If you've landed here, you're probably tired of generic call scripts and clunky tools that promise to make cold calling easy but just slow you down. This guide is for sales managers, SDRs, and anyone who wants to actually get useful, custom call scripts working inside Vanillasoft — without wasting time or getting lost in the interface. I'll skip the buzzwords and show you what matters, step by step. If you want fancy features, I'll tell you which to use and which to leave alone.
Why bother with custom call scripts?
Let’s be honest: most default scripts are either too vague or so rigid they make your reps sound like robots. Custom scripts let you:
- Tailor messaging to your product, market, and team
- Guide reps without handcuffing them
- Collect key info and trigger follow-ups right from the call
If you’re serious about improving call quality and consistency, investing an hour to set this up is worth it.
Step 1: Get your content together before you touch Vanillasoft
Before you even log in, figure out what you want your reps to say and ask. This is the grunt work, but it pays off.
Do this first: - Write your call intro, key questions, main pitch, and objection handlers in a doc or spreadsheet. - Decide what info you need to collect every time (like email, pain points, or next steps). - Run it past a rep or two — they’ll tell you what’s actually useful.
Pro tip: Keep it short. If your script is more than a page, nobody is going to use it.
Step 2: Log in and open your project
You need Admin or Manager access to set up scripts. If you don’t have it, ask your Vanillasoft admin — otherwise, you’ll waste time clicking and swearing.
- Log in to Vanillasoft.
- Choose the right project from the dashboard (the project is where your leads, scripts, and workflows live).
Step 3: Navigate to the Script Editor
Vanillasoft hides the script features a bit. Here’s how to find them:
- In your project, look for the menu on the left.
- Click on “Workflow/Routing” (sometimes just called “Workflow”).
- Under that, find “Script Management” or “Call Scripts.” Click it.
You should now see a list of existing scripts (if any). Don’t be afraid to start fresh.
Step 4: Create a new script
- Click “Add Script” or “New Script.”
- Give your script a clear name—something like “Q2 Outbound SaaS Demo” is better than “Script 1.”
- You’ll be dropped into a basic script editor. This is where the real work happens.
Step 5: Build out your script sections
Vanillasoft lets you set up scripts in sections or as one long page. Sections are better — they keep reps focused and make it easier to update later.
Typical sections to include: - Introduction: How to open the call. - Qualifying Questions: What to ask to see if the lead is worth your time. - Pitch/Talk Track: Your main value prop, with some flexible talking points. - Objection Handling: Short, direct responses to common pushbacks. - Closing/Next Steps: How to wrap up and set the hook for follow-up.
How to add sections: - Use the “Add Section” or “Add Page” button in the script editor. - Paste in your content from earlier (see Step 1). - Use bullet points or short lines—no walls of text.
What to skip: Don’t overload with every possible answer or scenario. If it looks like a novel, you’re doing it wrong.
Step 6: Add fields for data entry
A good script isn’t just about what your rep says — it streamlines what they need to record.
- Insert text fields, dropdowns, or checkboxes for info you want captured (like “Best time to call back,” or “Pain point #1”).
- Place these fields right where they’ll be used in the conversation.
- Don’t make everything required — only what you absolutely need.
Pro tip: Avoid “notes” fields everywhere. If you want structured data, use dropdowns or options. Free-text is a black hole.
Step 7: Use conditional logic (but don’t go overboard)
Vanillasoft lets you show or hide parts of the script based on answers. This is handy, but resist the urge to make it a choose-your-own-adventure novel.
- Use conditional logic for things like:
- Showing extra questions if a lead is qualified
- Popping up specific objection responses when a certain answer is selected
How: - In the script editor, look for “Conditional Display” or “Logic” settings. - Set rules like “If answer to Q1 is Yes, show Section 2.”
What to watch out for: Every bit of logic you add is another thing to debug later. Start simple and layer in complexity only if you need it.
Step 8: Preview and test your script
This is where most people get lazy, and it bites them later.
- Use the “Preview” button to see the script as a rep would.
- Click through every section, fill in fields, and try out the logic.
- Find a rep and have them run a mock call with it. Watch for confusion or awkward bits.
- Edit and fix — don’t assume you nailed it on the first try.
Step 9: Assign the script to users or workflows
A script sitting in the editor does nothing. Assign it:
- Go to “Script Assignment” or “Workflow Settings” in the project menu.
- Choose which users, teams, or call queues should get this script.
- Save changes. Double-check that it’s showing up for the right people.
Pro tip: If you’re testing, assign it to just yourself or a test user first. No need to blast it out to everyone until you’re sure it’s ready.
Step 10: Roll out, gather feedback, and iterate
You’re never really “done” with a call script.
- After a week, ask your reps what’s working and what’s getting skipped or ignored.
- Check your call results. If a section is always blank, either make it clearer or drop it.
- Update the script right in Vanillasoft — small tweaks are better than big overhauls.
What to ignore: Endless script reviews by committee. Get it live, get feedback, and improve fast.
What actually works (and what doesn’t)
Works well: - Simple, focused scripts with just enough structure - Using dropdowns/checkboxes for must-have info - Conditional logic for a couple of key questions
Doesn’t work: - Overly complex branching scripts (they confuse reps and break easily) - Forcing reps to fill in dozens of fields - Ignoring real-world feedback from your team
If your reps are spending more time in the script than on the phone, you’ve gone off course.
Quick checklist: Did you cover the basics?
- [ ] Script content drafted outside Vanillasoft
- [ ] Script broken into clear sections
- [ ] Data entry fields added (and not overdone)
- [ ] Conditional logic used where it pays off
- [ ] Script tested by at least one real user
- [ ] Script assigned to the right team
- [ ] Feedback loop in place
Wrap-up: Keep it simple, tweak as you go
Custom call scripts in Vanillasoft can make your team faster and more consistent — but only if you keep them tight and useful. Get something live, see how it works, and don’t be afraid to trim the fat. The best scripts are living documents that get better with real use. Forget perfection — just make it a little better every week.