How to set up automated call workflows in Justcall step by step

If you’re tired of calls slipping through the cracks, or your team wasting time on repetitive tasks, it’s probably time to automate your call workflows. This guide is for anyone using Justcall who wants to streamline call handling, routing, and follow-up — without getting lost in a maze of half-baked features or salesy promises.

We’ll walk through practical steps to set up automated call workflows that actually work, flag what’s worth your attention (and what isn’t), and share some hard-won lessons so you don’t bang your head against the wall.

Why bother with automated call workflows?

Let’s get real: manually handling every call is a drag. People miss calls, forget to update CRMs, and waste time transferring calls that could’ve been routed automatically. Done right, workflows let you:

  • Route calls to the right people (no more “let me transfer you…”)
  • Send automatic follow-ups or notifications
  • Log calls and outcomes without manual effort
  • Make sure leads and customers don’t get lost in the shuffle

But automation is only as good as your setup. Overcomplicate things, and you’ll be troubleshooting more than you’re saving. Keep it simple, and you’ll wonder how you ever managed without it.

Step 1: Get clear about what you want to automate

Before you click anything in Justcall, take 10 minutes to sketch out what you actually want to happen. Ask yourself:

  • Who should get which calls?
  • What’s supposed to happen after a call (e.g., SMS, email, CRM update)?
  • When should a call go to voicemail, and what should happen next?
  • Are you integrating with other tools (like Slack, HubSpot, or Salesforce)?

Pro tip: Start with the biggest pain points—don’t try to automate everything at once. Pick one or two basic flows and get those working before adding more.

Step 2: Set up your basics in Justcall

Log in to your Justcall account. If you haven’t already, set up:

  • Your phone numbers: Assign numbers to teams or functions (sales, support, etc.).
  • Your team members: Make sure everyone who needs to answer calls is added.
  • Business hours: Set these so you’re not sending calls into the void after hours.

You’ll find most of these under the “Phone Numbers” and “Team” areas in Justcall’s sidebar. It’s not rocket science, but double-check — routing falls apart fast if your basics aren’t right.

Step 3: Build your first call flow (aka “Call Distribution”)

Justcall calls these “Call Distribution” or “Call Routing” rules. Here’s how to set up a simple automated workflow:

  1. Go to the Phone Numbers tab.
    Pick the number you want to set up a workflow for.

  2. Click “Incoming Call Settings.”
    This is where you decide what happens when someone calls.

  3. Choose your call distribution method.
    The main options:

  4. Simultaneous ringing: All assigned agents’ phones ring at once. Fastest response, but can be chaotic.
  5. Round robin: Calls are distributed evenly. Good if you want to share leads.
  6. Sequential: Calls ring one person at a time, in a set order. Old-school, but works for small teams.

Don’t overthink it. Most teams start with simultaneous or round robin.

  1. Set fallback actions.
    What if no one answers? You can:
  2. Route to voicemail
  3. Forward to another number (like a manager)
  4. Send a text message (“Sorry we missed you…”)

If you skip this, callers could get stuck in limbo.

  1. Save your settings.
    Test with a real call (from your cell, for example) to make sure it works.

What to ignore: Unless you’ve got dozens of agents, complex multi-level IVRs (“Press 1 for sales…”) are usually overkill. Start simple.

Step 4: Automate follow-ups and notifications

This is where the magic happens. Justcall lets you trigger actions after calls, like sending texts, updating CRMs, or pinging your team in Slack.

Setting up automated SMS or email follow-ups

  1. Navigate to “Workflows” or “Automation.”
    (Justcall sometimes moves these labels around, but look for “Workflow Automations” in the sidebar.)

  2. Create a new workflow.
    Pick a trigger — e.g., “Missed Call,” “Incoming Call Answered,” etc.

  3. Set your action:

  4. Send SMS: Write your message (keep it short and human).

  5. Send email: Use templates if you want, but don’t get fancy unless you have to.

  6. Choose conditions (optional):
    Only want to send follow-ups during business hours, or for a certain type of call? Set your filters here.

  7. Activate and test.
    Always run a test — nothing like accidentally spamming customers because you missed a setting.

Pro tip: If you integrate with a CRM, double-check what’s already automated there. You don’t want double notifications or confusing overlaps.

Step 5: Connect integrations (if you really need them)

Justcall plays nicely with a bunch of other platforms (HubSpot, Salesforce, Slack, etc.). Integrations are powerful, but don’t go wild. Each extra connection is another thing that can break.

To connect an integration:

  1. Head to the “Integrations” section.
  2. Pick your tool and follow the prompts.
  3. For CRMs: Usually you’ll log in and approve access.

  4. For Slack: You can set up notifications for missed calls, voicemails, etc.

  5. Configure what actually gets sent.
    Do you really want every single call logged in Slack? Probably not — filter for what your team actually needs.

Honest take: Some integrations (like HubSpot or Salesforce) work pretty well; others can be flaky or limited. Don’t trust a checkbox. Test with real data before rolling out to your team.

Step 6: Fine-tune (and avoid creating a monster)

Once calls are routing and follow-ups are firing, pay attention for a week or two:

  • Are calls going to the right people?
  • Are customers getting too many (or too few) messages?
  • Is something weird happening at odd hours?

Don’t pile on more automations just because you can. Each new rule is another thing you’ll have to maintain. If you’re getting complaints or confusion, scale back.

What breaks most often:
- Agents forgetting to update their availability or status
- Overlapping automations (double texts/emails)
- Poorly written messages that sound robotic or confusing

Troubleshooting: What to check if things go sideways

Even with the best setup, stuff happens. Here are the usual suspects:

  • Calls not routing? Check agent availability and business hours first.
  • Automated messages not sending? Look at workflow triggers and make sure your number has SMS enabled.
  • Double notifications? You’ve probably set up the same trigger in two places (Justcall and your CRM).
  • Integrations flaky? Disconnect, reconnect, and check for updated permissions. Some platforms time out or update their APIs without warning.

If you’re stuck, Justcall’s support is… okay. Don’t expect miracles, but they’ll walk you through basic config if you’re polite and patient.

Keep it simple and iterate

Automated call workflows are supposed to make your life easier — not create new headaches. Start with the basics, test with your team, and only add complexity when you’re sure it’s worth it. Document what you set up, so you’re not the only one who knows how it works.

Don’t chase every new feature or integration just because it’s there. Stick to what actually solves your problem, and tweak as you learn what works for your team.

You’ll save time, keep customers happier, and make your phone system a lot less painful. And really, that’s the goal.