CRM Automations

CRM automations let you automatically place outbound calls when something happens in your CRM. Instead of manually dialling contacts, Voxifi handles the call the moment the trigger condition is met.

Automations are currently available for Pipedrive. HubSpot and GoHighLevel are coming soon.

How It Works

An automation has three parts:

1. Trigger — A CRM event that starts the automation (e.g., a deal moves to a stage)
2. Call settings — Which assistant to use, which phone number to call from, and which CRM field holds the recipient's phone number
3. Outcome rules (optional) — What to do in the CRM after the call ends

When the trigger fires, Voxifi looks up the phone number on the CRM record and places a call using the assistant you configured.

Creating an Automation

1. Go to Integrations in the sidebar
2. Select your CRM
3. Click Automations then Create Automation
4. Give the automation a name
5. Choose a trigger
6. Configure the call settings
7. Optionally map CRM fields to your assistant's call variables
8. Optionally set calling hours
9. Optionally add outcome rules
10. Save

Triggers

The available triggers depend on your CRM. For Pipedrive:

Trigger	When It Fires
Deal stage change	When a deal moves to a specific pipeline stage
Lead created	When a new lead is created
Person created	When a new person is created

For deal stage change triggers, you select which pipeline and stage activates the automation.

Call Settings

When configuring the call action you set:

• Assistant — Which AI assistant will handle the conversation
• Phone number — Which of your numbers to call from
• Recipient phone field — Which field on the CRM record contains the number to call (e.g., a person's phone number, or a deal's contact phone). You can also override this with a fixed number.
• Variable mapping — Map CRM fields to your assistant's call variables (e.g., map the person's first name to the assistant's firstName variable)

Calling Hours

You can restrict when the automation places calls by configuring calling hours. This prevents calls going out at night or on weekends. If the trigger fires outside of calling hours, the call is queued until the next allowed window.

Outcome Rules

Outcome rules let you update the CRM record after the call completes. You define conditions based on how the call ended (e.g., customer answered, no answer, voicemail) and specify which pipeline stage to move the record to when those conditions are met.

Available call end reasons include:

• Customer ended call
• Assistant ended call
• No answer
• Voicemail
• Customer busy
• Silence timed out
• Max duration reached

Managing Automations

Enable and Disable

Toggle an automation off to pause it without deleting it. Useful when testing or making changes.

Edit

Update the trigger, call settings, variable mappings, calling hours, or outcome rules at any time. Changes take effect immediately for new events.

Execution History

For each automation you can see a log of every time it ran, which record triggered it, and whether the call was placed successfully. This is useful for troubleshooting and confirming data is flowing correctly.

Troubleshooting

The automation isn't running Check that the automation is enabled and the trigger conditions match what's happening in your CRM. Also verify the CRM connection is healthy on the integration page.

No call is placed Confirm the CRM record has a phone number in the field you configured. Also check that your account has sufficient balance.

The call is placed but variables are wrong Review your variable mappings in the automation settings. Make sure each assistant variable is mapped to the correct CRM field.