Scheduling Calls

Learn how to schedule calls in both AVA and GHL, using campaign settings and workflow automation.

Overview

Scheduling a call is one of the features within your campaign settings that allows customizable dates and additional planning when deploying your outbound projects. Since the scheduling option exists within campaign settings, you can have the same project running under different campaigns, each with its own timing.

If you want to learn how to create and manage outbound projects, visit the “Projects and Scenarios” section. For campaign features and setup, refer to the “Campaign Management” section.

How to Schedule a Call

AVA

1. 1. Create or Select an Outbound Project

   • On the home screen, either:
     • Click Create Outbound Project to start a new one, or
     • Select an existing project from the list.
   • Once selected, you’ll be taken to the project dashboard.
2. 2. Create or Select a Campaign

   • Scroll down to the Campaigns section inside your project.
   • Either:
     • Click Add Campaign to create a new one, or
     • Select an existing campaign you want to edit.
   • If you’re adding a new campaign:
     • Fill out the required fields in the pop-up side panel.
     • Click Save to add the campaign to the list.
3. 3. Access Campaign Configuration Settings

   • Once the campaign is created or selected:

     • At the top, click the Settings.

       

   • This reopens the side panel, now with additional settings including scheduling options.

     
4. 4. Set Campaign Schedule

   • In the side panel, locate the Campaign Duration section.

   • Under the When? dropdown:

     • Select Schedule Campaign.
     
     • Choose the desired date from the calendar picker.
     

     • Select a time by clicking the clock icon below the calendar

       

   • Under How Long:

     • Set the duration the campaign should run (e.g., hours, days, or months).

   • Under How Often:

     • Define the frequency of repetition (e.g., hourly, daily, or monthly).

       

   Example:

   • Run daily for 2 months starting on May 1st at 8:00 AM.

     
5. 5. Execute the Campaign

   • After setting the schedule:
     • Return to the Campaign view.
     • Click Execute to ensure the campaign runs on the scheduled date.

Scheduling Calls in GHL

GHL

1. 1. Create or Select a Workflow in GHL

   • Go to the Automations tab in your GHL account.

   • Either:

     • Click Create Workflow to make a new one, or
     • Select an existing workflow that includes a Dynamic Outbound Call.

   • For manual execution:

     • Ensure the workflow does not have a trigger.

   • Make sure the workflow is Published, not in Draft mode.

     • To publish:
       • Click the three dots icon on the workflow.
       • Select Publish Workflow from the dropdown menu.

   • If you’re unsure how to set this up, refer to: Integrations with GHL > AVA in GHL

     
2. 2. Add Contacts to Automation

   • Navigate to the Contacts section in GHL.
   • Select the contacts you want to include in the outbound project.
   • Click Add to Automation.
3. 3. Choose Scheduling Options

   • In the Add to Automation window:
     • Select the desired Published Workflow from the list.
   • Choose how to add the contacts:
     • Add All at Scheduled Time:
       • Allows you to define a start date and time.
       • Optionally, fill out the Action Description field.
     • Add in Drip Mode (for large volumes):

       • Includes all options above, plus:

         • Batch Quantity – how many contacts to call per batch.
         • Repeat After – time delay between batches.
         • Send On – days of the week to process batches.
         • Process Between – define a time range for calling.
         
4. 4. Execute and Monitor Automation

   • After scheduling your contacts:
     • Click Add to Automation to confirm.
   • You will be redirected back to the Contacts section under the Bulk Actions tab.
   • Here, you can:

     • Monitor the status of the bulk action.

     • Check whether contacts were successfully added to the workflow.

     • Verify execution times and resolve any issues if needed.

       

Additional Scheduling Considerations

Effective call scheduling goes beyond simply selecting a time and date—it requires aligning system settings with real-world outreach strategy. Regardless of whether you’re using AVA’s campaign settings or GHL’s workflow automations, a few strategic considerations can significantly impact results.

• Time Zone Awareness: Always schedule calls according to the time zone of your target audience. Misalignment here can lead to missed calls or low engagement.
• Client Availability: Consider when your ideal customers are most likely to answer. For B2B, weekday mornings may perform better; for B2C, evenings or weekends might be ideal.
• System Load Management: When scheduling high-volume campaigns, spread out calls using frequency or batch pacing settings to avoid system overload or delivery issues.
• Platform-Specific Timing Logic: In AVA, scheduling is handled within each campaign’s configuration. In GHL, Drip Mode allows finer control over frequency, days, and call time windows.
• Edit Limitations: Once a schedule is active (e.g., campaigns are executed or contacts are added to automation), most platforms lock those parameters. Plan carefully before launching.

By planning your campaign timing thoughtfully and configuring platform tools correctly, you can improve connection rates, reduce retries, and maintain a smooth user experience across outbound projects.

FAQs & Troubleshooting

General Questions

How does scheduling in GHL work for outbound calls?

Scheduling in GHL relies on defining the start date, time, and frequency (e.g., daily, weekly) when enrolling contacts into a published workflow. You can adjust batch sizes and scheduling windows using Drip Mode for large volumes.

Can I manually adjust the scheduling once contacts are enrolled?

No, once contacts are enrolled and scheduled, the campaign will execute as defined in the workflow. You cannot modify the schedule for contacts already in the queue.

Configuration

What happens if I modify a workflow after contacts have been added to automation?

Modifications to a workflow after contacts are added will not affect those contacts in the queue. You would need to remove and re-add contacts to apply changes to their schedule.

Are there any limitations when scheduling outbound calls in GHL?

Scheduling in GHL is subject to system processing limits, especially when working with large batches. It is recommended to monitor workflow performance for large campaigns to ensure smooth execution.

Usage and Results

Why might a contact not receive a call as scheduled?

Ensure that the workflow is published and that all scheduling parameters (start time, frequency, and batch sizes) are set correctly. Additionally, check if there are any network issues or invalid contact numbers.

How can I track the progress of scheduled calls?

You can track the status of scheduled calls within the Campaign History or Call Analytics sections of the GHL dashboard. Each entry includes the timestamp, scheduled time, status, and related campaign data.

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