Creating an Outbound Assistant

An outbound assistant makes calls on your behalf. Whether you’re following up with leads, confirming appointments, or running a calling campaign, the outbound wizard helps you configure the right behavior. To get started, go to Assistants in your dashboard and click Create Assistant. Select the Outbound template.

Note: Outbound assistants are available on the Growth plan and above.

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Step 1: Choose Your Assistant Type

The first step is selecting what kind of outbound calls your assistant will make. This determines the configuration steps that follow.

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Available types

Select the type that matches your goal and click Next.

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Type-Specific Configuration

After choosing your type, you’ll walk through a series of steps specific to that type. Here’s what to expect for each.

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Book Appointments

1. Appointment type — Choose the kind of appointment (consultation, estimate, service call, etc.) or enter a custom type
2. Appointment duration — How long each appointment lasts
3. Buffer time — Time between appointments
4. Same-day booking — Whether callers can book appointments for the same day
5. Minimum notice — How far in advance appointments must be booked
6. Max appointments per day — Optional daily limit
7. Required info — What information to collect before booking
8. Calendar selection — Connect to your calendar system

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Qualify Leads

1. Qualification criteria — Define what makes a lead qualified (budget, timeline, location, etc.)
2. Qualification strictness — How strictly the AI applies your criteria
3. If lead is qualified — What happens next (transfer, book appointment, send info)
4. If lead is not qualified — How to handle unqualified leads (politely end call, offer alternative)
5. Voicemail handling — Whether to leave a voicemail and what kind

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Follow Up on Inquiry

1. Follow-up objective — What you want to achieve (confirm interest, schedule next step, provide info)
2. Persistence level — How persistent the AI should be if the person is hesitant
3. If interest is confirmed — What action to take next

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Confirm/Remind Appointment

1. Confirmation actions — What to do during the call (confirm attendance, share prep instructions, etc.)
2. Rescheduling permission — Whether the AI can help reschedule
3. Voicemail policy — What to do if no one answers

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Re-Engage Old Leads

1. Re-engagement goal — Why you’re reaching out (new offer, check-in, seasonal reminder)
2. Sensitivity level — How cautious the AI should be with cold leads
3. Max attempts — How many times to try reaching each contact

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Broadcast Update

1. Message type — The kind of update (promotion, policy change, event announcement, etc.)
2. Interaction level — Whether the AI simply delivers the message or engages in conversation
3. Delivery mode — How the message is delivered (live call, voicemail drop, or both)

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Collect Information

1. Intake purpose — Why you’re collecting information (application, onboarding, survey, etc.)
2. Question set size — How many questions to ask
3. Required fields — Which fields are mandatory
4. After info collected — What happens once all information is gathered

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Human Handoff

After your type-specific steps, you’ll configure when (and whether) the AI should transfer the call to a human.

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Configuration

• Enable/disable — Toggle whether the assistant can transfer to a human at all
• Trigger conditions — Select when transfers should happen (e.g., caller requests it, caller is frustrated, high-value lead detected)
• Transfer destination — Choose a team member from your company directory or enter a custom phone number

If no team members have phone numbers on file, you’ll see a prompt to update your team settings or add a custom number.

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Phone Number Selection

This step only appears if you already have other outbound assistants with phone numbers. Choose which phone number your new assistant should use:

• Use an existing number — Share a number already assigned to another outbound assistant
• Provision a new number — Get a new dedicated phone number

If this is your first outbound assistant, a phone number is automatically provisioned for you.

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Review & Create

The final step shows a summary of everything you’ve configured. Review your settings and click Create Assistant. VozAgent will generate your assistant and set up the AI configuration. Once complete, you’ll land on the assistant detail page.

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Voicemail Detection and Messages

Every outbound assistant comes with built-in voicemail detection. When your assistant calls a contact and reaches voicemail, it automatically:

1. Detects the voicemail — VozAgent uses audio analysis to determine when a voicemail greeting is playing and waits for the beep.
2. Leaves a tailored message — A pre-written voicemail message is played using text-to-speech. The message is specific to your assistant type and includes your company name, the assistant’s name, and your business phone number as a callback number.
3. Ends the call — After leaving the message, the call ends and the contact is marked as “Voicemail” in the results.

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What the Voicemail Message Sounds Like

The voicemail message varies based on your assistant type. For example:

• Book Appointments: “Hi [name], this is [assistant] from [company]. I wanted to help get you scheduled. Give us a call back at [number] or I’ll try you again soon. Thanks!”
• Qualify Leads: “Hi [name], this is [assistant] from [company]. I’m following up on your recent inquiry. Please call us back at [number] when you have a moment. Thank you!”
• Confirm/Remind Appointment: “Hi [name], this is [company] calling to remind you about your upcoming appointment. Please call us back at [number] to confirm. Thank you!”

You do not need to record these messages yourself — they are generated automatically from your assistant’s configuration.

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How Personalization Works

When your outbound assistant calls a contact (either through a campaign or an auto-call), VozAgent automatically provides the assistant with information about the person being called. This allows the assistant to have a natural, personalized conversation instead of a generic cold call. The assistant has access to:

• Contact name — Used to greet the person by name (“Hi Sarah, this is…”)
• Phone number and email — Already loaded, so the assistant never asks for information it already has
• Contact notes — Any notes from previous interactions, so the assistant can reference past conversations
• Lead source — Where the contact came from (website form, referral, etc.), so the assistant can mention it naturally
• Company name — Your business name is used throughout the conversation
• Project details — If the contact submitted a form with details about what they need, the assistant can reference those specifics

This personalization happens automatically — you do not need to configure it. The assistant uses whatever information is available and skips fields that are empty.

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Knowledge Base

When you create an outbound assistant, VozAgent automatically checks if your business website has been processed. If it has not, VozAgent will attempt to extract key information from your website (services offered, FAQs, service areas, etc.) and create a knowledge base entry. This gives your assistant background knowledge to answer questions that contacts may ask during calls. You can also manually add knowledge base items to your assistant after creation. Go to the assistant’s detail page and link knowledge bases from the Knowledge Sources section.

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Using Your Outbound Assistant

Outbound assistants are designed to work with Campaigns. After creating your assistant:

1. Go to Campaigns in your dashboard
2. Create a new campaign
3. Select your outbound assistant
4. Upload or select your contact list
5. Configure scheduling, calling hours, and retry settings
6. Test with a call to your own phone
7. Publish to start calling contacts

Your assistant will call each contact and handle the conversation based on the settings you configured in the wizard. If a contact does not answer, the assistant leaves a voicemail and (if retries are configured) tries again later.

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Related Articles

• Inbound vs. Outbound Assistants
• Editing Your Assistant
• Assistant Knowledge Base
• Creating a Campaign
• Testing and Running Campaigns