates a better experience, leading to stronger retention and referrals

How to Complete This Update

  1. Identify where you can update your phone messaging:

    • Hold recordings while clients are waiting to connect
    • General agency voicemail
    • Individual team member voicemails

  2. Use or customize one of these voicemail script options:

    Option 1:

    "For faster service, please visit our website at [agencywebsite.com] and click on the Client login."

    Option 2:

    "Need ID cards, documents, or billing info? Head to [agencywebsite.com] and use our Client Login for quick self-service."

    Option 3:

    "Skip the wait — visit [agencywebsite.com] and log in to our Client Portal for fast, 24/7 service."

    Option 4:

    "You can complete most service requests online! Go to [agencywebsite.com] and click the Client Portal login."

  3. Update your phone system:

    • If you use a VoIP system, log in to your provider’s dashboard and upload a new recording.
    • If unsure, contact your phone provider’s support team and request help updating your agency’s phone greeting or voicemail.

  4. Ask your team to update individual voicemail greetings:

    • Share this article with all staff
    • Recommend they add the preferred script to their voicemail greeting