RingCentral voicemail triage to Slack and HubSpot

PromptCreate

Every 30 minutes, triage my new RingCentral voicemails so the urgent ones get seen in minutes instead of at the end of the day.

Start with RingCentral "List Messages" against my message store, filtered to voicemail message type, unread read status, and a date range starting at the previous run. Keep track of the voicemail ids you have already handled and skip any that appear again, so an overlapping window never produces a duplicate alert. Do not change read status in RingCentral: my team uses unread as their own worklist, so leave it exactly as they left it.

For every new voicemail, call RingCentral "Get Message" to pull the full detail, including the caller number, the timestamp, the duration, and the voicemail transcription text.

Read each transcription and classify it on three axes. First, what the caller actually wants, in plain words. Second, how urgent it is. Third, which bucket it belongs in: support problem, sales enquiry, billing question, or spam and robocall.

Treat a voicemail as urgent when the caller describes something broken or down, is blocked from using the product, sets a same day or next morning deadline, threatens to cancel or escalate, sounds seriously angry, reports anything with a safety, security, or payment failure angle, or is an obviously large inbound sales opportunity. Everything else is routine, including general questions, callbacks with no deadline, and vendors.

Post anything urgent to Slack immediately using "Send a Message" to my urgent voicemail channel. Include the caller number, the time it came in, the bucket, a summary of no more than two lines, and an explicit line explaining why it was flagged urgent. One message per urgent voicemail, posted as soon as you have judged it, not held for the digest.

Do not ping per voicemail for the routine ones. Collect every non urgent voicemail from this run into a single digest post to my voicemail digest channel using Slack "Send a Message", grouped by bucket, with one line each covering the caller number, the time, and what they want. If there are no routine voicemails in a run, post nothing at all rather than an empty digest.

For genuine sales and support callers, look the caller number up in HubSpot with "Search Contacts", trying the number in a few common formats before concluding there is no match. Then attach the follow up with HubSpot "Create Task": subject naming the caller and what they want, body containing your summary plus the relevant part of the transcription, associated to the matched contact when you find one. Make support tasks due the same day and sales tasks due the next business day, and set high priority on anything you flagged urgent. If there is no matching contact, still create the task with the caller number in the subject so an unknown caller never gets lost.

Silently drop the noise. Obvious robocalls, spam pitches, automated collections and warranty messages, empty or silent voicemails, and dead air with no usable transcription get no Slack post, no digest line, and no HubSpot task. The one exception is a voicemail that clearly has real speech but no transcription available: mention that one in the digest as needing a manual listen, with the caller number and the time.

Alert fatigue is what kills this workflow, so be strict. If you are genuinely torn between urgent and routine, put it in the digest rather than the urgent channel.

Example output

🚨 Urgent voicemail (Support) From: +1 (415) 555 0182, received 10:42am Caller says their checkout page has been returning errors for their customers since about 9am and they have had three failed orders. They are asking for a callback before noon today. Flagged urgent: active outage affecting their revenue, with a same day callback deadline. HubSpot: matched to Dana Whitfield at Northfield Supply. Follow up task created, due today.

What does this prompt do?

Checks for new voicemails every 30 minutes and reads the transcript of each one
Works out what the caller actually wants, how urgent it is, and whether it is a support problem, a sales enquiry, a billing question, or spam
Posts urgent voicemails to Slack straight away with the caller number, a two line summary, and the reason it was flagged
Batches everything non urgent into a single digest post, files follow up tasks against the caller's HubSpot record, and quietly ignores robocalls and silent voicemails

What do I need to use this?

A RingCentral account with voicemail transcription enabled on the lines you want covered
A Slack workspace the workflow can post to, ideally one channel for urgent alerts and one for the digest
A HubSpot login for looking up callers and creating follow up tasks
A rough sense of what counts as urgent for your team, so the agent judges the way you would

How can I customize it?

Change how often it runs: every 15 minutes for a busy support line, hourly for quieter ones
Tune what counts as urgent, for example always escalate anything mentioning an outage, a cancellation, or a same day deadline
Send urgent alerts and the digest to different Slack channels, or hold the digest until once a day
Change who the HubSpot follow up task is assigned to and how soon it is due for support versus sales callers

FAQs

Do I need a separate transcription service?

No. RingCentral transcribes voicemails itself, so the text is already sitting on the message when the workflow picks it up. If a particular voicemail has no transcription, the agent flags it as needing a listen rather than guessing.

What happens to robocalls and silent voicemails?

They are dropped quietly. No Slack post, no digest line, no task. That is deliberate: the fastest way to kill a workflow like this is to have people learn to ignore the channel.

Will it mark my voicemails as listened to?

No. It leaves your read and unread status exactly as your team left it, and keeps its own note of which voicemails it has already handled so nothing gets posted twice.

Will this work on HubSpot Free?

Yes. Looking up contacts and creating tasks are both available on free HubSpot plans.

What if the caller is not in HubSpot?

The follow up task still gets created with the caller number and the summary, just without a contact attached, so an unknown caller never falls through the cracks.

How does it decide what is urgent?

It reads what the caller actually said and looks for things like service being down, a same day deadline, a threat to cancel, a blocked customer, or an obviously large deal. You can describe your own rules and it will apply those instead.

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