How To Set Up Automated Calls and Voicemail Drops in a Workflow

Overview

Automated calls and voicemail drops in PXME allow you to streamline follow-ups, improve lead nurturing, and ensure consistent communication without manual dialing. By integrating call and voicemail steps into your workflows, you can connect with leads faster and provide a personalized experience while saving your team significant time.

Step 1: Navigate to the Workflow Builder

• Go to Automation > Workflows.

• Create a new workflow or open an existing one.

Step 2: Set Up the Trigger

• Add a Contact Tag trigger.

• Apply Filters to target a specific tag (highly recommended).

Example: A tag added when a contact books an appointment or is imported into your system.

⚠️ If no tag is specified, the workflow will trigger on any tag addition, which is usually too broad.

Step 3: Add Workflow Actions

1. Assign Calls to a User

• Use Assign to User to route calls to the right team member’s configured number.

2. Add the Call Action

• Insert a Call step.

• By default, PXME plays a call whisper:
  “You have a new lead, [Name]. Press any button to connect.”

• This repeats up to three times before connecting.

• You can customize this whisper and use Custom Variables (e.g., lead name) for personalization.

Pro Tip: To leave a voicemail every time, toggle on Disable Voicemail Detection and upload your pre-recorded voicemail file.

3. Add the Voicemail Action

• Insert a Voicemail step.

• Upload your message as an .mp3 or .wav file.

• Without this, the system will only play: “Couldn't connect with the lead” and end the call.

Step 4: Creating and Uploading Voicemail Files

1. Record your message with any audio tool.

2. Save the file in .mp3 or .wav format.

3. Upload it into the Voicemail action settings.

Step 5: How Voicemail Drops Work

PXME uses a two-call method:

• First Call: Disconnects quickly to avoid live pickup.

• Second Call: Routes directly to voicemail and delivers your pre-recorded message.

⚠️ Success rate is around 70% because some carriers may block or filter this method.

Step 6: Save and Publish

Once all actions are configured, click Save and toggle the workflow to Publish.

FAQs

1. Can I run this workflow on multiple tags?
Yes. Add multiple triggers for each tag you want included.

2. What happens if I don’t specify a tag?
The workflow will run for any tag, which is generally too broad and not recommended.

3. How do I customize the Call Whisper message?
Inside the Call action settings, and you can use custom variables to personalize.

4. Can I leave a voicemail automatically?
Yes. Enable Disable Voicemail Detection in the Call step and upload your recording.

5. Can calls be assigned to a specific user’s number?
Yes. Use Assign to User before the Call action.

6. Are voicemail drops legal?
Yes, but only with prior express consent from the contact. PXME users must comply with TCPA regulations to avoid fines.

7. Why does PXME make two calls for a voicemail drop?
The first ends quickly to avoid live pickup; the second connects directly to voicemail.

8. What if my voicemail file won’t upload?
Check that it’s in .mp3 or .wav format, ensure the file isn’t oversized, and re-save or re-record if issues persist.