Scheduled Calls

Scheduled Calls let you set up outbound calls that execute automatically at a future date and time. This is useful for follow-ups, appointment reminders, or any scenario where you need an AI agent to call someone at a specific time.

Creating a Scheduled Call

1. Navigate to Calls → Scheduled Calls in the sidebar
2. Click Schedule Call
3. Fill in the required fields:
   • Agent — Select which AI agent will make the call
   • Phone Number — Enter the target phone number to call
   • Date — Pick the date for the call
   • Time — Pick the time for the call
4. Click Schedule to confirm

The call will appear in your scheduled calls list with a Pending status.

Viewing Scheduled Calls

The Scheduled Calls page shows a list of all scheduled calls with their current state:

• Pending — The call is waiting to be executed at its scheduled time
• Completed — The call was successfully placed and has finished
• Cancelled — The call was manually cancelled before execution
• Failed — The call was attempted but could not connect

Each entry shows the agent name, target phone number, scheduled date/time, and status.

Cancelling a Scheduled Call

To cancel a pending call, find it in the scheduled calls list and click the Cancel button. Only calls with a Pending status can be cancelled. Once a call has started or completed, it cannot be cancelled.

Business Hours / Calling Window

BuildVoiceAI enforces a configurable calling window to ensure outbound calls only go out during appropriate hours. This protects you from accidentally calling someone at 3 AM.

How It Works

• The calling window is configured in Settings with a start time and end time (e.g., 9:00 AM to 6:00 PM)
• If you schedule a call within the window, it executes at the specified time
• If you schedule a call outside the window, it waits and executes at the start of the next available window

Example

If your calling window is 9:00 AM to 6:00 PM and you schedule a call for 8:00 PM tonight, the call will not go out at 8:00 PM. Instead, it will execute at 9:00 AM the next morning.

Common Use Cases

• Follow-up calls — Schedule a follow-up 24 or 48 hours after an initial conversation
• Appointment reminders — Call patients or clients the day before their appointment
• Lead nurturing — Set up a sequence of calls spread over several days
• Reactivation campaigns — Reach out to inactive contacts at a scheduled time

After the Call

Once a scheduled call executes, it appears in your Call History like any other call. You can review the recording, transcript, and analysis. Any Workflows assigned to the agent will also trigger, so post-call automation runs automatically.