Start

Become an affiliate

Blog

Docs

Start

Start

How to Make Automated Calls in 8 Steps

Insights

Automated calls are a crucial feature of the best AI answering services. Imagine this: you’re busy running your business when suddenly the phone rings. You’ve just landed a major client, and they're ready to discuss their project immediately. But what’s this? It’s a call from your answering service. The best AI answering service is calling to inform you that it has received a message from the client and will immediately email you the details to help you prepare for the upcoming call.

How's that for smooth sailing? This guide will help you achieve similar results by explaining how to set up automated calls, allowing you to confidently establish and launch an efficient automated calling system that saves time, reduces costs, boosts customer engagement, and operates smoothly. Droxy AI's solution, an AI agent for your business, can help you achieve your goals. This automated calling system will enable you to transition your business's operations smoothly, allowing you to enjoy the benefits of computerized calls without the stress of setting everything up.

How to Make Automated Calls in 8 Steps With Droxy AI

1. Set Up Your Droxy Account for Automated Calls

Start by adding the Phone Agent feature to your Droxy AI account. This functions similarly to installing an app specifically designed for making automated calls. Once added, you gain access to the advanced calling capabilities powered by Droxy’s AI and voice technology, ensuring natural and human-like conversations with callers.

2. Input Your Lead Information

Next, provide the details of the contacts you want to call. You can either enter lead information manually or upload a spreadsheet containing names, phone numbers, and any other relevant data. Droxy AI will confirm the total number of calls it will place, ensuring you have complete control over your outreach list.

3. Generate Unique Call Links for Tracking

For each call, Droxy AI generates a unique reference link. This link is automatically shared with your team via Slack, enabling everyone to monitor call progress and outcomes in real-time. This feature helps maintain transparency and coordination across your sales or support teams.

4. Configure Call Parameters

Set up the call details by specifying the recipient’s phone number ("To" number) and choosing the caller ID ("From" number). You can select an existing Droxy AI phone number or acquire a new one. This customization ensures your calls appear professional and consistent with your business identity.

5. Train Your AI Agent on What to Say

Droxy AI simplifies the process of scripting conversations. Instead of writing complex rules, you build a Knowledge Base with FAQs, documentation, and notes from your team. The AI uses advanced language models to generate context-aware, natural responses. You can also specify the tone, whether professional or conversational, to match your brand voice perfectly.

6. Define Call Completion Criteria

Set conditions for when a call should end using Droxy’s Flow Editor. You can drag and drop exit conditions triggered by either party ending the call or specify post-call actions to take once the call finishes. This ensures calls conclude appropriately and follow-up steps are handled smoothly.

7. Keep Your Team Updated Post-Call

After each call, Droxy AI sends a customized message to your team on Slack. This notification includes the call outcome and the unique call link for review. You can tailor these messages to highlight specific details necessary to your workflow, keeping your team informed and ready to act.

8. Test Your Automated Calling Agent

Before launching fully, test your Phone Agent by creating a test lead. Observe how Droxy AI makes the call, check Slack notifications, and review call recordings. Testing ensures your setup works flawlessly and provides a chance to fine-tune the agent’s performance.

What is an Automated Call?

man on phone call - How to Make Automated Calls

An automated call refers to a telephone call made by a system without a human dialing each number. Instead, software manages the process of connecting calls and delivering messages. This technology has advanced significantly over the years, evolving from simple pre-recorded messages to sophisticated AI-powered conversations.

The Key Elements of Automated Calls

Pre-recorded Messages

This is the simplest form of automated calling. The system dials a number and plays a recorded message. It’s commonly used for announcements, reminders, or alerts where no interaction is required.

Interactive Voice Response (IVR)

IVR systems enable callers to interact by pressing phone keys or speaking commands. This allows users to navigate through options, get specific information, or be directed to the correct department without needing a live agent.

AI-driven Calls

The latest advancement involves artificial intelligence. These calls can understand natural speech, respond intelligently, and tailor conversations to the individual. AI-powered calls enable complex interactions such as handling customer support questions, booking appointments, or conducting surveys. A notable example of this innovation is Droxy AI, a platform that utilizes generative AI to enhance automated calling. It enables businesses to create intelligent, conversational phone interactions that feel natural and responsive. By integrating Droxy AI, companies can automate tasks such as customer service and appointment scheduling with unprecedented accuracy and a human-like quality.

Create an AI Agent for Your Business within 5 Minutes

Transform your customer experience with Droxy, our AI platform that handles inquiries across your website, WhatsApp, phone, and Instagram channels, all while maintaining your unique brand voice. Say goodbye to missed opportunities as our agents work 24/7 to convert visitors into leads, answer questions, and provide exceptional support at a fraction of the cost of human staff. Deploy your custom AI agent in just five minutes and watch as it seamlessly engages with customers in any language, escalating conversations to your team only when necessary, while you maintain complete visibility and control over every interaction. Create an AI agent for your business within 5 minutes!

The Role of AI in Automating Customer Interactions

AI-Powered Call Handling

AI-driven phone assistants serve as intelligent virtual agents, managing both incoming and outgoing calls. Using natural language processing (NLP), they understand caller intent, answer frequently asked questions, and route calls to the appropriate departments when necessary. If an AI assistant doesn’t have the answer to a caller’s question, it will automatically transfer the call to a qualified human agent. Outgoing calls are exciting. AI personalizes conversations by referencing previous interactions or customer history, which is helpful for appointment confirmations, follow-ups, and surveys. This capability ensures that customer communications are timely, relevant, and efficient.

Seamless Integration with Existing Business Tools

AI assistants are designed to integrate smoothly with existing business systems such as Customer Relationship Management (CRM) platforms, calendars, and helpdesk software. This integration allows AI to automatically log call details, update customer profiles, schedule follow-ups, and send reminders without manual intervention. When customers request appointments, AI checks availability and confirms bookings autonomously, streamlining administrative workflows and reducing human error.

Enhanced Customer Experience

Traditional phone menus often frustrate users due to their rigid options. AI assistants improve this experience by understanding complete sentences, detecting the caller's mood, and adjusting their tone accordingly. If frustration is sensed, the AI can promptly transfer the call to a human agent, ensuring customer concerns are addressed effectively. Additionally, AI provides continuity by accessing past conversations, making interactions feel more natural and personalized.

Cost Reduction and Operational Efficiency

By automating routine and repetitive conversations, AI reduces the workload on human agents, allowing them to focus on complex issues that require human judgment. This shift not only lowers labor costs but also maintains high service quality and reduces response times. AI’s ability to operate 24/7 further enhances efficiency by providing continuous support without the need for additional staffing during off-hours.

Data-Driven Insights and Personalization

AI captures valuable data from customer interactions, which can be analyzed to generate actionable insights. These insights enable businesses to understand customer needs better, refine their services, and provide personalized recommendations. Advanced machine learning algorithms will allow AI to tailor offers based on a customer's behavior, preferences, and history, thereby elevating the overall customer experience.

Scalability and Multilingual Support

AI voice agents can scale effortlessly to handle thousands of calls simultaneously without compromising quality. They also support multiple languages, enabling businesses to serve diverse customer bases in their native languages, which enhances accessibility and satisfaction.

Use Cases of Automated Calling

an important team discussion - How to Make Automated Calls

Automated calling technology is widely used across various sectors to enhance communication efficiency and improve operational outcomes. Below are key use cases where automated calls have proven particularly beneficial.

Appointment Reminders

One of the most common applications of automated calling is sending appointment reminders to reduce no-shows. By automatically notifying clients or patients about upcoming appointments, businesses can significantly reduce missed appointments, which would otherwise lead to lost revenue and operational disruptions. For example, healthcare providers have reported up to a 30% reduction in no-shows after implementing automated reminders. These calls often include interactive options allowing recipients to confirm, cancel, or reschedule appointments, further enhancing convenience and efficiency.

Surveys and Feedback Collection

Automated calls are practical tools for conducting surveys and gathering customer feedback quickly and at scale. By automating the survey process, organizations can reach a larger audience with consistent messaging and collect valuable data without requiring extensive human resources. This method typically results in higher response rates compared to manual outreach, enabling businesses to make informed decisions based on customer insights.

Emergency Notifications

In critical situations, automated calls serve as a rapid communication channel to deliver urgent messages. Whether it’s a natural disaster alert, safety warning, or other emergency information, automated calls ensure that essential notifications reach a broad audience swiftly and reliably. This use case is crucial for public safety agencies and organizations that need to disseminate time-sensitive information without delay.

Sales Follow-Ups

Automated calling enables timely follow-ups with potential customers, allowing sales teams to maintain engagement without requiring continuous manual effort. These calls can remind prospects of product offers, confirm interest, or provide additional information, thereby improving lead conversion rates. By automating follow-ups, businesses can increase efficiency and boost sales outcomes.

Customer Notifications

Businesses utilize automated calls to inform customers about various account-related updates, including service changes, billing alerts, and delivery notifications. This proactive communication helps keep customers informed, reduces inbound inquiries, and enhances overall customer satisfaction. Automated messages are customizable and can be tailored to the specific needs of the customer and business context.

Create an AI Agent for Your Business within 5 Minutes

Droxy is an artificial intelligence platform that helps businesses transform their customer service by automating responses to incoming inquiries. The AI software can be customized to reflect your brand voice and deploys quickly, getting to work in just five minutes. From there, Droxy works around the clock to answer questions, provide support, and convert leads on your website and social media channels like WhatsApp and Instagram. The automated system can respond in any language and seamlessly hand off complex inquiries to your team when necessary.

What Are the Benefits of Using Droxy?

An AI answering service like Droxy helps businesses improve customer experience and reduce operational costs. The automated system operates 24/7 to provide instant responses to customer inquiries, which allows visitors to feel more satisfied and less frustrated during their interactions with your business. Droxy AI also reduces the chances of human error by providing accurate information based on your business’s unique offerings. Furthermore, the AI can handle a high percentage of inquiries and will only escalate complex issues to your team for further review and analysis. This helps to lighten the load on your customer service staff, allowing them to focus on addressing the most complex problems that require human intervention.

What Features Does Droxy Offer?

Droxy offers businesses a wealth of features to help improve customer experience and reduce operational costs. First, the AI can be customized to reflect your brand voice. This helps to ensure that even automated responses sound like your business. The software also supports multiple languages, allowing you to assist customers from around the world. Additionally, Droxy AI can be deployed across various platforms, including your website, WhatsApp, Instagram, and more. This allows you to provide consistent support across all your business’s communication channels. Finally, the system provides complete visibility and control over all interactions, enabling companies to maintain quality assurance throughout their operations.

How to Make Automated Calls in 8 Steps With Droxy AI