IVR Calling – Outbound Agent, Pipeline, Workflow & Dashboard Setup

A service-based company relied heavily on manual outbound calling to reach leads, confirm appointments, and follow up on inquiries.

IVR Agent Setup Pipeline Creation Workflow Automation
Mortgage

The Challenge

A service-based company relied heavily on manual outbound calling to reach leads, confirm appointments, and follow up on inquiries. This approach was inefficient, leading to:

Low Contact Rates – Calls were made inconsistently, and many leads were missed due to timing issues.
Untracked Conversations – Without proper call logging, it was impossible to measure agent performance or lead engagement.
Slow Follow-Ups – Lack of automation meant that leads often waited hours or days before receiving a response, reducing conversion chances.
Scattered Data – Call details, lead status, and sales opportunities were spread across multiple tools, creating confusion and slowing the sales process.

The client needed an automated IVR outbound calling system inside GoHighLevel (GHL) with an integrated pipeline, workflows, and a dashboard for real-time monitoring.

Our Solution

We built a fully automated IVR outbound call agent in GHL, linked to a structured sales pipeline and intelligent workflows to ensure timely follow-ups.

IVR Agent Setup – Designed a multi-option IVR menu to guide leads to the right department or action, improving call efficiency.

Automated Outbound Calls – Configured call workflows to automatically initiate outbound calls to new leads, follow-up contacts, and appointment reminders.

Pipeline Creation – Built a customised sales pipeline with clear stages (New Lead, Contacted, Follow-Up, Closed) to track every prospect’s journey.

Workflow Automation – Integrated call triggers, follow-up SMS, and email sequences to ensure no lead was lost.

Real-Time Dashboard – Developed a central dashboard for tracking total calls, connection rates, lead stage distribution, and agent performance.

Results Achieved

In just 45 days after implementation, the client achieved:

70% Response Rate – A dramatic increase in lead engagement compared to their previous manual calling process.

Faster Lead Contact – Most leads were reached within minutes of inquiry submission, boosting conversion potential. .

Streamlined Operations – The sales team had a clear view of all leads and their status, reducing duplicate work and missed opportunities.

Better Performance Tracking – Managers could see call outcomes, pipeline movement, and conversion metrics in real-time.

By combining IVR automation, a structured pipeline, and intelligent workflows, the company transformed its outbound calling from a manual task into an efficient, high-response lead engagement system.

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