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This tutorial walks you through creating and launching an outbound voice campaign to reach prospects at scale. Time: 30-40 minutes
Prerequisites: Voice agent created, contact list

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What We’ll Build

A campaign that:
  • Calls contacts from your list
  • Delivers personalized messages
  • Qualifies and captures leads
  • Tracks results in real-time

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Step 1: Prepare Your Contact List

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Prepare Your CSV

Upload a CSV file with columns for phone number, first name, last name, company, email, and product interest. Download a template from the platform to get started.

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Required Fields

FieldFormatRequired
PhoneInternational format with country code (e.g., +1 for US)Yes
First NameTextRecommended
Last NameTextRecommended

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Clean Your Data

Before uploading:
  • Verify phone numbers are valid
  • Remove duplicates
  • Check for opt-out requests
  • Ensure phone numbers include the country code

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Step 2: Create Campaign Agent

Create a dedicated agent for outbound:

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System Prompt for Outbound

## Role
You are calling on behalf of ABC Materials to follow up with 
prospects who may be interested in our industrial products.

## Opening Script
"Hi, this is Sarah from ABC Materials. I'm reaching out because 
we work with companies like {{company}} in the {{industry}} space. 
Do you have a quick moment?"

## If Yes
"Great! I wanted to see if you're currently sourcing any 
{{product_interest}} for your projects. We've been helping 
companies reduce costs by 15-20% with our new supplier program."

## If Busy
"No problem at all. When would be a better time to chat? 
I can call you back then."

## Objection Handling

### "Not interested"
"I understand. Before I go, can I ask what you're currently using 
for your materials supply? Just so I know for our records."

### "Already have a supplier"
"That's great to hear. Many of our customers came to us after 
comparing options. Would you be open to a quick comparison quote? 
No obligation."

### "Send me information"
"Absolutely. What email should I send that to? And just so I 
send the right materials, what type of products are you most 
interested in?"

## Goal
- Primary: Schedule a meeting with sales
- Secondary: Capture email for follow-up
- Minimum: Understand their current situation

## Call Duration
Keep calls to 2-4 minutes unless prospect is highly engaged.

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Personalization Variables

Use these template variables in your system prompt to personalize each call:
VariableDescriptionExample Usage
CompanyContact’s company name”I see you’re with “
IndustryContact’s industry”As a leader in “
Product InterestProduct they inquired about”You recently looked at “

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Configure Voice

Choose a voice that sounds professional and friendly. Consider slowing the speed slightly for outbound calls to sound more natural.

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Step 3: Create the Campaign

  1. Navigate to Campaigns → Create Campaign
  2. Enter details:
FieldValue
NameQ1 Follow-up Campaign
DescriptionFollow up with Q4 leads
Start Date(your date)
End Date(your date)

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Step 4: Upload Contacts

  1. Click Upload Contacts
  2. Select your CSV file
  3. Map fields:
    • phone → Phone Number
    • first_name → First Name
    • company → Company
  4. Review import summary
  5. Click Import

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Step 5: Configure Schedule

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Calling Hours

Set appropriate times (contact’s local time):
DayStartEnd
Monday9:00 AM5:00 PM
Tuesday9:00 AM5:00 PM
Wednesday9:00 AM5:00 PM
Thursday9:00 AM5:00 PM
Friday9:00 AM4:00 PM

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Best Practices

  • Avoid Monday 9-10 AM (people catching up)
  • Avoid Friday afternoon (low engagement)
  • Peak times: 10-11 AM, 2-4 PM

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Step 6: Set Pacing

Control call volume:
SettingRecommendedWhy
Calls per hour20Start conservative
Max attempts3Don’t over-call
Retry delay4 hoursSpace out retries

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Step 7: Configure Outcomes

Define what counts as success:
OutcomeDefinition
Meeting BookedScheduled with sales
InterestedWill follow up
Send InfoWants email materials
Not InterestedClear decline
Wrong NumberNumber incorrect
Do Not CallRemove from list

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Step 8: Review & Launch

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Pre-Launch Checklist

  • Contact list uploaded and verified
  • Agent configured and tested
  • Calling hours appropriate
  • Pacing is conservative to start
  • Opt-outs removed
  • Outcomes defined

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Launch

  1. Review campaign summary
  2. Click Start Campaign
  3. Confirm launch

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Step 9: Monitor in Real-Time

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Dashboard Metrics

Watch key metrics:
MetricTarget
Connect Rate> 15%
Conversion Rate> 10%
Meeting Rate> 5%

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Live Call Stream

Monitor calls as they happen:
  • View active calls
  • See real-time outcomes
  • Listen to calls (if enabled)

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Alerts

Set up alerts for:
  • Connect rate below 10%
  • Error rate above 5%
  • Campaign completed

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Step 10: Optimize

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After First Day

Review performance:
  1. Check connect rate by hour
  2. Review call recordings
  3. Analyze outcomes

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Adjustments

Based on data:
IssueAdjustment
Low connectChange calling hours
High hang-upImprove opening
Low conversionRefine script

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Scale Up

Once optimized:
  1. Increase pacing gradually
  2. Add more contacts
  3. Test variations

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Campaign Analytics

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Performance Report

After your campaign runs, review performance metrics including total calls, connect rate, meetings booked, and best performing time slots.

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Time Analysis

The analytics dashboard shows which hours and days perform best, so you can optimize your schedule.

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What’s Next?

Campaign Monitoring

Advanced monitoring

Lead Management

Manage captured leads

Analytics

Deep dive analytics

Voice Agents

Optimize agents

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Troubleshooting

  • Verify phone numbers are valid
  • Check calling hours match contact time zones
  • Try different times of day
  • Review caller ID settings
  • Review and improve opening script
  • Ensure voice sounds natural
  • Check for long pauses before speaking
  • Consider more personalized openers
  • Verify opt-out list is current
  • Confirm calling hour restrictions
  • Review consent documentation
  • Check state-specific regulations