Voice Note in IM – Send Voice Messages to Customers in Zoho Desk

Voice Note in IM


Voice Note is a feature in Instant Messaging (IM) that allows agents to send voice messages directly from the reply editor. It’s designed to offer a faster, more personal, and accessible way to communicate with customers, especially when typing just doesn’t cut it.

Whether you’re handling a high volume of tickets, assisting users with detailed troubleshooting, or trying to comfort someone going through a difficult experience, Voice Note helps you speak with clarity and empathy.


 

When to use Voice Note  

Scenarios
Scenarios
Situation
How Voice Note Helps
Explaining a complex process
Speak it out instead of writing a long reply.
Supporting a distressed customer
Your tone can deliver calm and empathy.
Multilingual conversations
Speak in the customer’s preferred language.
Busy agents on mobile or multitasking
Voice is quicker than typing.

How to use Voice Note: Step-by-Step  

  1. Open IM Conversation in Desk.
  2. Navigate to Reply Editor
  3. Click the Microphone icon. This will open the voice recorder. You may be asked for microphone access if not already granted.
  4. Once recording begins, speak naturally and clearly. You’ll see a timer showing the duration.
  5. Click the Stop or Pause button when you're done. The system will process your recording.
  6. Click the Play button to preview the note. Want to discard it? Just click Delete button.
  7. Once you’re satisfied, click Send. The message will be sent as an .mp3 file.

What you can do with Voice Note  

  1. Record and send voice messages up to three minutes long (plan-based).
  2. Share your message as an .mp3 file, optimized for speed and size.
  3. Enhance clarity in communication through tone and voice.
  4. Work efficiently when typing is time-consuming or not ideal.
  5. Support auditory learners and visually challenged users.
Recording Limits
Recording Limits
Plan Type or Restriction
Max Duration
Standard
Three minutes


File format and size  

  1. Voice Notes are sent as .mp3 files.
  2. Automatically compressed for IM delivery.
  3. Compatible across all IM integrations except Instagram (which doesn’t allow .mp3 files).

Microphone permissions  

If your mic is blocked or inaccessible, you’ll see:
  1. Microphone not accessible
  2. Please check your device settings or browser permissions to enable voice recording.
 
Error messages & what they mean
Error messages & what they mean
Scenario
Message
Recording fails
“Something went wrong while processing your voice note.”
Audio doesn’t load
“Something went wrong while loading your audio file.”
Playback fails
“Something went wrong while playing the audio.”

These errors usually relate to network interruptions, device/browser restrictions, or unsupported formats. In most cases, refreshing the page or checking your internet resolves it.
 
Testing & validation
Testing & validation
Before using Voice Note in real scenarios, try the following:

Test
What to Look For
Record & Send
Audio successfully records and appears in chat.
Limit Enforcement
Recording stops at two or three minutes automatically.
Integration Check
Confirm it works across supported IM channels.
MP3 Restrictions
Try sending audio where .mp3 uploads are blocked, and check if the system prevents it as expected.
 

FAQs  

What is Voice Note?
It’s a feature that lets agents record and send audio messages (.mp3) during IM conversations.
Where is Voice Note available?
Supported across all IM channels except Instagram, which doesn’t allow .mp3 files.
What format are the voice messages sent in?
They’re sent as compressed .mp3 files for easy playback and minimal file size.
Can I delete a voice note before sending?
Yes, click the (🗑️) icon next to your recording.
Can I delete a voice note after sending?
No, you cannot delete a voice note after sending.
Why can’t I record anything?
Your browser or device might have blocked mic access. Enable it in settings and reload the page.
What if the audio is too long?
Recording will automatically stop once the time limit (three minutes) is reached.
Why am I getting error messages when playing or sending voice notes?
This could be due to network issues, device compatibility, or restrictions on file uploads. Refresh the page or contact support if it persists.
 
 

Tips for using Voice Note effectively  


  1. Use a headset to reduce background noise.
  2. Speak naturally; don’t rush.
  3. Listen before you send, especially in sensitive scenarios.
  4. Keep it short and to the point, even if the limit is three minutes.
  5. Avoid confidential or sensitive info in audio, as it may not be indexed like text.

 

      Create. Review. Publish.

      Write, edit, collaborate on, and publish documents to different content management platforms.

      Get Started Now


        Access your files securely from anywhere

          Zoho CRM Training Programs

          Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

          Zoho CRM Training
            Redefine the way you work
            with Zoho Workplace

              Zoho DataPrep Personalized Demo

              If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

              Zoho CRM Training

                Create, share, and deliver

                beautiful slides from anywhere.

                Get Started Now


                  Zoho Sign now offers specialized one-on-one training for both administrators and developers.

                  BOOK A SESSION







                              Quick LinksWorkflow AutomationData Collection
                              Web FormsEnterpriseOnline Data Collection Tool
                              Embeddable FormsBankingBegin Data Collection
                              Interactive FormsWorkplaceData Collection App
                              CRM FormsCustomer ServiceAccessible Forms
                              Digital FormsMarketingForms for Small Business
                              HTML FormsEducationForms for Enterprise
                              Contact FormsE-commerceForms for any business
                              Lead Generation FormsHealthcareForms for Startups
                              Wordpress FormsCustomer onboardingForms for Small Business
                              No Code FormsConstructionRSVP tool for holidays
                              Free FormsTravelFeatures for Order Forms
                              Prefill FormsNon-Profit

                              Intake FormsLegal
                              Mobile App
                              Form DesignerHR
                              Mobile Forms
                              Card FormsFoodOffline Forms
                              Assign FormsPhotographyMobile Forms Features
                              Translate FormsReal EstateKiosk in Mobile Forms
                              Electronic Forms
                              Drag & drop form builder

                              Notification Emails for FormsAlternativesSecurity & Compliance
                              Holiday FormsGoogle Forms alternative GDPR
                              Form to PDFJotform alternativeHIPAA Forms
                              Email FormsFormstack alternativeEncrypted Forms

                              Wufoo alternativeSecure Forms

                              WCAG



                                        Create. Review. Publish.

                                        Write, edit, collaborate on, and publish documents to different content management platforms.

                                        Get Started Now







                                                          You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                              Manage your brands on social media


                                                                • Desk Community Learning Series


                                                                • Digest


                                                                • Functions


                                                                • Meetups


                                                                • Kbase


                                                                • Resources


                                                                • Glossary


                                                                • Desk Marketplace


                                                                • MVP Corner


                                                                • Word of the Day


                                                                • Ask the Experts


                                                                  Zoho Sheet Resources

                                                                   

                                                                      Zoho Forms Resources


                                                                        Secure your business
                                                                        communication with Zoho Mail


                                                                        Mail on the move with
                                                                        Zoho Mail mobile application

                                                                          Stay on top of your schedule
                                                                          at all times


                                                                          Carry your calendar with you
                                                                          Anytime, anywhere




                                                                                Zoho Sign Resources

                                                                                  Sign, Paperless!

                                                                                  Sign and send business documents on the go!

                                                                                  Get Started Now




                                                                                          Zoho TeamInbox Resources





                                                                                                    Zoho DataPrep Demo

                                                                                                    Get a personalized demo or POC

                                                                                                    REGISTER NOW


                                                                                                      Design. Discuss. Deliver.

                                                                                                      Create visually engaging stories with Zoho Show.

                                                                                                      Get Started Now









                                                                                                                          • Related Articles

                                                                                                                          • Navigating the Zoho Desk and Help Center Interface using a Screen Reader

                                                                                                                            A screen reader is assistive technology that is useful for people with visual impairments and reading difficulties. It vocalizes the information on the screen, guiding users linearly through the contents and enabling them to navigate the web easily ...
                                                                                                                          • Searching for a Ticket

                                                                                                                            Users can either manually search for a ticket using the search box or perform a voice search to get the desired ticket. To perform a manual search <br> To perform a voice search <br> Once the voice input is given, the results will be ...
                                                                                                                          • Scanning and Attaching Documents in Desk

                                                                                                                            The Zoho Desk app opens the door for easier navigation of tickets and addressing customers' concerns quickly. The app allows them to attach data in the form of photos, files, voice notes, scribbled notes, and documents to the tickets, comments, and ...
                                                                                                                          • Twilio Integration With Zoho Desk

                                                                                                                            Twilio is a cloud-enabled or hosted PBX platform which makes it incredibly easy for you to use the voice channel with your web apps. By integrating Twilio with Zoho Desk, you can organize your organization's incoming and outgoing calls from within ...
                                                                                                                          • Configuring Siri Shortcuts in the Radar App

                                                                                                                            Siri is a virtual assistant available on all Apple devices. It performs tasks and provides relevant information in response to vocal commands. Using a voice-controlled virtual assistant like Siri is a great way to glean information and perform tasks ...
                                                                                                                            Wherever you are is as good as
                                                                                                                            your workplace

                                                                                                                              Resources

                                                                                                                              Videos

                                                                                                                              Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                              eBooks

                                                                                                                              Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                              Webinars

                                                                                                                              Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                              CRM Tips

                                                                                                                              Make the most of Zoho CRM with these useful tips.



                                                                                                                                Zoho Show Resources