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Running Outbound Campaigns

Campaigns let you automate outbound calls at scale — from lead qualification and appointment reminders to customer follow-ups and surveys. Define your audience, assign an agent, and let Agni handle the rest.

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How Campaigns Work

Create a campaign

Give your campaign a name, select the agent that will handle calls, and configure call settings (timing, retries, concurrency).

Add contacts

Import your contact list via CSV upload or the API. Each contact needs at least a phone number.

Launch

Start the campaign. Agni dials contacts automatically based on your schedule and concurrency settings.

Monitor & optimize

Track completion rates, call outcomes, and agent performance in real-time from the dashboard.

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Campaign Settings

SettingDescriptionRecommended
AgentWhich voice agent handles the callsMatch agent to campaign purpose
ConcurrencyMax simultaneous callsStart with 2-5, scale up based on results
Call windowHours when calls are madeRespect local time zones and regulations
Max attemptsRetry limit per contact2-3 attempts over different days
Retry delayTime between retry attempts4-24 hours between attempts
Voicemail handlingLeave message or skipEnable voicemail messages for higher reach

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Contact Management

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Importing Contacts

Via CSV Upload: Upload a CSV file with columns for phone number and optional fields (name, email, custom variables). 
phone,name,company,appointment_date
+14155551234,John Smith,Acme Corp,March 30
+14155559876,Jane Doe,TechCo,April 2
+14155555555,Bob Wilson,StartupHQ,April 5
Via API:
cURL
curl -X POST https://api.ravan.ai/api/v1/contacts/ \
  -H "X-Api-Key: YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "phone": "+14155551234",
    "first_name": "John",
    "last_name": "Smith",
    "company": "Acme Corp",
    "custom_fields": {
      "appointment_date": "March 30"
    }
  }'

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Using Contact Data in Calls

Contact fields map to dynamic variables in your agent prompt: 
You are calling {{first_name}} {{last_name}} from {{company}}
about their appointment on {{appointment_date}}.

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Campaign Patterns

Goal: Reduce no-shows by confirming appointments 24 hours ahead.Setup:
  • Agent prompt: Confirm date/time, offer reschedule
  • Concurrency: 5-10 (high volume, short calls)
  • Call window: Business hours, day before appointment
  • Max attempts: 2
  • Dynamic variables: {{patient_name}}, {{appointment_date}}, {{doctor_name}}
Goal: Qualify inbound leads before passing to sales.Setup:
  • Agent prompt: Ask qualifying questions (budget, timeline, decision maker)
  • Concurrency: 3-5 (longer conversations)
  • Call window: Within 5 minutes of lead submission
  • Max attempts: 3 (over 2 days)
  • Post-call analysis: Extract qualification score
Goal: Collect NPS or satisfaction feedback post-purchase.Setup:
  • Agent prompt: Ask 3-5 structured questions, thank the customer
  • Concurrency: 5-8
  • Call window: 2-7 days after purchase
  • Max attempts: 2
  • Post-call extraction: Rating (1-10), comments, follow-up needed
Goal: Win back churned or inactive customers.Setup:
  • Agent prompt: Acknowledge they’ve been away, offer incentive, address concerns
  • Concurrency: 3-5
  • Call window: Weekday afternoons (highest answer rate)
  • Max attempts: 2 (don’t be pushy)
  • Tone: Warm, no hard sell

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Monitoring Performance

Track these metrics in the Analytics dashboard:
MetricWhat It Tells You
Completion rate% of contacts successfully reached
Answer rate% of calls answered (vs voicemail/no-answer)
Avg call durationHow long conversations last
Conversion rate% of calls achieving the campaign goal
SentimentOverall caller mood (positive/neutral/negative)
Cost per contactTotal spend / contacts reached

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Cost Optimization

Start small

Test with 50-100 contacts first. Optimize the prompt and settings before scaling to thousands.

Time it right

Calls between 10am-12pm and 2pm-5pm local time have the highest answer rates. Avoid early mornings and late evenings.

Use voicemail

Leave voicemail messages to increase callback rates without additional call costs.

Limit retries

2-3 attempts is the sweet spot. More retries rarely improve reach and increase costs.

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Compliance

Outbound calling is regulated. Ensure compliance with local laws:
  • TCPA (US) — Obtain prior express consent before automated calls. Honor Do Not Call lists.
  • GDPR (EU) — Lawful basis required for processing phone numbers. Provide opt-out on every call.
  • Local regulations — Check calling hour restrictions in your target regions.
  • Caller ID — Always display a valid caller ID number. Spoofing is illegal.
Agni provides tools to manage opt-outs and consent — use them. Non-compliance can result in significant fines.