Whether you’re running a political campaign, reminding patients about appointments, or just trying to get your customers’ attention without spending hours on the phone, automated voice campaigns are a lifesaver. This guide is for anyone who wants to get these up and running in Callfire—without wasting time or falling for hype about “revolutionary engagement.” You just want your calls to go out smoothly, and you want to know what actually works.
Below, I’ll walk you through setting up a voice broadcast in Callfire, step by step. I’ll flag what’s optional, what’s overhyped, and what you can skip if you’re in a hurry.
Step 1: Get the Basics Ready Before You Even Log In
Before you start clicking around, get these ducks in a row:
- Your call list: You’ll need a spreadsheet (CSV or Excel) with numbers you want to call. Don’t overthink formatting—Callfire is forgiving, but stick to columns like “Phone Number,” “First Name,” “Last Name.”
- Your recording: You can upload a pre-recorded message or record one right in Callfire. Either way, have your script ready. Keep it under 30 seconds if you don’t want people to hang up.
- Your caller ID number: This is the number that’ll show up on recipients’ phones. Pick one that people recognize (if possible), or at least one you’re comfortable with.
Pro tip: Don’t buy a list of numbers from some sketchy service. You’ll waste money calling people who don’t want to hear from you, and you might run into compliance headaches.
Step 2: Log In and Start a New Voice Broadcast
Once you’re ready, log in to Callfire.
- Go to the Dashboard.
- Click “Create” and pick “Voice Broadcast.”
You’ll see a multi-step setup wizard. Don’t worry, it’s less intimidating than it looks.
Step 3: Upload Your Contact List
- Choose “Upload Contacts.”
- Drag and drop your CSV or Excel file. Callfire will try to match columns—double-check that your “Phone Number” column is mapped right.
- If you want to add contacts manually, you can, but you’ll regret it if you have more than a dozen.
What to ignore: All the “advanced” import options, unless you have a complex setup. For most people, just click through.
Step 4: Record or Upload Your Message
You’ve got a few options:
- Record by phone: Enter your number, and Callfire will call you so you can record your message.
- Upload an audio file: WAV or MP3, under 5MB. If you edited it yourself, make sure it doesn’t have long silences at the start.
- Text-to-speech: Type your message and pick a voice. This is fine for reminders or basic info, but it sounds robotic—don’t use it for anything sensitive or personal.
Pro tip: If you want people to actually listen, don’t start with “Hello, this is an important message...” Get to the point. Say who you are, why you’re calling, and what you want them to do.
Step 5: Set Up Call Handling Rules (Optional, but Useful)
Callfire lets you set up different actions based on what happens during the call. You can:
- Press 1 to connect to a live agent
- Leave a message if no one answers
- Repeat the message
For a basic campaign, you can skip most of this. But if you want to collect responses (like “Press 1 to RSVP”), set up the keypress actions. Just know: every layer you add makes the experience a little more confusing for recipients.
What works: Keeping things dead simple. “Here’s the info. Call us back if you need help.” That’s it.
Step 6: Choose Caller ID and Set Compliance Options
- Pick your caller ID number. Some folks like to use a local number for better pickup rates. If you don’t have one, you can rent numbers through Callfire, but don’t expect miracles—a “local presence” isn’t a magic bullet.
- Set compliance options:
- If you’re calling cell phones, make sure you’re following the rules. The law (TCPA in the US) can get you in trouble if you’re not careful about robocalls.
- Use Callfire’s opt-out feature (“Press 9 to be removed”). It’s not just polite, it’s the law in a lot of places.
Honest take: Don’t blindly trust that Callfire will keep you compliant. The tools help, but you’re on the hook if you mess up. If in doubt, check with a lawyer.
Step 7: Schedule and Launch Your Campaign
- Pick your schedule: You can start immediately or set the campaign to go out at certain times/days. Be considerate—don’t blast people at 8am or during dinner.
- Set call retries: If a call fails, you can have Callfire try again. Three attempts is plenty; more than that just annoys people.
What to ignore: Fancy scheduling rules unless you have a real reason. Most people just want the calls to go out as soon as possible within business hours.
Step 8: Test Before You Go Big
Before you send thousands of calls, do a test run:
- Add your own number to the contact list.
- Run the campaign with just your number.
- Listen to the whole call, check that caller ID looks right, and make sure the message plays as expected.
- Tweak as needed.
You’d be surprised: Even with all the tech, it’s easy to mess up the message or have a bad recording. Catch it before your contacts do.
Step 9: Launch and Monitor
Once you’re happy, launch the campaign for real.
- Watch the dashboard: You’ll see stats update in real time—calls made, answered, voicemails, etc.
- Download reports: You can see who picked up, who didn’t, and who opted out.
What to pay attention to: - High opt-out rates? Your message might be too aggressive. - Low answer rates? Try a different caller ID or tweak your message timing.
What not to stress about: Don’t obsess over every call not going through—some numbers are dead or blocked, and there’s no fixing that.
Step 10: Iterate and Improve (But Don’t Overthink It)
- Use the reporting to make small tweaks.
- Try different messages, or test a different time of day.
- Don’t drown in “analytics.” If people are picking up and not complaining, you’re probably fine.
Real World Tips and Traps
- Automated voice campaigns are blunt tools. They’re great for reminders, quick info, or mass notifications. They’re lousy for nuanced conversations or anything that feels spammy.
- Respect the opt-outs. If someone says “take me off your list,” do it. Nothing burns your reputation faster than ignoring people’s wishes.
- Don’t expect miracles. Some people just won’t pick up or will hang up as soon as they hear a recording. That’s normal.
Keep It Simple, Iterate, and Don’t Get Sucked Into Features
Callfire offers a ton of bells and whistles, but most campaigns are better off sticking to the basics: a clear message, legal compliance, and a little common sense. Start small, see what works, and don’t let the promise of “AI-powered engagement” distract you. The goal is to get your message out, not to show off how clever your campaign can be. Good luck!