How to set up automated call workflows in Kixie for sales teams

If you’re running a sales team and tired of chasing leads manually, you’ve probably looked into call automation. It’s supposed to save time, boost connection rates, and keep reps focused on selling—not on clicking through lists. But a lot of tools overpromise and underdeliver. If you’re here, you’re interested in Kixie because it claims to make automated call workflows simple. The truth? Kixie can absolutely help, but only if you set it up thoughtfully and avoid a few common traps.

This guide is for practical sales managers and reps who want to actually get more calls done—without creating a tangled mess of automation that nobody understands or uses.

Step 1: Make Sure Kixie Fits Your Workflow

Before you start, take five minutes to check if Kixie is actually a good fit for your team:

  • CRM integration: Kixie works best if you use a supported CRM (like HubSpot, Salesforce, Zoho, or Pipedrive). Without this, automation will be limited and messy.
  • Call volume: Automation shines if you’re making lots of outbound calls. If you only call a handful of leads per day, you probably don’t need fancy workflows.
  • Team size: Kixie makes more sense for teams (3+ users) than for solo reps.

Pro tip: If you’re dealing with a high-touch, relationship-heavy sales process, full automation might annoy prospects or make your team sound robotic. Use automation to handle repetitive stuff, not real conversations.

Step 2: Map Out Your Sales Process (Yes, On Paper)

Jumping straight into Kixie’s workflow builder is tempting, but you’ll end up with a mess. Instead, sketch out what you want to automate. Keep it simple:

  • Who gets called? (e.g., new leads, old leads, customers up for renewal)
  • When? (immediately after they fill out a form? 24 hours later?)
  • How many times? (just once? A sequence of follow-ups?)
  • What else should happen? (send a text, trigger an email, assign to a rep?)

Draw this out on paper or a whiteboard. You want a clear list of triggers and actions. If you can’t explain your call flow to a new hire in 2 minutes, it’s too complicated.

Step 3: Set Up Kixie and Connect Your CRM

If you haven’t already:

  1. Sign up for Kixie and pick a plan that matches your needs. You’ll need the “PowerCall” or higher tier for workflows.
  2. Connect your CRM in the Kixie dashboard. This usually means logging into your CRM and authorizing access. If your CRM isn’t supported, you’ll have to use Zapier or skip automation (which is a hassle).
  3. Sync your leads/contacts. Double-check that new leads show up in Kixie. If you see duplicates or missing data, fix this before building workflows.

Watch out: CRM sync issues are the #1 reason workflows fail. Don’t assume the integration “just works”—test it.

Step 4: Get to Know Kixie’s Workflow Builder

Kixie’s “Automations” feature lets you create if-this-then-that rules for calls, texts, and more. But it’s not magic—you have to tell it exactly what to do.

  • Trigger: This is what kicks off the workflow (e.g., new lead added, lead status changes, missed call).
  • Action: What happens next (e.g., place a call, send a text, drop a voicemail, assign to user).
  • Conditions: Extra filters so you don’t spam everyone (e.g., call only if lead’s status is “hot”).

Take a few minutes to click around and look at Kixie’s prebuilt templates. Don’t get distracted by every option—start with the basics.

Step 5: Build Your First Automated Call Workflow

Here’s how to create a simple “new lead call” workflow:

  1. Go to Automations in the Kixie dashboard.
  2. Click “Create Automation.”
  3. Choose a Trigger:
  4. For most sales teams, “New CRM Lead” or “Lead Status Changed to X” is a good start.
  5. Add Actions:
  6. Place a call: Assign it to a specific rep or round-robin pool.
  7. Send a text: (Optional) Send a quick “Thanks for your interest!” SMS.
  8. Drop a voicemail: (Optional) If nobody answers, you can have Kixie leave a pre-recorded message.
  9. Set Conditions:
  10. Only call during business hours.
  11. Only call leads with valid phone numbers.
  12. Test it: Run the workflow on a fake lead. Make sure calls go out, texts are sent, and nothing weird happens.

Don’t: Automate calls to every single lead that enters your CRM. You’ll annoy people and tank your answer rates. Use filters to call only qualified or engaged leads.

Step 6: Create a Call Sequence (Follow-Up Automation)

Most leads need more than one touch. Here’s how to build a simple follow-up sequence:

  1. Trigger: Lead hasn’t responded after X days.
  2. Action: Place a follow-up call, send a text, or both.
  3. Wait steps: Kixie can schedule the next action after a set time (e.g., wait 2 days, then call again).
  4. Exit conditions: Stop the sequence if the lead answers, replies to a text, or moves to a new stage in the CRM.

Pro tip: Don’t create a 7-step, 14-day sequence until you know what works. Start with 2-3 follow-ups, see what gets results, and add steps later.

Step 7: Assign Calls and Track Performance

Automation is only useful if the right people are making the right calls—and you can see what’s happening.

  • Call assignment: Use Kixie’s round-robin or “first available” settings to distribute calls fairly. Avoid dumping every call on your top rep—they’ll burn out.
  • Dashboards: Check Kixie’s reporting to see:
  • How many calls are actually being made
  • Connection rates
  • Voicemail drops
  • Who’s following up (and who isn’t)
  • Tweak and adjust: If you see lots of missed calls or voicemails, change your call timing or try different scripts.

What doesn’t work: Setting up automations and then walking away. You need to check weekly—automation can run amok and annoy prospects if left unchecked.

Step 8: Avoid Common Automation Pitfalls

Here’s what to skip (or approach with caution):

  • Don’t cold-call entire lists automatically. It’s a great way to get flagged as spam or irritate people.
  • Don’t overcomplicate. If it takes a flowchart to explain your automation, it’s too much. Start simple.
  • Don’t ignore human touch. Automation should tee up real conversations, not replace them.
  • Don’t forget compliance. Make sure you’re following TCPA, GDPR, or any other relevant regulations—especially with texts and voicemails.

Remember: The goal is to free up your reps to actually sell, not to create a robot army that just makes noise.

Step 9: Iterate, Don’t Set and Forget

Every sales team is different. The “perfect” workflow for one company could flop at another. Here’s how to keep improving:

  • Ask your team: What’s working? What’s getting ignored? If reps are bypassing the workflow, it’s probably not helping.
  • Check the data: Are you actually connecting with more leads? Is response time down? If not, tweak the triggers, timing, or messaging.
  • Stay flexible: Sales processes change. So should your workflows.

If you’re not sure, start with one simple automation, see if it helps, and build from there. Don’t get paralyzed by all the options.

Keep It Simple (Seriously)

Automated call workflows in Kixie can save you a ton of time—if you keep things straightforward and focus on what actually helps your team connect with real people. Map your process first, automate the repetitive stuff, and don’t trust any software to “run itself.” Start small, pay attention to the results, and fine-tune as you go. You’ll spend less time clicking and more time closing.