Automated calling systems use software to make calls, deliver pre-recorded messages, or engage in interactive conversations with customers.
Companies use robo-calling for many reasons, from boosting customer engagement and sending timely reminders to providing efficient support and simplifying operations.
Read on to learn:
- The basics of automated calling and its various applications
- A step-by-step guide to setting up an AI-powered calling system with Lindy
- 10 best practices for maximizing the effectiveness of your automated calls
- How Lindy compares to other automated calling solutions
- The costs associated with different automated calling systems
What is automated phone calling?
Automated phone calling refers to a system that makes phone calls without a live person manually dialing each number. Essentially, an automated calling system uses software to dial phone numbers and deliver pre-recorded messages or interact with callers. This tech has evolved greatly, moving from simple pre-recorded messages to refined AI-driven interactions.
Here's a breakdown of the key components:
- Pre-recorded messages: This is the most basic form. The system dials a number and plays a pre-recorded audio message. It's ideal for delivering simple, one-way information.
- Interactive Voice Response (IVR): IVR systems allow callers to interact using their phone's keypad or voice commands. Callers can navigate menus, access information, or be routed to specific departments.
- AI-driven calls: These calls use generative AI and other advanced algorithms to have almost-human sounding conversations. It can understand natural language, respond to questions, and even personalize interactions. This allows for far more complex and engaging conversations.
AI vs. traditional pre-recorded calls
Traditional automated calls rely on static recordings, making them ideal for broadcasting information but ineffective for handling interactive queries.
AI phone calls, however, offer real-time engagement, allowing businesses to automate tasks like customer support, sales inquiries, and appointment scheduling.
The role of AI call assistants in automating customer interactions
AI-powered phone assistants act as intelligent virtual agents. They are capable of:
- Handling incoming and outgoing calls: AI call assistants recognize caller intent using natural language processing (NLP). For incoming calls, they identify the purpose of the call, answer common questions, and connect callers to the right department when needed.
For outgoing calls, they personalize interactions by referencing past conversations or customer history. This is useful for appointment confirmations, follow-ups, and surveys.
- Connecting with business tools: AI assistants interact with CRMs, calendars, and helpdesk software to keep records up to date. After a call, they can log key details, update customer profiles, and schedule follow-ups without manual input.
When a customer requests an appointment, the assistant checks availability, confirms the booking, and automatically sends reminders.
- Improving caller interactions: Traditional phone menus can frustrate users with rigid options. AI assistants respond to full sentences, detect the caller’s mood, and adapt their tone based on context.
If frustration is detected, the assistant can transfer the call to a live agent right away. With access to previous conversations almost instantly, AI can also provide continuity, making each interaction more natural.
- Reducing costs while maintaining quality: Many businesses rely on call centers to handle large volumes of inquiries, but AI assistants can take on routine conversations, allowing human agents to focus on more complex matters. This reduces labor costs while keeping response times short and service levels high.
Common use cases of automated calling
Automated phone calls find applications in a wide range of scenarios:
- Appointment reminders: Reduces no-shows by automatically reminding people of upcoming appointments.
- Surveys: Gathers feedback quickly and efficiently by conducting automated phone surveys.
- Emergency notifications: Delivers critical information rapidly during emergencies.
- Sales follow-ups: Allows for automated follow-up with potential customers.
- Notifications: Used to notify customers of account changes, or other needed information.
How to set up an automated AI calling system with Lindy
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Lindy is a no-code automation platform that lets you create AI phone agents for outbound calls (and also inbound).
The platform allows you to build and deploy an automated phone calling system tailored to your specific needs. Setting it up involves a structured, yet flexible, process. Let’s take a closer look:
1. Adding the Phone Calling Lindy
First, you need to add the Phone Calling Lindy to your account. Think of it as downloading the app for making calls. Once added, you can see how it works behind the scenes. For best results, it's recommended to use the most advanced settings available within Lindy.
2. Inputting lead information
Let’s say you want to use your Lindy to contact leads. You need to tell Lindy who to call. You can do this in two ways — either by typing the lead's information directly into Lindy, or by uploading a spreadsheet.
If you're using a spreadsheet, make sure it includes the lead's name, phone number, and any relevant details. Lindy will then confirm how many calls it's about to make.
3. Getting a special link for each call
After you provide the lead information, Lindy creates a unique link for each call. This link is like a reference number, and it's sent to your team through Slack, so everyone can keep track of the calls.
4. Setting up call details
Now, you need to tell Lindy how to make the calls. You’ll notice modules have some fields you can fill out: You'll set the "To" number by telling Lindy to use the phone number you provided. For the "From" number, you can either use an existing Lindy phone number or get a new one.
5. Teaching Lindy what to say
The great thing about AI? You don’t have to do much to teach Lindy how to talk to your leads. Just add FAQs, documentation, even digitized notes from your reps into a Knowledge Base and Lindy will use your AI model of choice (GPT, Gemini, Claude, whatever) to generate responses for your customers.
No need to write a bunch of rules. LLMs understand context, so simply tell it what tone you want (professional or more conversational) and you’re ready to go.
6. Telling Lindy when the call is over
Lindy handles call completion through two conditions: There’s an Exit Condition you can drag and drop directly on your Flow Editor — which is triggered when Lindy or the other party ends the call — or an End the call step, which confirms post-call actions are taken.
7. Keeping your team in the loop about what happened in the call
After each call, Lindy can send a message to your team on Slack, letting them know how the call went and providing the unique link for that call. You can customize this message to include any specific information you want.
8. Testing your phone calling agent
Finally, you should test Lindy to make sure it's working correctly. You can do this by creating a test lead and watching Lindy make the call. You can also check the Slack notifications and listen to the call recordings.
10 best practices for automated calling
Now that you have your automated calling setup, apply these tips to improve your system:
- Personalization matters in making calls feel less robotic: AI call assistants tailor messages by using customer data such as names, purchase history, and past interactions. Advanced AI models analyze tone, recognize keywords, and adjust responses in real time.
For example, if a customer sounds hesitant, the AI can rephrase an offer or provide additional details to keep the conversation engaging.
- Respect compliance laws to avoid fines and legal issues: Regulations like TCPA and Do Not Call (DNC) require businesses to obtain clear consent before making automated calls.
This can be done through opt-in checkboxes on websites, verbal agreements recorded during live calls, or SMS confirmations. Always provide an easy way for customers to revoke consent.
- Optimize call timing to reach customers at the right moment: Don't call too early or too late. Aim for between 10 AM and 6 PM in the customer's local time. Also, take into account customer time zones and when they've engaged with you before.
- Use multi-channel follow-ups to boost engagement: Boost engagement by combining calls with SMS and email reminders. For example, if a customer misses a call, an AI assistant can send a text with a callback option or a link to reschedule.
- Keep messages clear and concise to hold attention: The first 10 seconds determine whether a caller stays engaged, so AI-driven systems prioritize key information at the start of a call. They can also use speech pattern analysis to detect pauses or hesitation, allowing it to adjust pacing and clarity.
- Allow opt-out options to respect customer preferences: Always give customers an easy way to stop receiving future calls. With Lindy, you can set this up automatically, giving your Lindy instructions in plain English so that, if the customer verbally says they don’t want to get calls, Lindy will understand that.
- Segment your contact list to send relevant calls: AI can categorize contacts based on demographics, purchase behavior, or past interactions. This way, VIP customers get priority updates while new users get onboarding assistance. Calls should be tailored to each group’s interests and needs.
- Implement AI for dynamic conversations to enhance interactions: Use AI to have two-way conversations, not just static messages. Your Lindy can change what it says based on how people respond. Remember it’s powered by the LLM of your choice, and you can ask it to behave the way you want it to.
- Test and optimize regularly to improve performance: A/B testing helps refine scripts and call strategies. AI can help you generate reports on response rates, call duration, and sentiment analysis, allowing businesses to adjust messaging based on what works best.
- Monitor call performance and improve based on insights: Track how many calls are answered, how people respond, and how long calls last. Use this information to improve your call scripts, how often you call, and your follow-up methods.
How Lindy compares to other automated calling solutions
When it comes to automated calling systems, various platforms cater to different needs and budgets. Here's a quick comparison to help you find the right fit:
How much does an automated calling system cost?
Let's break down the pricing of traditional systems versus AI-powered solutions like Lindy:
Traditional automated calling systems
Traditional systems typically involve upfront costs for software and hardware, plus ongoing expenses like phone line rental and maintenance. Pricing can range from a few hundred dollars per month for basic systems to several thousand for more advanced setups.
For example, Voicent offers plans starting at $29 per user and per month for basic features, with higher tiers for advanced capabilities like predictive dialing and call recording.
AI-powered solutions like Lindy
Lindy offers a different approach with a usage-based pricing model. You pay per minute for calls, with rates varying depending on the country and the AI model used. This model is better for businesses with lower call volumes or those needing advanced AI capabilities.
Lindy's pricing structure:
- Phone numbers: $10 per month each.
- Call usage: Per-minute rates vary by country and AI language model. For example, standard US calls using GPT-4o cost $0.19 per minute.
- Plan structure: Lindy Phone Calls is available upon purchasing either Pro, Business, or Enterprise Plans.
Each plan has its own access restrictions, with the Pro plan having limits such as a 30 call maximum per month and only English language support.
Note: For more info on Lindy phone pricing, check out our post from Lindy Academy.
FAQs
Is automated calling legal?
The legality of automated calling depends on strict adherence to regulations like the Telephone Consumer Protection Act (TCPA) in the US and the General Data Protection Regulation (GDPR) in Europe.
What industries benefit most from automated calling?
Automated calling offers important advantages for industries requiring high-volume outreach or personalized communication.
Healthcare providers can use it for appointment reminders, finance companies for debt collection, and customer service departments for resolving user queries.
Can I integrate an automated calling system with my existing tools?
Yes, most automated calling systems offer integration capabilities. APIs allow connections with various CRMs, marketing automations, and other business tools. Some systems also provide native integrations with popular platforms for easier setup.
What’s the best automated calling system for small businesses?
Lindy can work as a versatile automated calling system that caters to businesses of all sizes. This means small businesses can leverage AI-powered calling features without breaking the bank.
Discover how Lindy improves call automation
Lindies can handle a large volume of calls, both inbound and outbound, guaranteeing your customers aren't kept waiting. Here's how Lindy can elevate your business communications:
- Make sure data is always correct: Build your own knowledge base, and Lindy will tap into it to answer a wide range of customer questions accurately.
- Effortlessly automate surveys: Conduct market research and get user feedback without manual effort. Save valuable time by collecting data faster and more frequently.
- Reach a global audience: Lindies can speak and understand over 30 languages, allowing you to connect with a global audience with ease.
- Connect with your existing tools: Integrate Lindy with your current systems, such as Twilio for automated SMS messaging, to improve your communication workflows.
Lindy's AI phone assistants help you speed up customer interactions, smooth out communication processes, and keep productivity high. Try Lindy today for free.
