Automated appointment reminder calls and instant lead callback

Without automated appointment reminder calls, some clients simply don't show up, and an empty chair at a salon is lost revenue. A client who left a request and is waiting for a call phones competitors five minutes later and, an hour later, forgets where they wrote.

Call blocks in an automated sales funnel do this by themselves. The platform reaches a manager within seconds and connects them with the client. The robot calls the client with a reminder, hears “yes” or “no” and takes the lead further down the right branch. The platform handles the routine of dialing numbers, and the manager picks up already knowing the client's name and the request source. Numbers, calls and the CRM are in one scheme, with no separate telephony or integrations.

Watch the two-and-a-half-minute video, and below you'll find the step-by-step setup.

Why businesses need calls from an autofunnel

• Real estate and services: a callback on a fresh request. Managers are called one after another, and the lead is assigned to whoever picked up. The client hears a manager within seconds, before leaving for a competitor.
• A clinic, salon or car service: the day before the visit, the robot says, “You're booked for tomorrow at 10:00 a.m.” The client answers “yes”, “no” or “reschedule”. Fewer no-shows, and the administrator calls only those who want to reschedule.
• An online school: a “The broadcast starts in an hour” call to everyone who signed up for the webinar. More people come to the broadcast.
• Surveys: the robot asks a question, and the client's answer is written to a card field. The manager doesn't need to call back for a single answer.
• Sales team: dialing a number by hand takes 10–15 seconds. At 80 calls a day, that adds up to about nine working days a year per manager spent just on dialing digits. The “Connect an employee and the client” block dials for them — the manager only has to pick up.

What calls an autofunnel makes

• “Connect an employee and the client” — calls employees and connects the one who answered with the client.
• “Call the client / voice message” — a robot call: it plays your mp3/wav recording or reads a text.
• “IVR menu” — a voice menu. The client answers with a word or a phone button, and the call goes to the right branch.
• “Artificial intelligence - voice message” — a short call where AI answers the client.
• “Caller ID” — the numbers the client sees when you call. They rotate.

A call to the client has three branches: “Did not get through”, “Reached, stayed on the line” and “Reached, did not stay on the line”. Each gets its own continuation — for example, a wait and a repeat call if you didn't get through. How to build these chains is covered in the article CRM workflow automation.

How to set up an instant callback on a request

1. 1
   Select new requests

   In the “Launch conditions”, click “Add filter” → “Funnel stage” → “New lead”.
2. 2
   Add the connection

   “+” on the “Launch conditions” → “Connect an employee and the client”. Choose “Call the selected employees” and add them with the “+ employee” button.
3. 3
   Set the dialing order

   In “How to dial the employees”, choose “One after another, remembering the last position” and the time before forwarding to the next one.
4. 4
   Assign the lead

   In “Lead owner change”, choose “Assign the lead to the employee who took the call”.
5. 5
   Turn on the manager prompt

   In “Voice informer”, tick “Say the source” and “Say the client’s name”.
6. 6
   Have a backup

   In the “If the employee has not answered” branch, set “Waiting for the answer” and add, for example, “Notify an employee in MAX” for the head of sales. Read separately how Telegram and MAX lead notifications work.
7. 7
   Save and launch

   Click “Save”, then “Start” in the card's “…” menu.

While dialing, the client can hear your recording instead of ringing. Upload it in the “Melody instead of the ring tone” field.

Your most qualified clients get a call right away. If the budget and urgency are stored in CRM fields (a chatbot CRM integration can fill them), add these fields to “Launch conditions”, for example “Budget” — options from 50,000 ₽ up, “Urgency” — “As soon as possible”. In “Voice informer”, tick “Say the text” and build it with “insert a field”: “Qualified lead. Budget: … Urgency: …”. The manager picks up already knowing the client’s task and doesn’t ask the same questions again. Leads from Telegram need a phone number, so have the bot ask for it as the last question.

The manager didn’t call back by the stage date: connect automatically

A manager set a lead to the “Call back” step for Thursday at 2:00 PM and forgot? A separate autofunnel will connect them with the client on its own:

1. In the “Launch conditions”, add the “Funnel stage” — “Call back” and “Stage date” → “More than” 10 min ago filters.
2. Make “Connect an employee and the client” the first block and choose “Call the lead owner”.
3. Save and launch the funnel.

Ten minutes after the set time, the lead matches the conditions: the dashboard dials the lead owner and connects them with the client. After the call, the manager only needs to set a new step or date, and the lead drops out of the funnel’s conditions.

A missed incoming call: call back automatically

A client who didn't get through doesn't wait — they call the next company in the search results. You can hand callbacks on missed calls to an autofunnel too:

1. In the “Launch conditions”, add the “Missed calls” → “Yes” and “Last call date” → “Today” filters so the funnel doesn't pick up old missed calls.
2. Make “Connect an employee and the client” the first block and choose “Call the lead owner”.
3. In the “If the employee has not answered” and “The client declined the call” branches, add a “Wait” of 15–30 minutes and “Repeat the funnel”: while the lead still has a missed call, the funnel tries again — up to 10 times by default.
4. Save and launch the funnel.

Once the conversation happens, a new call goes through on the lead, the missed call flag is cleared, and the lead drops out of the funnel's conditions.

Appointment reminder by a robot call

Such a reminder is a robot call the day before the visit, for example: “You're booked for tomorrow at 10:00 a.m. Say yes if you're coming.” For the robot to call on time, select leads by stage date in the “Launch conditions”: the “Stage date — Within 1 d” filter means the visit is tomorrow.

“Call the client without connecting an employee” is mass calling: calls go out regardless of whether managers are busy. “Call the client only if at least one employee is available” first checks the connection block. The client is dialed only if there's a free employee there — so the client won't be left without a manager.

What to play: an mp3/wav file, a robot text of up to 300 characters, or nothing. In the text, “+” before a vowel marks the stress, and “-” adds a pause. How many seconds to ring the client is set in the funnel's “Settings”. The right time lowers the chance of reaching an answering machine.

Appointment confirmation and surveys via IVR

“Voice menu type”: “Digits” — the client presses a button, “Words” — the block listens to the answer. For “Words”, ask the question with a call block before the menu. Branches are added with the “+ keyword branch” or “+ button branch” buttons. The “Where to save the answer” field saves the client's words to “Name”, “Comment” or a CRM text field.

Keywords are handy to save with the “Save as a template” button and pick in other branches. The template is shared across the project.

Short call with AI

The “Artificial intelligence - voice message” block calls the client, and AI talks to them. It follows this autofunnel's instruction: in your account, an autofunnel and a voice bot are one card, and the AI takes the instruction from it. The “Use the instruction and interjections” checkbox turns the instruction on, and two fields refine it. “Prompt” (a short instruction for the AI) sets how to answer: for example, “find out a convenient visit time”. “Negative prompt” forbids extras: for example, “don't mention prices”. Each field holds up to 500 characters. “Answer creativity setting” ranges from “strictly by the prompt” to “more freedom”. For long scripted conversations, call with the voice bot itself.

Does the AI in this block greet the client a second time? The block answers from the funnel instruction, and the instruction includes a greeting from the “Starting phrases”. Add “don’t greet the client again” to the “Negative prompt”, or uncheck “Use the instruction and interjections” and describe the task in the “Prompt”. If you uncheck it, be sure to fill in the “Prompt”, otherwise the block has nothing to go on.

Caller ID: rotating numbers

There can be only one “Caller ID” block in a scheme. Choose project numbers with the “+ number” button — clients see them in turn. The block summary recommends five numbers or more. The “Check numbers against spam lists” checkbox skips numbers that a carrier has flagged as spam. Where to get numbers is covered in the article renting a business phone number.

A “spam” flag is normal with regular calling. Numbers get used up like rounds in a magazine: in rotation, each one calls less often and stays clean longer. Five numbers are enough for a small business to start, and for large volumes, people take 15–25.

How much does an automated call to a client cost

• A minute of a call to a mobile is $0.0165. A minute is counted in full: 40 seconds is one minute. For large volumes, per-second billing is available on request.
• “Connect an employee and the client” has two legs: the call to the client and the call to the employee. Calling an employee's mobile is also $0.0165 per minute, and over SIP (via the internet to an app or IP phone) it's free.
• A conversation with AI costs the same as with a voice bot: $0.12 per minute on average, and the connection is already included in that price. The price depends on the length of the instruction and answers, the webhooks loaded and whether a voice bot package is chosen.

Read also: Automated sales funnel: how the CRM texts, calls and reminds clients, CRM workflow automation: conditions, waits and stage changes, Virtual phone number for business: prices, SIP and a bot number