How to use Recallsync Automation Sequence

Written By ReCallSyncAI

Last updated 3 months ago

The Recallsync Automation Sequence allows you to build powerful, multi-step workflows to nurture leads, send follow-up communications, and trigger actions based on predefined delays. This feature is perfect for creating drip campaigns or connecting an AI Agent's output to a broader sequence of marketing actions.

1. Accessing and Creating a New Automation

To begin building your automated sequence:

  1. Navigate to the Automation section in the left-hand menu of your Recallsync dashboard.

  2. Click the Add Automation button in the top right corner.

  3. A popup window will appear where you must define the basic parameters of your sequence:

    • Name: Enter a clear, descriptive name for your workflow (e.g., "Email Qualification Follow-Up").

    • Description: Provide a brief explanation of what the sequence does.

    • Primary Agent: Select the AI Agent that will be responsible for handling the conversations and actions within this workflow.

  4. Click Create Automation.

Your new automation will now appear in the list. Click on its name to open the visual builder.

2. Building the Automation Workflow

The Automation builder uses a visual, node-based interface. Every sequence begins with a Trigger node.

The Automation Trigger

The Automation Trigger is the starting point. This node signifies where a contact enters the workflow.

  • How it is Triggered: A contact is typically enrolled into this sequence when a specific event occurs, such as a lead qualifying through a Recallsync AI Agent, or via an integration/webhook from an external system.

Adding Steps (Sequence Nodes)

To add the next step in your sequence, click the + icon (plus sign) below the previous node. The video showcases several powerful nodes you can add:

Core Sequence Nodes

Node Type

Description

Key Configuration Options

Wait Step

Pauses the contact's journey in the sequence for a specified duration before proceeding to the next step.

Set the duration (e.g., 1 minute, 1 day, 3 weeks).

Send Email

Automatically sends a custom follow-up email to the contact.

Define the Subject Line and the full email Content.

Voice Call

Triggers an AI-powered outbound voice call to the contact.

Uses the natural voice capabilities of your selected AI Agent.

Other Available Nodes

The builder also provides nodes for multi-channel engagement:

  • Wait Step (Multiple Time Units)

  • Whatsapp message

  • Instagram DM

  • AI-powered conversations (likely triggers a dedicated conversational agent flow)

3. Reviewing and Activating the Sequence

Once you have added all the necessary steps:

  1. Test the Sequence: It is highly recommended to use the Test Automation function (at the bottom of the canvas) to ensure the flow works as expected before publishing.

  2. Activate: When you are satisfied with the workflow, click the Activate button in the top right corner. You will be prompted with a confirmation asking if you are sure you want to activate the automation.

  3. Click Activate on the confirmation modal.

Once activated, any lead that meets the trigger condition will begin their journey through the defined Automation Sequence.

4. Sequence Termination and Agent Takeover

The Automation Sequence is designed to stop immediately if a contact sends a reply, ensuring the designated AI Agent can take over the conversation naturally and without delay.

Termination Flow:

  1. User Replies: If the contact replies to any communication sent by the sequence (via Email, Voice Call, or other messaging channels) before the sequence has completed all its steps, the current Automation Sequence is immediately terminated.

  2. Agent Takes Over: Upon termination, the Primary Agent assigned to the automation instantly assumes control of the conversation, responding to the user's message contextually and naturally, just as it would in a live chat or call.

  3. New Agent Trigger: Similarly, if a new or different AI Agent is triggered by a separate system or internal rule while the sequence is running, the previous sequence will be terminated to prevent conflicting communications.

This design ensures that your follow-up is automated, and the moment a lead shows engagement, the process shifts seamlessly to a responsive, conversational experience managed entirely by the AI Agent.