How do I set up an outbound AI call to a lead that qualifies them, retries and transfers to me?
A workflow can place outbound AI calls alongside email and SMS steps. Uses include calling a new lead in real time so the AI can ask qualifying questions or book a demo, or having the system call you when a new lead arrives so you can connect with them right away. An agent that answers as your receptionist can make outbound calls too.
Set it up as two workflows:
- Main workflow: after the trigger (for example a form submission), add an Outbound Call step that calls the contact's phone number from your number. Under where to transfer the call once it is answered, choose trigger a workflow and pick your call answered workflow.
- Call answered workflow: start with a Conversation node that greets the person by first name (insert the contact's first name variable) and explains why you are calling, for example that they just filled out your form.
- Add Ask and Save nodes to qualify. You already know their name, email and phone, so ask other questions, such as how many missed calls they get a month, and save the answer, for example as a number.
- Add a Conversation node to close and set it to auto continue, so it moves to the next step without waiting for the person to speak.
- Add a Call Forwarding node that forwards to your own number during your hours, for example Monday to Friday, 9 to 5, without requiring the person to press one.
- For outside those hours, add a Conversation node that says when you will call back, then a Hang Up node.
Retries: people do not always answer the first time. If the call is not answered or goes to voicemail, add a wait, then duplicate the Outbound Call step and call again. For example wait five minutes, then thirty minutes, then back off to four or six hours.
If the call fails because the number does not work, mark the contact Do Not Disturb so you do not call or message them again.
You can also ask the AI assistant to build an outbound sequence of calls, texts and emails for you.