call-automation

How We Boost Lead Follow-Up with Automatic Calls and Voicemail Drops

Charles Higgins

Charles Higgins

— 12 min read
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We want our leads reached quickly, consistently, and with minimal manual effort. The faster we respond, the higher our chances of converting a prospect into a customer. Automatic calls with pre-recorded voicemail drops give us that speed and consistency. In this guide we explain how to set up automated call workflows in the platform, what to record, how to stay compliant, and practical scripts and tips that get results.

Table of Contents

What this automation does and why it matters

This setup automatically calls leads as soon as they enter our system, connects our team when we answer, and leaves a pre-recorded voicemail if nobody picks up. We can also follow up with an SMS and branch logic to send offers only to interested prospects. The result is faster contact, fewer missed opportunities, and a repeatable outreach process that stays consistent even during busy seasons like Black Friday and the holidays.

Here are the core outcomes we get from this automation:

  • Immediate outreach: Calls go out as soon as a trigger fires (form submission, tag added, contact change).
  • Live connect when possible: Our team gets a whisper message and can decide whether to accept the call.
  • Guaranteed message delivery when people do not answer: a recorded voicemail is dropped automatically.
  • Multi-channel coverage: combined call, voicemail, and SMS ensure our message is hard to miss.
  • Scalable and repeatable: the workflow runs on autopilot for hundreds or thousands of leads with proper warm-up.

Before you start: prerequisites and compliance

We need a few things in place to run automatic calling and voicemail drops safely and effectively:

  • A registered phone number that is set up for business calling: The phone number must be registered and approved for application-to-person messaging and calling where required. This typically involves verification with the carrier or trust center inside the platform.
  • An approved audio file: Prepare a short MP3 or WAV file that we will upload to the voicemail action. Aim for clear voice quality and save the file at a reasonable bitrate (64 kbps is a good general guideline for voice).
  • Explicit consent from contacts: We must have opt-in permission to call and leave voice messages. Include checkboxes on forms that confirm the contact agrees to be called and receive marketing messages. If we do not have consent, we risk legal action and fines.
  • Warm-up plan: Carriers and the platform limit the number of voicemail drops at first to avoid spam flags. Expect a ramp-up schedule in the early days of running this feature.

How the automation flow works at a glance

We build a workflow where the steps typically look like this:

  1. Trigger fires when a lead is added or a tag is applied.
  2. Optionally assign the lead to a user or team so the call routes to a specific phone.
  3. Call action runs: platform calls our team number and plays a short whisper message so we know who we will be connected to. We press any key to accept the call and get connected to the prospect.
  4. If we do not accept or the call fails to connect, the platform waits a short time then drops a pre-recorded voicemail to the contact.
  5. Simultaneously or following the voicemail, we send an SMS with the same message and a keyword for replies.
  6. Workflow waits for a reply and uses conditional logic based on the contact response. If they reply with the target keyword, we send a link or move them into a sales sequence. If not, we retry the call later and possibly leave a second voicemail.

Trigger choices

Our trigger can be anything relevant to how leads enter our business. Typical triggers include:

  • Form submitted on the website (webinar signup, contact form, catering request).
  • Tag added to a contact (for example tag "voicemail").
  • Contact field updated (new phone number added, new opt-in flag).

The trigger should reflect the most valuable actions we want to respond to quickly. For example, webinar signups and intake forms should have top priority.

Assigning calls to team members

We can add an action that assigns the contact to a user so calls route to that person. If no user is assigned, calls will use the business profile number by default. When assigning:

  • Choose whether to assign only new or unassigned contacts, or overwrite existing assignments.
  • Make sure each team member’s phone number is correctly stored so they get the call when the workflow runs.

The call action and whisper message

The call action does two vital things:

  • Calls our agent and plays a whisper message telling us who the lead is and why we are being connected.
  • Attempts to connect to the prospect if we press any key. We can toggle connect after key press so the call only goes through when we accept.

Design the whisper message to be short and actionable. We pull in contact custom values so the whisper includes first name or full name. For example:

Hey, you have a new lead for the fitness program. Their name is {contact.full_name}. Press any key to connect.

We typically set the callout time to 20 seconds. If the timeout is too long, the system may not proceed to leave a voicemail. A shorter timeout reduces the chance of a failed voicemail drop.

Voicemail action settings

Voicemail drops can be configured to play a pre-recorded audio file when a call is not answered or cannot be connected. Key settings to check:

  • Disable voicemail detection if you want the platform to play your custom voicemail automatically. Some platforms detect native carrier voicemail and end the call; disabling that allows custom audio to be inserted.
  • Upload a clean, clear MP3 or WAV file. Keep it short: 15 to 30 seconds is often enough.
  • Test the voicemail to confirm audio levels, clarity, and message length.

SMS follow-up and reply handling

We usually follow the call with an SMS that matches the voicemail content and includes a clear keyword for replies. The SMS increases the chance the contact will see our message, and text replies are easier to capture in the workflow logic.

We configure a wait action to listen for replies to either the call or the SMS. The workflow then uses an if-else branch to check if the reply contains a particular keyword such as interested. If the contact replies with the keyword, we send a link, schedule a call, or move them to the next step.

Sample scripts and templates

Use scripts that are conversational, specific, and include a simple call to action. Below are scripts that we use and recommend. Replace names and offers as needed.

Call whisper

Hey, you have a new lead for the fitness program. Their name is {contact.full_name}. Press any key to connect.

Voicemail 1 (initial drop)

Hi there, this is Tina speaking. Hey, I'm just wondering real quick, have you already set up your Black Friday campaign or are you thinking about setting one up and you're kind of running out of time? If you're not sure what to offer, we already have pre-built funnels and a short masterclass that will show you how to run a campaign without hurting margins. Reply interested to this message and I will get you the details.

SMS template

Hi {contact.first_name}, do you have your Black Friday promo ready? I can get you up and running in 24 hours. Reply interested to get the details.

Voicemail 2 (follow-up)

Hey, Tina again. Tried calling you twice, couldn’t get a hold of you. Let me know a better time to call, otherwise I will try again tomorrow. Speak to you soon. Bye.

We ask for a reply keyword like interested to make it easy for automation to detect engagement and move leads down the funnel. Keep messages short, clear, and focused on one ask.

Step-by-step setup checklist

  1. Confirm phone number registration and complianceCheck the platform settings to ensure your business phone number is verified, allowed for outbound calling, and approved for voicemail drops. Some regions require additional registration steps.
  2. Record your voicemail audioUse any simple recorder on your computer or phone. Save as MP3 or WAV and keep the file clean and concise. Aim for a sample rate and bitrate that yield clear voice quality—64 kbps is a good benchmark.
  3. Ensure consent on your formsAdd explicit opt-in checkboxes on forms indicating consent to receive calls and voicemails. Keep records of who opted in and when.
  4. Create a workflowGo to Automations and start a new workflow from scratch.
  5. Add a triggerChoose the event that will start the workflow, such as tag added or form submitted.
  6. Assign the contact to a userOptionally add an Assign to User action so the call routes to a specific team member.
  7. Add the Call actionWrite a whisper message, enable connect after key press, and set the callout timeout to around 20 seconds. Disable voicemail detection if you want to leave a custom voicemail.
  8. Add the Voicemail actionUpload your recorded audio and save.
  9. Add an SMS actionSend an SMS with the same message and a reply keyword such as interested to capture engagement.
  10. Wait for replyAdd a wait step that listens for replies to call or SMS and then branch with if-else logic based on the keyword.
  11. Set follow-up sequenceIf no reply, set a wait for 12 hours, then call again and drop a second voicemail if needed. Repeat or escalate based on your process and consent rules.
  12. Publish and testPublish the workflow, then test using a sample contact by adding the trigger tag or submitting a test form. Monitor logs to confirm call flows, voicemail drops, and SMS delivery.

Testing and troubleshooting tips

Testing is essential. When we run tests, we often encounter these scenarios and solutions:

  • Call answered by agent then hung up: If we accept the whisper but hang up before the system connects to the prospect or before the callout completes, the voicemail drop may fail. The system treats the call as connected and will not proceed to leave the voicemail. To test voicemail drops reliably, let the outgoing call ring through or allow it to timeout per the configured duration.
  • Timeout too long prevents voicemail: If callout timeout is set too long and the platform reports a connection failure, we may lose the chance to leave a voicemail. Stick with 20 seconds by default and adjust based on carrier behavior.
  • Phone number not available in target country: SMS or calls may fail when the configured outbound number is not supported in the recipient’s country. Make sure to provision numbers that can reach the countries you target.
  • Voicemail detection blocks custom audio: If the platform detects a carrier’s voicemail greeting it may end the call instead of dropping your file. Disable voicemail detection in the call action settings if you want to force your audio to play.
  • Voicemail stuck in a wait step: If a contact is stalled in a wait action during tests, use the workflow’s force-next-step or move actions to advance the contact and inspect the voicemail status.

Warm-up limits and expected delivery rates

Carriers and the platform protect against spam by limiting voicemail drops early on. Expect a ramp-up, for example:

  • Day 1: 100 drops
  • Day 2: 200 drops
  • Day 3: 300 drops
  • Day 4: 400 drops
  • Day 7 onward: up to 2,000 drops per day

Also note that voicemail drops rely on carrier behavior and tricks to insert audio into the inbound voicemail stream. They do not work 100 percent of the time. A realistic success rate is roughly 70 percent. Even with that limitation, voicemail drops are highly valuable because they scale outreach without a proportional increase in manual calls.

Best practices for higher engagement

  • Personalize messages: Use contact first name and context (webinar name, form type). Personalized whispers and SMS increase the chance we will accept the call and the contact will respond.
  • Keep messages short: A 15 to 30 second voicemail that clearly states the offer and a simple reply option is ideal.
  • Use a clear reply keyword: Pick one word like interested to make detection easy and avoid false positives.
  • Respect frequency: Even with consent, avoid over-contacting. A two-call initial sequence with an SMS then a follow-up call 12 to 24 hours later is a strong pattern without being aggressive.
  • Segment lists: Prioritize warm, organic leads for more aggressive follow-up. Cold lists require softer engagement and stricter compliance checks.
  • Track performance: Monitor connection rates, voicemail drop success, SMS replies, and conversion metrics to iterate on scripts and timing.

Real-world use cases

Here are scenarios where this automation shines:

  • Webinar signups: When someone registers, call immediately to confirm and offer a time-sensitive upgrade or upsell. Fast follow-up increases attendance and conversion.
  • Catering orders for restaurants: Confirm order details quickly to prevent mistakes and improve customer experience.
  • Legal intake forms: Confirm availability, collect missing information, and show the client that we take their case seriously from day one.
  • Seasonal campaigns: During busy periods like Black Friday, automated calls and voicemails help us cut through inbox clutter and drive immediate action.

How we measure success and what to expect

Success metrics to track include:

  • Call connect rate: how often the agent connects to a live contact after accepting a call.
  • Voicemail delivery rate: percentage of times a voicemail file is successfully dropped.
  • Reply rate: SMS or call replies to the keyword.
  • Conversion rate: how many replies or connected calls lead to booked meetings, purchases, or next-step actions.
  • Time to contact: average time between lead entry and first contact attempt.

We typically see improved reply rates and faster lead conversion when the first contact attempt is immediate and multi-channel. Even with partial delivery rates for voicemail drops, the combined effect of call, voicemail, and SMS makes our message much harder to miss.

Troubleshooting checklist

When something does not work as expected, use this checklist:

  1. Confirm the phone number is verified and approved for outbound calls and SMS in the target country.
  2. Verify audio file format and quality (MP3 or WAV, reasonable bitrate).
  3. Check the call action settings: connect after keypress, voicemail detection, and callout timeout.
  4. Confirm consent records exist for the contacted leads.
  5. Review workflow logs to see whether calls connected, failed, or voicemail drops were attempted.
  6. Test with a sample contact and use the workflow’s move or force-next-step features to simulate each stage.
  7. If voicemail drops fail frequently, try disabling voicemail detection or adjust callout timeout.

Final checklist before turning this on

  • Phone number registered and approved
  • Voicemail audio file recorded, uploaded, and tested
  • Clear consent captured on forms
  • Whisper message and SMS templates set up with custom values
  • Follow-up sequence created with branches for replies and no replies
  • Warm-up plan and daily limits understood

Frequently asked questions

What do we need to record a voicemail that works reliably?

Record a short, clear MP3 or WAV file with good microphone quality. Aim for 15 to 30 seconds. Keep the message simple and include a single call to action and a reply keyword. Save at a moderate bitrate such as 64 kbps for clear voice reproduction and upload the file to the voicemail action in the platform.

Do we need permission to call and leave voicemails?

Yes. Always obtain explicit consent when collecting phone numbers. Use checkboxes on forms that state the user agrees to receive calls and voicemails. Keep records of consent. Calling people without permission can lead to fines and legal issues.

What should our whisper message say?

Keep it very short and practical. Include the product or service, the lead name, and the instruction to press a key to connect. For example, Hey, you have a new lead for the fitness program. Their name is {contact.full_name}. Press any key to connect.

How do voicemail drops interact with carrier voicemail greetings?

Some carriers detect voicemail greetings and may end the call before your custom audio can play. To force your pre-recorded voicemail to play, disable voicemail detection in the call action settings. Keep in mind delivery is still subject to carrier behavior and may not work every time.

What is the expected success rate for voicemail drops?

Voicemail drops rely on carrier mechanisms and typically work about 70 percent of the time. This rate varies by carrier and region. Despite that, voicemail drops are effective because they scale outreach and are complemented by SMS and follow-up calls.

How many voicemail drops can we do per day?

New accounts usually have a warm-up schedule. A common pattern is 100 drops on day one, increasing incrementally to 2,000 drops per day after an initial warm-up period. Check the platform’s specific warm-up policy in your account and plan accordingly.

What happens if the call is answered by someone else or a wrong number?

If the call reaches a live person and we accept the whisper, we will connect to the line as normal and can handle it live. If it is a wrong number or an unrelated person, we should end the call and update the contact record. The workflow can be configured to tag or flag contacts that lead to wrong numbers for list cleaning.

Can we personalize voicemail and SMS messages?

Yes. Use custom values such as first name or full name in the whisper, voicemail, and SMS messages. Personalization increases acceptance and reply rates. Keep personalization consistent and relevant to the context the lead came from.

What is the best follow-up cadence?

A proven cadence is: attempt an immediate call with voicemail drop and SMS, wait for a reply, then retry the call 12 to 24 hours later if there is no response. Adjust cadence for the industry and lead temperature—hot leads get more frequent contact, cold leads receive a gentler approach.

How do we test the workflow before going live?

Create a test contact and trigger the workflow by adding the tag or submitting the test form. Observe the log entries and the call flow. If necessary, use the platform’s tool to force the contact forward through the workflow steps so you can validate voicemail drops, SMS delivery, and the if-else branches.

Conclusion

Automatic calls with voicemail drops and SMS follow-ups give us a powerful, time-saving way to contact leads quickly and consistently. With clear consent, good audio, and smart workflow logic, we can increase reply rates and win more customers simply by being the first to reach out. Use short personal scripts, a clear reply keyword, and a conservative warm-up plan to get started. Monitor results and iterate on messaging and timing to find the cadence that works best for our audience.

When we combine speed, personalization, and multi-channel coverage, our outreach becomes harder to ignore and easier to scale. That frees the team to focus on conversations that matter while the workflow handles the routine outreach.

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