How to Set Up Automated Calls and Voicemail Drops in a Workflow
Within the Workflow builder in Advisor's Growth, you can automate calls and voicemail drops to streamline your communication efforts. Below is a detailed guide to setting this up using a tag-based trigger.
Step 1: Access the Automation Tab
Go to the Automation tab in your Advisor's Growth dashboard and select "Workflows."
You can either create a new workflow or modify an existing one.
Step 2: Set Up the Trigger
In the Workflow Builder, add the "Contact Tag" trigger.
Choose the tag that will initiate the workflow, and use the "Filters" option to narrow it down to a specific tag.
Tip: It’s important to specify a tag that fits your needs, such as tags added from appointment bookings or imported contact lists. Not doing so will trigger the workflow for any tag, which may not be ideal.
Step 3: Add Actions to the Workflow
After saving the trigger, it's time to define the actions your workflow will take.
Assign Calls to a User
Use the ‘Assign to User’ action to ensure the call is directed to the assigned user's configured phone number.
Add the Call Action
Add the ‘Call’ action to your workflow.
By default, a call whisper message (a short message heard by the call recipient) will play: "You have a new lead, John Smith. Press any button to connect." This message will repeat up to three times before the call connects.
You can modify this whisper message within the settings, using Custom Variables to personalize it.
Note: To leave a personalized voicemail, navigate to the call action settings and enable "Disable Voicemail Detection." This will allow you to upload a voicemail file that plays if the call doesn’t connect.
Step 4: Add the Voicemail Action
If a lead does not answer, add the ‘Voicemail’ action to ensure a message is left. If not, the system will play "Couldn't connect with the lead," and the call will end without leaving a message.
Creating a Voicemail Recording
Record your voicemail using your preferred program and save it as an .mp3 or .wav file. Free tools like Record MP3 Online can help with this process.
Step 5: Upload the Voicemail File
While setting up the voicemail action, upload your voicemail recording in .mp3 or .wav format. This file is crucial for the Voicemail Drop to function properly.
How Voicemail Drops Work
The Voicemail Drop feature in Advisor's Growth works by making an initial call to the contact, immediately disconnecting it, and then initiating a second call that is sent directly to voicemail. This allows the voicemail to be left without requiring any live interaction.
Limitations of Voicemail Drops
Voicemail Drops are not foolproof and work around 70% of the time. Since phone carriers don’t always favor this method, success rates may vary.
Step 6: Save and Publish the Workflow
Once you’ve set up all the triggers and actions, save and publish your workflow. It will now automatically execute based on the criteria you've set.
FAQs
1. Can I trigger the workflow based on multiple tags?
Yes, you can set multiple tag-based triggers by adding additional triggers and filters within the same workflow.
2. What happens if I don't specify a tag for the trigger?
If no tag is specified, the workflow will trigger for any contact tag, which may not suit your specific business needs. Be sure to specify the correct tag for better control.
3. How can I customize the Call Whisper message?
The Call Whisper message can be personalized within the Call action settings. You can use Custom Variables to tailor the message, which will repeat up to three times before connecting the call.
4. Can I leave a custom voicemail if the call doesn’t connect?
Yes, to do this, enable "Disable Voicemail Detection" in the call settings, and upload your custom voicemail file. This ensures that a personalized voicemail will be left if the call goes to voicemail.
5. Can calls be assigned to a specific user's phone number?
Yes, by using the ‘Assign to User’ action, calls can be routed to a specific user’s phone number. Ensure that the user’s phone number is properly configured in their settings.
6. Are Voicemail Drops legal?
Yes, but you must have the recipient's prior express consent to leave voicemail drops. This is regulated by the Telephone Consumer Protection Act (TCPA), which governs the use of automated dialing systems and pre-recorded messages.
7. Why does the system make two calls for a Voicemail Drop?
The first call is disconnected quickly to avoid live interaction. The second call is designed to go directly to voicemail, allowing the pre-recorded message to be delivered without a conversation.
8. What are the benefits of Voicemail Drops?
Voicemail Drops save time by automating the voicemail process, allowing you to leave messages for multiple contacts without manually dialing each one.
9. What should I do if my voicemail file won’t upload?
Ensure the file is in .mp3 or .wav format and check the file size. If issues persist, try re-saving the file or using a different recording tool.