If you’re in sales, you know the grind: dialing, waiting, logging calls, leaving voicemails, chasing follow-ups. It’s repetitive, it’s easy to mess up, and—let’s be honest—most of it could be handled by a robot. This guide is for sales teams and founders who want to stop wasting time on busywork and start automating outbound calls with real tools, not vaporware. We’ll dig into how to use Krispcall workflows to get this done, step by step.
No fluff, no magic promises—just a clear path from “ugh, this again?” to “calls are running themselves and the data’s where it should be.”
Why bother automating outbound sales calls?
Let’s get real: outbound calling is a slog. Even if you have a killer script and list, there’s a mountain of manual work:
- Dialing numbers (and misdialing them)
- Logging every call in your CRM
- Scheduling callbacks and reminders
- Sending follow-up emails
- Managing voicemails and callbacks
Automating this stuff isn’t about replacing people—it’s about making sure talented sales reps actually get to sell. You cut down on mistakes, speed up the process, and avoid the “where did that lead go?” panic.
But here’s the catch: not every workflow or tool is worth your time. Some are clunky, unreliable, or just create new headaches. Krispcall’s workflow automation is solid, but only if you set it up right and know its limits.
What you need before you start
Don’t jump in blind. Here’s what you’ll need on hand:
- A clean, well-segmented call list. Garbage in, garbage out. Make sure your list is up to date and complies with any local cold-calling regulations.
- Krispcall account with admin access.
- CRM or spreadsheet integration (if you want to sync call results).
- Clear call scripts and follow-up templates. Automation won’t fix a terrible pitch.
- A realistic goal. Are you booking meetings? Qualifying leads? Just testing the waters?
If you’re missing any of these, slow down and gather what you need. Automating a mess just creates a faster mess.
Step 1: Map your outbound call workflow
Before you touch a single setting in Krispcall, sketch out your current process. This saves you from automating the wrong stuff.
Ask yourself: - Who gets called, and in what order? - What happens if no one answers? (Voicemail? SMS?) - How do you log call outcomes? - When and how do you follow up?
Pro tip: Just grab a whiteboard or use pen and paper. List each step for one ideal call, and then for a typical “nobody picks up” scenario.
Common steps: 1. Call the lead. 2. If answered, give the pitch and log the result. 3. If no answer, leave a voicemail and/or send an SMS. 4. Schedule a callback or mark the lead as “no answer.” 5. Move on to the next lead.
You’ll use this map to set up Krispcall’s automation—don’t skip it, or you’ll automate confusing dead ends.
Step 2: Set up your calling environment in Krispcall
Log into your Krispcall dashboard. If you’re new, take a few minutes to poke around and get used to the layout. You don’t want to be hunting for buttons mid-setup.
Key setup tasks:
- Upload your call list. Krispcall can import from CSV or connect to some CRMs. Clean up your file first—bad data is a time sink.
- Assign numbers and users. Decide which reps (or teams) will make the calls. Krispcall lets you assign different numbers to different campaigns.
- Integrate your CRM, if possible. It’s worth the extra effort to get call data synced automatically, but if you can’t, at least plan to export call logs after the fact.
Honest take: Krispcall’s CRM integrations are decent for basic needs but can be hit-or-miss with less common platforms. If yours isn’t listed, you might have to use Zapier or good old CSV exports.
Step 3: Create your first workflow
Here’s where automation kicks in. Krispcall uses “workflows,” which are basically if-this-then-that rules for calls and follow-ups.
To create a workflow: 1. Go to the “Workflows” section in your Krispcall dashboard. 2. Click “Create Workflow” or similar (the wording changes now and then). 3. Set your trigger. For outbound calls, common triggers are: - Call answered - Call not answered - Call outcome logged (e.g., “Interested,” “Not Interested”) 4. Add actions for each trigger. Typical actions: - Send follow-up SMS or email - Assign a callback task to a rep - Update the lead’s status in your CRM - Move to next number on the list 5. Name your workflow and save it.
Example workflow:
- Trigger: Call not answered
- Action 1: Send pre-written SMS (“Hey, just tried to reach you…”)
- Action 2: Assign callback for tomorrow
- Action 3: Log “No Answer” in CRM
Pro tip: Start simple. Don’t build a Rube Goldberg machine. Test a basic “no answer” workflow before adding a dozen branching actions.
Step 4: Test, test, test (don’t skip this)
Nothing kills trust like automation gone rogue. Before blasting through your whole list, run through your workflow with a test list (even just your own number and a few colleagues).
What to check: - Are calls being placed as expected? - Do voicemails/SMS messages send correctly? - Does the workflow log results in your CRM or call log? - Are callback tasks assigned to the right person? - Is there any weird lag or duplication?
You will find glitches. Fix them now—don’t burn through your leads with broken automation.
Honest take: Krispcall’s workflow editor is pretty reliable, but expect hiccups if you’re using lots of integrations or have weird custom fields in your CRM. If something’s not working, disable one step at a time until you find the culprit.
Step 5: Launch your campaign and monitor results
Once your test runs are clean, turn on your workflow for the full list. But don’t walk away and assume it’s working perfectly.
What to actually monitor: - Call connection rates (are you getting flagged as spam?) - How many SMS/voicemails are going out? - Are reps following up as assigned? - Is CRM data syncing cleanly?
Check in daily for the first week. Automation can quietly break or back up—spot problems before they snowball.
Pro tip: Don’t obsess over “automation rates.” Focus on booked meetings, positive responses, and whether your reps’ lives are easier, not just how many calls got logged.
What works, what doesn’t, and common traps
What actually works:
- Simple, linear workflows (call → follow-up → log outcome)
- Automated SMS for “no answer” calls (polite, non-spammy)
- CRM syncing (when supported)
- Auto-assigning callbacks (keeps leads from slipping through the cracks)
What doesn’t work (or isn’t worth it):
- Overly complicated branching. The more “if this, then that, unless X, then Y,” the more likely it’ll break or confuse everyone.
- Trying to automate the actual sales conversation. Don’t use bots for live pitch calls; it’s a shortcut to awkwardness and lost deals.
- Ignoring local calling laws. No software will save you from fines if you’re not compliant.
Ignore the hype:
- “AI-powered sales calls.” Krispcall isn’t going to close deals for you. It’ll just help you get more calls done, and log them better.
- Promises of “set it and forget it” automation. You need to check in, tweak, and keep your call lists fresh.
How to keep improving (without overcomplicating)
Automation isn’t a one-and-done deal. Once your workflow is up:
- Review call outcomes every week. Are your scripts landing? Are you getting stuck at “no answer”?
- Tweak one thing at a time. Change your SMS copy, switch up call times, or adjust your callback cadence—but don’t overhaul everything at once.
- Talk to your sales reps. If they’re ignoring the workflow or working around it, something’s off.
And when in doubt, keep it simple. A boring, reliable workflow beats a fancy one that falls apart under real use. Iterate until it’s boring—in a good way.
Ready to cut the busywork? Map your process, set up a basic workflow in Krispcall, test it, and keep it simple. You’ll free up time to actually sell—and that’s the whole point.