In this guide
Introduction
An AI receptionist that answers calls perfectly is not much use if you have no idea what was said. Voksha notifies you after every completed call, and separately confirms appointments to the people who booked them.
All of it is configured per agent, so a clinic agent can notify the practice manager while a sales agent notifies the sales lead. Each channel is opt-in, so you get the notifications you want and none of the ones you do not.
Voksha sends all of these on its own messaging and email infrastructure. You do not need a Twilio account, an SMTP server, or any third-party sending service of your own.
The Channels Available
Four distinct notifications, each serving a different purpose:
Owner email, after every completed call. The full picture: who called, when, what they wanted, and a link straight to the recording and transcript. This is the one most businesses rely on.
Owner SMS, after every completed call. A short text so you know a call happened without checking email, with a link to listen. Opt-in.
Customer booking confirmation email. Sent to the caller when an appointment is booked and they provided an email address. Confirms the time so they have it in writing.
Slack or Google Chat message. Posts into a channel so a whole team sees call activity in the place they already work.
The first two are set up on the agent's Settings tab. The booking confirmation is automatic. Slack and Google Chat are also configured in Settings.
Email Notifications
The complete record of every call
To turn it on: open the agent's Settings tab, enter a notification email address, and tick Email on completed call.
What arrives: an email subject-lined "New call for" followed by your agent's name, containing:
- Caller the number they called from, or a note that it was withheld
- Time when the call started
- Summary what the caller wanted, in plain language
- Appointment booked a marker, shown only when that call produced a booking, linking through to the appointment
- A button to listen to the recording and read the full transcript
That last link is what makes the email genuinely useful. You do not have to remember a login or hunt through a list. One tap from the email takes you to that specific call.
Cost: email notifications are effectively free to send, so there is no reason to be sparing with them. Most businesses leave email on permanently and treat it as their record of the day.
Timestamps in the email are shown in UTC.
Who Should Receive It
Use whichever address is actually watched during business hours. A shared inbox such as reception@ or frontdesk@ often works better than one person's address, because cover is automatic when they are away.
Each agent has its own notification email, so if you run separate agents for separate departments or locations, each one can notify the person responsible for it.
SMS Notifications
A short nudge when you are away from your inbox
SMS is off by default and has to be switched on deliberately, because a text interrupts in a way email does not.
To turn it on: on the agent's Settings tab, enter a mobile number in full international format, for example +14155550100, and tick SMS on completed call. The number is required; saving the toggle without one will prompt you to add it.
What arrives: a deliberately short message, along the lines of "New call for Front Desk. Listen: " followed by a link. It is kept brief on purpose so it fits a single text message and reads cleanly on a lock screen. The detail lives in the email; the text exists to tell you something happened and give you a way straight to it.
Where it comes from: the text is sent from your agent's own phone number where it has one. So the message appears under the same number your customers call, which makes it recognisable rather than arriving from an unknown sender.
When SMS Is Worth It
SMS earns its place when a missed call has a cost that grows quickly. Emergency callouts, high-value enquiries, after-hours calls that need a same-evening response.
It is less useful for steady daytime volume, where a text per call becomes noise and gets ignored, which defeats the purpose. A reasonable pattern for a busy business is email on every call for the record, SMS reserved for the agent handling urgent or after-hours traffic.
Customer Booking Confirmations
The caller gets it in writing
When your agent books an appointment and the caller gave an email address, Voksha emails them a confirmation automatically. Nothing to configure.
What they receive: an email titled "Your appointment is confirmed", stating when the appointment is and, where one exists, a link through to the meeting details.
Why it matters: a caller who booked by phone has nothing to refer back to except what they remember. A written confirmation gives them the time in front of them, which reduces both the confusion and the follow-up calls asking what time they agreed to.
Note the condition: the confirmation is only sent if the caller provided an email address during the call. If they did not, the booking is still made and still lands on your calendar, but there is nothing to send it to. This is worth mentioning in your agent's instructions so it asks for an email address when booking.
Slack and Google Chat
Call activity where your team already works
For teams that live in a chat tool, Voksha can post into a channel instead of, or as well as, emailing an individual.
To set it up: on the agent's Settings tab, choose Slack or Google Chat, then paste the incoming webhook URL for the channel you want to post into. Voksha validates the URL belongs to the provider you selected, so a Slack URL pasted into a Google Chat configuration is caught immediately rather than failing silently later.
Getting the webhook URL: in Slack, create an incoming webhook for the target channel in your workspace app settings; the URL will begin https://hooks.slack.com/services/. In Google Chat, create a webhook from the channel's app settings; the URL will begin https://chat.googleapis.com/.
Test before relying on it. There is a test action next to the configuration that sends a message immediately, so you can confirm it lands in the right channel before a real call depends on it.
Why teams prefer this: a channel gives shared visibility. Anyone can see the call came in and respond, rather than it sitting in one person's inbox while they are at lunch. It also keeps a searchable history of call activity alongside the rest of the team's work.
Reliability and Delivery Records
What happens when a notification fails
Notifications are useful only if you can trust them, which means being clear about how failures are handled.
A failed notification never affects the call. Notification sending happens after the call is complete and is fully isolated from it. If email is down, the call still completes, is still recorded, is still transcribed, and any appointment is still booked. Nothing about the caller's experience depends on a message reaching you.
Channels are independent. Email and SMS are attempted separately. If SMS fails, email still arrives. One channel having a bad day does not take the others with it.
Every send is recorded. Each attempt is logged with its outcome: sent, failed, or skipped. "Skipped" means there was nothing to send to, for example SMS was enabled but no mobile number was saved. This matters when a notification does not turn up, because the record distinguishes between a message that failed in transit and one that was never attempted, and those have different fixes.
If notifications stop arriving, check the channel is still ticked in the agent's Settings, that the address or number is still correct, and for email that Voksha's messages have not started going to spam. Marking one as not spam usually resolves it. If it persists, contact support and we can look at the delivery records for your agent.
Choosing the Right Setup
Some patterns that work in practice.
Solo operator, phone in pocket. Email on to a personal address, SMS on to your mobile. You will know about every call within seconds either way, and the volume is low enough that texts stay useful.
Small team with a front desk. Email on to a shared reception inbox, SMS off. Whoever is covering the desk sees the calls, and nobody is buried in texts.
Busy multi-person business. Email on to a shared inbox for the record, plus Slack or Google Chat into a team channel for visibility. SMS reserved only for the after-hours or emergency agent, where an interruption is the point.
Appointment-led business. Everything above, and make sure your agent asks callers for an email address when booking, so the automatic confirmation can actually be sent and you field fewer "what time was I booked for" calls.
Start with email on and adjust from there. It is the cheapest channel, the most complete, and the easiest to live with.
Key Takeaways
Voksha sends four notifications: owner email per call, owner SMS per call, customer booking confirmations, and Slack or Google Chat messages.
Everything is configured per agent on the agent's Settings tab, so different agents can notify different people.
The owner email carries the caller's number, the time, a plain-language summary, an Appointment booked marker when relevant, and a direct link to the recording and transcript.
SMS is off by default, requires a mobile number, and arrives from your agent's own phone number so it is recognisable.
Customer booking confirmations are automatic, but only when the caller provided an email address, so have your agent ask for one.
Slack and Google Chat webhook URLs are validated on entry and can be tested before you rely on them.
A failed notification never affects the call, channels fail independently, and every attempt is recorded as sent, failed, or skipped.
Voksha sends on its own messaging and email infrastructure, so you need no Twilio account or SMTP server of your own.
