Knowing how to build out workflow/callflow in AirCall for a specific number is essential for streamlining communications, enhancing customer service, and boosting overall operational efficiency. Whether you’re managing a small business or running a large call center, AirCall provides valuable tools to automate and optimize your phone communications.
This comprehensive guide walks you step-by-step through setting up your AirCall workflows, including the application of time rules, copying setups, integrating AI voice agents, and customizing voicemail options.
Why Use CallFlow Workflows in AirCall?
Creating structured workflows in AirCall offers multiple benefits:
- Improved Customer Experience: Ensure callers are always routed to the right team or agent.
- Increased Efficiency: Automate call handling based on specific rules, reducing manual workload.
- Enhanced Organization: Clearly defined workflows prevent confusion and ensure smooth operations.
With these advantages, let’s dive into the practical steps to set up your workflow effectively.
Step-by-Step Guide to Building Out AirCall Workflows
Here’s how you can set up a comprehensive callflow workflow for your AirCall number:
Step 1: Access the AirCall Dashboard
Begin by logging into your AirCall account:
- Navigate to the AirCall dashboard.
- Click on the Numbers tab located on the left sidebar.
- Find and select the specific phone number you wish to create a workflow for.
Step 2: Starting Your Workflow Setup
- Click the option labeled “Build Out Your Call Flow”.
- You’ll see multiple options, including Start from Scratch, Import, or use an existing Template.
- For a completely customized workflow, choose Start from Scratch.
Step 3: Implementing Time Rules
Time rules are crucial if your operations differ during business and after-hours:
- Select the option “Time Rule” from the workflow settings.
- Set your business hours by defining:
- Title: Clearly label your rule for easy recognition.
- Time zone: Ensure accurate handling of calls.
- Schedule: Specify hours of operation clearly.
With time rules, incoming calls are automatically routed differently depending on the time they’re received, enhancing customer interaction and management.
Step 4: Configuring Call Routing During Business Hours
Define how calls should be handled within your operating hours:
- Select the action “Ring to Team”.
- Choose your desired team or group, such as your call center team.
- Set ring duration, typically around 30 seconds.
- Opt for simultaneous ringing to ensure all team members receive the call simultaneously.
Step 5: Handling Unanswered Calls
If your team doesn’t answer within the set time, you have multiple options:
- Voicemail:
- Upload your custom audio file, record live audio, or use AirCall’s default message.
- Customize voicemail settings, including duration, voice, and language.
- AI Voice Agent:
- Integrate an AI voice agent that handles initial inquiries, gathers essential information, and prepares calls for follow-up.
Step 6: Configuring After-Hours Routing
For after-hours calls, select actions to maintain customer engagement:
- Route calls directly to voicemail, ensuring callers receive a clear message that they’ve reached you outside of business hours.
- Deploy an AI voice agent specifically tailored for after-hours calls to gather information or manage inquiries.
How to Copy and Reuse Workflows
One significant advantage AirCall offers is the ability to copy existing workflows to new numbers, saving considerable setup time:
- After completing a workflow, click “Import Setup” at the top right.
- Select the number from which you wish to copy the workflow.
- Easily replicate proven workflows across multiple phone lines.
Troubleshooting Common Issues
Here are common issues you might face when setting up workflows and practical solutions:
Issue: Workflow Doesn’t Trigger Correctly
- Verify time rules and ensure settings match your intended operational hours.
- Double-check call routing and ring durations.
Issue: AI Voice Agent Malfunctions
- Ensure correct integration and appropriate AI voice agent settings.
- Regularly test the AI agent to maintain accuracy and effectiveness.
Issue: Voicemail Customization Issues
- Confirm that uploaded audio files meet AirCall’s technical requirements.
- Test voicemail setup immediately after configuration to ensure clarity and functionality.
Advanced Tips for Optimizing Your AirCall Workflows
To fully leverage your AirCall workflows, consider these advanced tips:
- Regularly review analytics to adjust workflows based on call performance data.
- Continuously update and refine your AI voice agent to handle evolving customer queries efficiently.
- Experiment with custom voicemail messages to discover which best resonate with your callers.
Benefits of Advanced Workflow Automation
Implementing comprehensive workflows offers measurable benefits:
- Better Call Management: Ensure no call is missed and all customers receive timely responses.
- Optimized Staff Resources: Minimize idle time by routing calls effectively.
- Enhanced Customer Satisfaction: Provide professional and prompt service consistently.
Conclusion
Mastering how to build out workflow/callflow in AirCall for a specific number significantly enhances your communication management capabilities. By following these practical steps and tips, you’ll effectively organize your phone communications, deliver exceptional customer experiences, and maximize operational efficiency.
Start setting up your AirCall workflows today and experience streamlined, professional communication that boosts your business success.
