Automating calls isn’t about replacing your sales team—it’s about making sure they’re focused on selling, not chasing voicemails or fumbling with follow-ups. If you’re leading or supporting a sales team and want to squeeze more out of every hour, building automated call workflows in Aloware can help. But like any tool, it’s only as good as what you build with it. Here’s a grounded walkthrough, including what to actually care about, what to skip, and a few honest warnings to keep you out of trouble.
Why bother with automated call workflows?
Let’s get real: manually dialing prospects, logging calls, and remembering to follow up is a pain. It’s easy to let hot leads slip or waste time on cold ones. Automated workflows help by:
- Triggering calls at the right time, based on real actions (like a form fill or missed call)
- Routing calls to the right reps
- Making sure nothing falls through the cracks
But don’t expect automation to close deals for you. It won’t turn a bad script or a lazy list into gold. What it does do: free up your team to focus on real conversations.
Step 1: Get your basics in order
Before you dive into workflows, make sure you’ve got these pieces set up in Aloware:
- Your team’s users and roles: Add your sales reps and assign them to the right teams or ring groups. If you skip this, your calls might just… go nowhere.
- Phone numbers: Buy or port in numbers for outbound and inbound calls. Don’t overthink this—just get enough for what you actually need.
- CRM integration (optional, but recommended): If you’re using HubSpot, Salesforce, or another CRM, connect it now. This lets you trigger workflows based on CRM actions, not just Aloware events.
Pro tip: Don’t wait to “perfect” your contact lists or scripts before starting. You’ll be tweaking as you go anyway.
Step 2: Map out your ideal workflow (on paper first)
Seriously, don’t skip this. Aloware’s workflow builder is drag-and-drop, but it’s easy to get lost in the weeds if you don’t know what you’re building.
- Start simple: What’s the main thing you want to automate? Examples:
- Call every new inbound lead within 10 minutes
- Auto-dial missed calls from high-value prospects
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Trigger a follow-up call 3 days after a demo
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Sketch the stages: Write out, step by step, what should happen. Who gets the call? What if they don’t answer? What’s the fallback?
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Decide what NOT to automate: Not every call should be triggered by a bot. Leave room for real judgment.
What to ignore: Fancy branching logic you don’t actually need. Start with the 80% use case, not the edge cases.
Step 3: Build your workflow in Aloware
Now you’re ready to use Aloware’s Workflow Builder. Here’s how to do it without pulling your hair out.
3.1: Create a new workflow
- In the sidebar, go to Workflows.
- Click Create Workflow (or “New Workflow” depending on your version).
- Name it clearly. “New Lead Call Trigger” beats “Workflow 1.”
3.2: Choose your trigger
This is what kicks the workflow off. Some common triggers:
- New contact added
- Missed call
- Tag applied (like “Hot Lead”)
- CRM event (if you connected your CRM)
Pick one that matches what you mapped out. Don’t stress if you’re unsure—this is easy to change later.
3.3: Add call actions
Drag in a Call action. Here’s what you’ll configure:
- Who makes the call: Assign to a specific user, team, or round-robin between reps.
- Caller ID: Pick the number that’ll show up. (Don’t use personal cell numbers.)
- Call script or notes: Attach a script or talking points if you want reps to see them in-app.
Pro tip: Start with a test user—don’t unleash this on your whole team until you know it works.
3.4: Add delays and fallback steps
Want to try a call again if no one answers? Use a Delay action, then another Call action. Or, redirect the call to voicemail or another team.
- Delay: Set a wait time (e.g., 1 hour, 1 day) before trying again.
- Conditional logic: Only use IF you really need it (like, “If call not answered, then…”). Overcomplicating here is the fastest way to hate workflow automation.
3.5: Optional—Add additional steps
- Send SMS: Sometimes a text after a missed call is more effective than another voicemail.
- Update contact record: Apply a tag or note so you know what happened, even if a human never touches that lead.
- Notify a manager: Useful for high-value leads or SLAs.
Step 4: Test before you trust
This is where a lot of teams blow it. A broken workflow can annoy prospects or bury your team in pointless calls.
- Run test contacts through your workflow (use your own number or a dummy contact).
- Check call logs: Did the call go to the right person at the right time?
- Watch for loops: If you see the same contact being called over and over… something’s off.
- Ask your team for feedback: Are the calls showing up as expected? Is the workflow actually helping, or just making noise?
Pro tip: Limit the first version to a small group or your most forgiving reps. Roll out to everyone after you’ve fixed the obvious stuff.
Step 5: Go live—and keep tweaking
Once you’re confident, turn the workflow on for your full team or for real leads. But don’t set it and forget it.
- Monitor results: Look at call completion rates, response rates, and (most importantly) whether good leads are getting handled faster.
- Gather feedback: Reps will tell you if the workflow is making life easier or just creating busywork.
- Adjust as needed: If you’re getting a ton of unanswered calls, change your timing. If reps are getting spammed, scale back.
What to ignore: Don’t obsess over every single metric. Focus on what’s actually moving the needle—like speed to lead or number of meaningful conversations.
Honest take: What works, what doesn’t, and what to watch for
- Works: Triggering fast follow-ups, making sure no one’s forgotten, and keeping reps focused on the right people.
- Doesn’t work: Over-automating or trying to build a workflow for every possible scenario. You’ll end up with chaos.
- Watch for: Compliance issues (don’t robocall people who didn’t opt in), and making sure you’re not spamming the same lead over and over.
Don’t believe the hype: Automation won’t fix a broken sales process. It’s a tool, not a silver bullet.
Common mistakes to avoid
- Building before mapping: If you don’t know what you want, you’ll just create a mess.
- Ignoring feedback: Your sales team knows where the process breaks down—listen to them.
- Over-complicating: Simple beats clever. Every extra step is another thing to break.
- Skipping testing: Just… don’t. Bad automation is worse than none.
Keep it simple, ship it, and iterate
The best automated workflows are the ones your team actually uses—and that you can update without dreading it. Start small, test with real contacts, and add complexity only when you need it. You’ll spend less time managing calls, and more time closing deals.
If something feels clunky, it probably is. Don’t be afraid to tweak as you go. That’s how real sales teams get ahead.