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How It Works

1

Name Your Automation

Give your automation a descriptive name for easy identification (e.g., “New Facebook Lead Follow-Up”).

2

Choose a Trigger

 Select what event will start the call automation:

  • When a Lead is Created
  • When a Lead is Updated
  • When a Lead is Created or Updated
3

Apply Conditions (Optional)

  • Run automation only if:
    • The lead belongs to a specific list
    • A specific tag is applied
  • This helps target only qualified leads or specific campaigns
4

Assign an Agent & Phone Number

  • Choose the AI agent that will handle the call
  • Assign the outbound phone number (must be imported from Vapi or Retell AI)
5

Set Call Schedule

Define business hours to avoid calling outside working hours (e.g., 10 AM – 6 PM)

6

Define Call Concurrency

  • Choose how many calls to run in parallel
  • Example: Set concurrency to 20 to dial 20 leads at once
7

Configure Redial Logic

  1. If a call fails or goes unanswered:
    • Retry after 15 minutes (1st attempt)
    • Retry after 4 hours (2nd attempt)
    • Retry next day (3rd attempt)
8

Post-Call Actions

  • AI validates the conversation
  • Uses #Extract_Info to capture lead data (name, email, intent, etc.)
  • Uses #Book_Calendar to schedule appointments
  • Sends call data to CRM or Google Sheets via #Post_Call_Event webhook
  • View full call logs and transcripts in Call History

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Use Case Examples

  • Instant Lead Follow-Up
    Trigger a call when a lead fills out a form or subscribes via a landing page.
  • CRM Lead Re-Engagement
    Call warm or reactivated leads as soon as their status changes.
  • Tag-Based Triggering
    Auto-call when a lead gets tagged as “Hot,” “Schedule Call,” or “Demo Booked.”
  • Appointment Reminder Calls
    Trigger calls 1 hour before a scheduled appointment to reduce no-shows.
  • Missed Payment or Renewal Alert
    Automatically notify users when their subscription is about to expire.

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Integrations

Use this with:

  • CRMs like HubSpot, Zoho, and GoHighLevel
  • Forms & Lead Sources like Facebook Ads, Google Ads, Typeform
  • Automation Tools like Zapier, Make.com, N8N
  • Spreadsheets like Google Sheets or Excel

Trigger via Webhook for full automation flow.

Important:

  • Outbound numbers must be imported from Vapi or Retell AI
  • Ensure agents are configured with the appropriate prompt and actions
  • Respect DND guidelines and legal calling hours in your region
  • Combine with Call Analytics to track conversion rates