Building Outbound Campaigns

This guide walks you through setting up end-to-end outbound calling and messaging campaigns in Votel. Outbound campaigns use two workflows working together --- one to initiate outreach and another to handle the conversation when a contact answers.

The Two-Workflow Pattern​

Outbound campaigns are built with two separate workflows, each handling a distinct part of the process.

Workflow 1: Outreach Workflow​

This workflow controls when and how calls are placed. It does not handle the conversation itself.

Structure:

1. Manual Trigger --- the workflow starts when you assign contacts to it (individually or in bulk).
2. Wait Node (optional) --- adds drip timing to space out calls.
3. Outbound Call Node --- places the call and branches based on the outcome (Answer, No Answer, Voicemail, Failed).

From the Outbound Call Node, you can build logic for each outcome:

• No Answer --- wait and retry, or send an SMS.
• Voicemail --- send a follow-up text message.
• Failed --- log the issue and move on.
• Answer --- the conversation is handled by Workflow 2.

Workflow 2: Conversation Workflow​

This workflow handles what happens when a contact picks up the phone.

Structure:

1. Conversation Started trigger --- fires when the outbound call connects.
2. Conversation nodes --- the AI agent conducts the sales, support, or outreach conversation.
3. Post-call actions --- update the pipeline, send follow-ups, create tasks.

Keeping the conversation logic in its own workflow means you can update your script without touching the outreach timing, and vice versa.

Launching a Campaign​

Once both workflows are built and published, you launch the campaign by assigning contacts to the outreach workflow.

From the Pipeline Board​

1. Open your pipeline and navigate to the column containing your target contacts.
2. Select the entire column or specific contacts.
3. Use Bulk Actions to assign them to the outreach workflow.

From the Table View​

1. Open your contacts in table view.
2. Use checkboxes to select the contacts you want to reach.
3. Use Bulk Actions to assign them to the outreach workflow.

Quick Roll vs. Drip​

When launching a campaign, you have two pacing options:

	Quick Roll	Drip
Behavior	Calls all contacts as fast as possible	Spaces calls out over time
Best for	Small lists, time-sensitive outreach	Large lists, avoiding spam flags
Setup	No Wait node needed	Add Wait nodes between call attempts

Quick Roll processes your entire list immediately. Use it for small batches or urgent campaigns.

Drip uses Wait nodes to introduce delays between calls. For example, you might call 10 contacts per hour or spread calls across several days. This approach improves answer rates and reduces the risk of your numbers being flagged as spam.

Monitoring Campaign Progress​

Track your campaign in the Activity tab. You can see:

• How many contacts have been called
• Call outcomes (answered, no answer, voicemail, failed)
• Which contacts are still waiting in the queue
• Overall answer and conversion rates

Use this data to adjust your timing, messaging, or target list for better results.

Campaign Best Practices​

• Start small --- test with a small batch before launching to your full list.
• Use number pools --- rotate through multiple caller IDs to improve answer rates.
• Add deactivation logic --- use the Deactivate from Workflow node to remove contacts who respond or convert, preventing duplicate outreach.
• Time your calls wisely --- schedule outreach during business hours in the contact's time zone.
• Follow up on voicemails --- connect the Voicemail branch to an SMS node so contacts who miss the call still receive your message.

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Next Steps​

• Bulk Actions --- learn how to select and assign contacts in bulk
• Outbound Call Node --- configure call placement and outcome handling
• Triggers --- understand the Manual Trigger and Conversation Started trigger