Campaign Design

Design calling campaigns that achieve your goals while respecting your contacts.

Planning Your Campaign

Define Clear Objectives

Before starting, answer:

• What action do you want contacts to take?
• How will you measure success?
• What does a good call look like vs. a bad one?

Have a primary goal (e.g. book an appointment) and a fallback (e.g. schedule a callback). Your agent should know what "success" looks like at every step.

Know Your Audience

Audience Type	Best Approach
Warm leads	Direct, reference the prior contact
Cold outreach	Brief, curiosity-led, explain value quickly
Existing customers	Reference the relationship, focus on service
Appointment reminders	Friendly, confirmation-focused, brief

Contact List Preparation

Data Quality

A bad list wastes calls and budget. Before uploading:

• Use valid phone numbers in E.164 format (+61412345678)
• Include the contact's timezone if you have it — Voxifi uses this to respect calling hours
• Remove duplicates
• Remove anyone who has opted out or asked not to be contacted
• Validate that personalisation data (names, companies) is clean and correctly capitalised

Segmentation

Don't send the same message to everyone. Segment by:

• Engagement level (warm vs. cold)
• Customer status (prospect, existing customer, churned)
• Industry or business type
• Geographic region or timezone

Each segment deserves its own agent configuration with tailored language, hooks, and objectives.

CSV Personalisation

Any column in your CSV becomes a variable you can use in your prompt and first message. Reference them with double curly braces:

{{first_name}}, {{company_name}}, {{suburb}}, {{service_type}}

The more relevant the personalisation, the higher your connection and engagement rates. A contact who hears their name and a reference to their specific situation is far more likely to keep listening than one who hears a generic pitch.

Timing Strategy

Calling Hours

Always call within reasonable hours for your contacts' local time. Calling too early or too late damages trust and reduces answer rates.

Recommended windows:

Use Case	Best Days	Best Times (Local)
B2B outreach	Tue–Thu	10 AM–12 PM, 2 PM–4 PM
B2C outreach	Tue–Thu	6 PM–8 PM
Appointment reminders	Mon–Fri	9 AM–5 PM
Surveys / feedback	Wed–Thu	10 AM–2 PM

Avoid:

• Before 9 AM in the contact's local time
• After 8 PM in the contact's local time
• Public holidays
• Weekends for B2B

Configuring Calling Hours

Set your organisation's calling hours in Settings. When configured, Voxifi automatically holds campaign calls that fall outside your defined windows and resumes when the window opens. This means you can upload a campaign at any time — the system handles timing automatically.

Include timezone in your CSV

If your contacts span multiple timezones, include a timezone column in your CSV. Voxifi uses this to evaluate calling windows per contact, not per campaign.

Campaign Structure

Start with a Test Batch

Never send to your full list first. Always validate with a small batch:

Stage	Batch Size	Purpose
Test	5–10	Verify the agent behaves correctly
Pilot	50–100	Measure real metrics with a real audience
Ramp-up	100–500	Validate performance at scale
Full campaign	500+	Run with confidence

Listen to calls from each stage before proceeding to the next.

Concurrency and Pace

Your plan determines how many calls run at the same time (your lines). A Growth plan with 5 lines will process campaigns 5× faster than a Starter plan with 1 line. For time-sensitive campaigns, ensure your plan's line count matches the urgency.

Avoid scheduling huge batches in a single block if your team needs to handle responses. Leave time between batches for follow-up work.

Personalisation

Using Variables

The more specific and relevant the call feels, the better it performs. Use variables to reference things the contact actually cares about:

"Hi {{first_name}}, this is Alex from Acme — I'm calling because
you submitted an enquiry about {{service_type}} yesterday..."

"We've been working with a few {{industry}} businesses in
{{suburb}} on exactly this — that's why I wanted to reach out."

Pull any data from your CSV. The more context the agent has, the more natural the conversation.

Naming Variables Clearly

Use simple, consistent names in your CSV headers. What you name the column is how you reference it in the prompt:

CSV Column Header	Variable in Prompt
first_name
company_name
service_interest

A/B Testing

Testing different approaches tells you what actually works rather than what you think works.

What to test

• Opening line / first message
• Voice selection
• Call timing (morning vs. afternoon)
• Different objection handling approaches
• Prompt length (detailed vs. concise)

How to test

1. Split your list randomly into equal groups
2. Change only one variable between groups
3. Use at least 100 contacts per variant for meaningful results
4. Measure the same metrics for the same time period
5. Apply the winning approach to future campaigns

Monitoring Campaigns

During a Campaign

Check in regularly:

• Connection rate — are calls getting through?
• Call duration — are conversations happening, or are people hanging up immediately?
• Error rate — any issues with numbers or balance?

After a Campaign

• Listen to a sample of calls — not just the successful ones
• Read transcripts to identify common drop-off points
• Note recurring objections the agent didn't handle well
• Identify contacts worth following up manually

Iteration

Based on results:

1. Fix the specific moments where calls fell apart (update the prompt)
2. Refine your timing if answer rates were low
3. Improve list quality if connection rates were low
4. Tighten personalisation if engagement dropped early

Compliance

Your Responsibilities

• Only call people you have the right to contact (opt-in consent where required)
• Honour do-not-call requests immediately — remove opted-out contacts from all future lists
• Your agent should identify itself and your company at the start of every call
• Provide a way for contacts to opt out during the call
• Follow applicable regulations for your region (TCPA in the US, Spam Act in Australia, GDPR in Europe)

Legal compliance is your responsibility

Voxifi provides the calling platform. Ensuring your use of it complies with local regulations — including consent requirements and calling hour restrictions — is your responsibility. If in doubt, consult a legal professional before launching campaigns.

Next Steps

• Prompt Writing Guide — write effective agent prompts
• Bulk Campaigns — upload and run campaigns
• CSV Format — contact list formatting guide