How to Build Follow-up Workflows

Design multi-step sequences that mix voice calls, SMS, and email so leads keep getting the right touch at the right time.

What This Screen Is For

Open Dashboard > Workflows. A workflow is a reusable sequence of steps Kai runs against a lead — for example: call now, wait 1 hour, send SMS, wait 1 day, send email, wait 2 days, call again.

The page header has a New Workflow button and three tabs: Templates, Active Executions, and Analytics.

Templates Tab

Lists every workflow template you have created. Each card shows the workflow name, description, goal (with an icon), the channels it uses (VOICE, SMS, EMAIL), the total number of executions and successful completions, average completion time, and the date it was created.

Each template card has a menu with options to edit, duplicate, or delete the template.

Creating a New Workflow

  1. Click New Workflow.
  2. Pick a Goal from the available options:
    • Book Call — get the lead onto a calendar
    • Sales Conversion — close a deal
    • Lead Nurturing — keep warm leads engaged
    • Information Gathering — collect missing details
    • Event Reminder — remind the lead about an upcoming event or appointment
  3. Give the workflow a Name and an optional Description.
  4. Build the Sequence step-by-step — add a voice call, SMS, or email step, set a delay before each one, and write the message or call instructions.
  5. Pick the Channels the workflow is allowed to use.
  6. Set a Priority if you have multiple workflows that could match the same lead.
  7. Save. The new template appears in the Templates tab.

Active Executions Tab

Shows every workflow currently in flight — which lead it is running against, which step it is on, what fired last, and what is up next. Use this view when you want to know “which leads is Kai actively working right now?”

You can pause or cancel an execution from this view if you need to take over a lead manually.

Analytics Tab

Performance breakdown across all workflows: completion rate, time-to-completion, channel-by-channel response rates, and which steps are dropping off. Use it to prune the steps that are not working and double down on the ones that are.

Tips

  • Start with one workflow per goal. A “Book Call” workflow and a “Lead Nurturing” workflow are usually plenty to begin.
  • Mix channels. Voice + SMS works better than voice alone — some leads will pick up the phone, others will only answer texts.
  • Set realistic delays. Hammering a lead with three touches in an hour will trigger spam filters and annoy the lead.
  • Check the Analytics tab after the first week and prune steps with low engagement.

Related

    How to Build Follow-up Workflows | KaiCalls Help