Outbound Campaigns

Outbound calling at scale. Lead follow-up, appointment reminders, re-engagement, and form-to-call workflows.

Campaigns drive outbound calls automatically against a list, a schedule, or a trigger. The same underlying engine runs four patterns: lead follow-up, appointment reminders, re-engagement, and form-to-call.

Creating a campaign

1. Name your campaign

   Give it a descriptive name. Example: “January Lead Follow-up”.

2. Choose your contact source

   Three options: upload a CSV, pull a list from your CRM, or pull from a sourced list of ICP-matched accounts and verified contacts built by RevDesk on the cadence you set.

3. Set the script

   Tell the AI what to say and what to accomplish.

4. Schedule timing

   Choose when calls go out.

5. Launch

   Review and start the campaign.

Campaign types

Appointment reminders

Confirm upcoming appointments before they happen.

Trigger: Appointment in 24 hours
Timing: Morning of previous day
Goal: Confirm or reschedule

No-show follow-up

Reach out after a missed appointment.

Trigger: Appointment marked no-show
Timing: Within 1 hour
Goal: Reschedule

Re-engagement

Bring back past customers.

Trigger: No visit in 90 days
Timing: Weekday mornings
Goal: Schedule a new appointment

Form-to-Call

Call a lead the moment they submit a form. See the dedicated section below.

Scripting your calls

Tell the AI what to accomplish.

Goal: Confirm tomorrow's appointment

Opening: "Hi [Name], this is [Business] calling to
confirm your appointment tomorrow at [Time]."

If they confirm: Great, we'll see you then.
If they need to reschedule: Offer alternative times.
If no answer: Leave voicemail with callback number.

Scheduling options

Option	Description
Immediate	Calls go out as soon as possible
Scheduled	A specific date and time
Drip	Spread calls over hours or days
Business hours only	Respect calling windows
Time-zone aware	Call at appropriate local times

Form-to-Call

Form-to-Call calls a new lead within seconds of a form submission. The AI greets them by name, qualifies them, and can book a meeting on the call.

How it works

1. A lead fills out a form on your site, a landing page, or an ad.
2. The form submission triggers a webhook to RevDesk.
3. RevDesk places an AI phone call to the lead.
4. The AI handles the conversation and books a meeting if it qualifies.

The whole flow runs in seconds, while the lead still has the page in front of them.

Trigger sources

Source	How it connects	Best for
LeadConnector / GoHighLevel	LC workflow → webhook	Agencies using LeadConnector for lead capture
Zapier	Zap trigger → webhook action	Any form tool (Typeform, Gravity Forms, etc.)
Direct webhook	POST to RevDesk URL	Custom forms, internal tools
Embedded forms	RevDesk embed on your site	Simplest setup, no third-party needed

Setting up a Form-to-Call workflow

1. Create the workflow

   Go to Workflows → Create New → Form to Call. Choose your trigger source.

2. Configure the AI agent

   Set the greeting, role, goals, and guidelines. Use {{customer_name}} and other template variables for personalization.

3. Enable booking

   Connect a calendar event type so the AI can book meetings on the call.

4. Set up voicemail

   Configure a voicemail message for when the lead doesn’t answer. Template variables work in voicemail too.

5. Connect your trigger

   Copy the webhook URL and Bearer token, then configure your form tool to send submissions to RevDesk.

6. Test and activate

   Submit a test form with your own phone number to verify the flow end-to-end. Then activate.

Webhook payload

Every trigger source sends a JSON payload to RevDesk with at minimum a phone number.

{
  "phone": "[phone]",
  "name": "Jane Smith",
  "email": "[e-mail]",
  "customData": {
    "company": "Acme Corp",
    "source": "google_ads"
  }
}

Field	Required	Description
phone	Yes	Lead’s phone number
name	No	Used for {{customer_name}} personalization
email	No	Logged with the call record
customData	No	Additional fields available as template variables

Template variables

Variable	Source	Fallback
{{customer_name}}	name field	”there”
{{customer_email}}	email field	empty
Any custom key	customData object	empty

Form-to-Call tips

• Speed matters. Leads contacted within 60 seconds convert at 3 to 5 times the rate of those contacted after 5 minutes.
• Keep the call short. Under 5 minutes lifts conversion.
• Use voicemail well. About 40% of dials reach voicemail. A good voicemail still drives callbacks.
• Personalize. Using the lead’s name in the greeting consistently improves engagement.

Compliance

Outbound calling is regulated. RevDesk enforces TCPA, DNC scrubbing, and state rulebooks at the network layer, but you are responsible for collecting consent and following the rules that apply to your operation.

Built-in compliance:

• TCPA. Calling hours respected by default.
• DNC scrubbing. Numbers on federal, state, and internal DNC lists are excluded before the dial.
• Opt-out handling. Immediate removal when requested on the call.
• Recording disclosure. Automatic announcement when configured.

See Compliance for the full breakdown.

Campaign analytics

Metric	What it tracks
Calls made	Total attempted
Connected	Reached a person
Completed	Achieved the campaign goal
Voicemails	Left messages
Failed	Couldn’t connect

Best practices

Timing matters

Mid-morning (10–11am) and mid-afternoon (2–4pm) typically have the best answer rates. Avoid early morning, lunch hour, and evening.

Keep it relevant

Personalize the opener. “We noticed you inquired about AC repair” converts better than generic outreach.

Respect opt-outs

If someone asks not to be called again, honor it immediately. Required by law and a good business practice.

Start small

Test with a small batch before launching at scale. Make sure the script works.

Capacity

Campaign speed depends on two things: how many phone numbers you have and how many concurrent lines you’re paying for. Each phone number can make up to 75 outbound calls per day (and 20 per hour). Each dedicated line runs one call at a time.

See Call Capacity for the full planning math, including budget-vs-goal tables.

Plan limits

Plan	Monthly calls	Concurrent calls
Intake	Not available (inbound only)	—
Outreach	500	3
Concierge	2,500	5
Lead Gen	Custom (managed for you)	Custom

Create a campaign

Launch your first campaign

Compliance guide

Understand the calling regulations