Quick Answer
How do automated calls and voicemail drops work?
Add a Call Event to the Campaign, assign the correct user, and confirm the user or company forwarding number. Add a Voicemail Event directly after the call, upload an MP3 or WAV recording, and use a zero-minute or shortest available delay. Set the Call Timeout, publish the Campaign, and test the complete call-routing and voicemail path.
How the Automated Call and Voicemail Sequence Works
Fast follow-up can improve the chance of reaching a lead while the inquiry is still current.
A Call Event starts an outbound call during the Campaign. When the lead answers, BizStackPro can connect the call to the assigned user’s phone number.
When the lead does not answer, a Voicemail Event placed directly after the Call Event can deliver a pre-recorded message.
The sequence commonly follows this pattern:
- Trigger the automated Call Event.
- Attempt to connect the lead with the assigned user.
- Stop the call after the configured timeout.
- Send the voicemail recording when the call is missed.
Campaigns have been replaced by Workflows
BizStackPro’s Campaigns feature is deprecated. This guide preserves the legacy Campaign setup. Use the corresponding calling and voicemail actions inside Workflows when creating new automation.
Automated Calls and Voicemail at a Glance
Before You Begin
Confirm the call-routing and voicemail details before building the sequence.
- Identify the Campaign or Workflow that should place the call.
- Confirm the lead records contain valid phone numbers.
- Choose the user who should receive connected calls.
- Confirm that user’s phone number in User Settings.
- Review the fallback phone number in Company Settings.
- Prepare a short voicemail recording in MP3 or WAV format.
- Decide how long the initial call should ring.
- Prepare a test contact with a phone number you control.
- Confirm that calling permissions and phone services are active.
Step 1: Create or Open the Campaign
Open Campaigns
Open the legacy Campaigns area.
Create a New Campaign
Create a Campaign when the calling sequence does not already exist.
Open an Existing Campaign
Select the existing Campaign when adding calls and voicemail to an established follow-up sequence.
Review the Campaign Purpose
Confirm that the sequence is intended to call leads and that the timing is appropriate for the audience.
Review Campaign Configuration
Confirm delivery windows, assigned users, Stop On Response, Allow Multiple, and any other settings that affect the sequence.
Step 2: Add a Call Event
The Call Event attempts to reach the lead and connect the answered call to the assigned user or configured company number.
Select Add Event
Click + Add Event inside the Campaign.
Select Call
Choose Call or the available Call Event.
Configure the Event Timing
Set when the Call Event should run relative to the previous Campaign event.
Review the Assigned User
Confirm that the Campaign has the correct user assignment for call routing.
Review the Call Timeout
Leave the default or enter the number of seconds the call should ring.
Save the Call Event
Save the event after reviewing the timing, routing, and timeout.
The Call Event can connect an answered lead to a person
When the lead answers, BizStackPro can route the call to the assigned user’s saved phone number or the applicable fallback number.
Step 3: Assign the Correct User
User assignment helps determine which team member receives the connected call.
Open Campaign Configuration
Open the Campaign’s configuration settings.
Select the User
Assign the team member responsible for the calls generated by the Campaign.
Open User Settings
Review the selected user’s account settings.
Confirm the Phone Number
Verify that the user has the correct phone number saved.
Save the User Settings
Save any required correction before testing the Campaign.
A user phone number may override the company number
When the assigned user has a phone number saved, BizStackPro typically uses that number for call routing instead of the general company number.
Review the Forwarding and Fallback Number
The Call Event needs a valid destination where answered calls can be connected.
Assigned User Number
Used when the assigned Campaign user has a valid phone number saved in User Settings.
Company Settings Number
May be used as the fallback when no user forwarding number is configured.
Confirm the fallback destination
If the Company Settings number is used, make sure it reaches the correct team member, department, or shared business line.
Step 4: Add the Voicemail Event
Place the Voicemail Event directly after the Call Event so a missed call can be followed by a pre-recorded message.
Select Add Event
Add another Campaign event after the Call Event.
Select Voicemail
Choose the Voicemail event type.
Upload the Recording
Upload the prepared voicemail audio in MP3 or WAV format.
Set the Wait Time
Use 0 minutes or the shortest available delay when the voicemail should follow the missed call immediately.
Review the Event Order
Confirm that the Voicemail Event appears directly after the Call Event.
Save the Event
Save the Voicemail Event after reviewing the recording and timing.
Prepare the Voicemail Recording
The voicemail should sound natural, explain why you called, and give the lead one clear next step.
Recommended Length
Keep the message approximately 15–30 seconds when possible.
Supported Formats
Prepare the recording as an MP3 or WAV file.
Clear Purpose
Briefly explain that you are following up after the lead contacted or requested information from the business.
Clear Next Step
Ask the lead to reply, return the call, or schedule an appointment.
Example voicemail
“Hey {{contact.first_name}}, this is [Name]. I saw you reached out and wanted to help. Text me back here and I’ll get you what you need.”
Test custom values before publishing
Confirm that the contact name and any other personalized values are supported and behave correctly in the calling or voicemail setup you are using.
Configure the Call Timeout
Call Timeout controls how long the outbound call rings before the system stops the attempt.
Many setups use a default of approximately 30 seconds.
Use the Default
Leave the field blank when the account should use its existing default timeout.
Set a Custom Timeout
Enter a shorter or longer ring period when the business process requires one.
Test the complete missed-call timing
The timeout affects how quickly the sequence reaches the Voicemail Event. Confirm that the ring period and voicemail delay create the intended experience.
Use Automated Calls and Voicemail in Workflows
Use Workflows when building a new calling sequence.
Create or Open the Workflow
Open the Workflow that should manage the lead follow-up.
Add the Calling Action
Use the available Workflow action that performs the outbound call or initiates the calling process.
Configure User Assignment
Confirm which user or routing destination should receive connected calls.
Add the Voicemail Action
Add the corresponding voicemail or voicemail-drop action after the calling step.
Configure Timing and Conditions
Set the delay and any conditions that determine whether the voicemail action should run.
Publish After Testing
Test call routing, voicemail delivery, timing, and contact history before publishing the Workflow.
Use the available Workflow controls
The original guide documents legacy Campaign events. Use the corresponding calling, routing, voicemail, delay, and conditional actions available in the current Workflow builder.
Test the Call and Voicemail Sequence
Create a Test Contact
Use a valid phone number you control.
Enter the Contact into the Automation
Trigger the Campaign or Workflow using the normal entry method.
Confirm the Outbound Call
Verify that the test phone receives the call.
Answer the First Test
Confirm that the answered call routes to the correct assigned user or company number.
Run a Missed-Call Test
Repeat the sequence and do not answer the lead-side call.
Confirm the Voicemail Drop
Verify that the correct recording is delivered after the missed call.
Review the Timeout
Confirm that the call rings for the intended number of seconds.
Review the Contact Record
Confirm that the call and voicemail activity appears in the appropriate contact or conversation history.
Automated Calling and Voicemail Best Practices
Frequently Asked Questions
What is the purpose of using a Call Event in a campaign?
What happens if I haven’t set up a forwarding number for calls?
How do I ensure the Call Event is linked to the correct user?
What is the benefit of combining a Call Event with a Voicemail Event?
What does the Call Timeout option do?
Continue Learning
Continue learning how to build Campaigns, manage human follow-up, configure SMS actions, and review message delivery.
