# How to schedule automated calls for your business on Heltar? Author: Manav Mahajan Author URL: https://www.heltar.com/blogs/author/manav-mahajan Published: 2025-08-21 Tags: Whatsapp Business API, WhatsApp Chatbot, Business Chatbot Tag URLs: Whatsapp Business API (https://www.heltar.com/blogs/tag/whatsapp-business-api), WhatsApp Chatbot (https://www.heltar.com/blogs/tag/whatsapp-chatbot), Business Chatbot (https://www.heltar.com/blogs/tag/business-chatbot) URL: https://www.heltar.com/blogs/how-to-schedule-automated-calls-for-your-business-on-heltar Reaching hundreds or even thousands of customers over calls can be a painful process when done manually. From uploading contact lists to tracking who picked up, who converted, and who needs a follow-up — it takes both time and effort. With Heltar’s **Voice Bot API**, businesses can automate this entire process using **Batch Calls**. You simply upload your contacts, select an agent (the voice bot that will speak), and schedule the campaign. The system then handles the heavy lifting — dialing, connecting, logging, and reporting. This guide walks you through the full process of creating and scheduling batch calls step by step. ## Step 1: Prepare Your Contact List ![](https://prod.superblogcdn.com/site_cuid_clnw4nrag2342701vpmufcj1n2w/images/phone-numbers-1755806932731-compressed.jpg) Before scheduling a batch call, you’ll need a list of contacts: - Save the numbers in the proper **E.164 format** (for India, that means adding “91” before the number). - Add any extra fields you want to personalize calls with, such as **name, order ID, city, or appointment date**. - Download Heltar’s **CSV template** from the Batch Call section to ensure you use the right format. Once ready, keep your CSV file handy — this is the list you’ll upload into the system. ## Step 2: Create a Batch Call ![](https://prod.superblogcdn.com/site_cuid_clnw4nrag2342701vpmufcj1n2w/images/screenshot-2025-08-22-013754-1755806892584-compressed.png) Head to the **Batch Call** tab on the Heltar dashboard and click **Create Batch Call**. You’ll now see a setup form where you define the campaign. Here’s what you’ll fill in: - **Name**: Give your campaign a name. For example, “August EMI Reminders” or “Product Demo Calls”. - **Choose Agent**: Select which agent (voice bot) will handle the calls. Each agent has its own **voice, language, and script**, so pick the one best suited for this campaign. - **Funnel Metrics**: Choose the outcomes you want to measure — connected calls, converted calls, or specific responses. - **Upload CSV**: Upload the contact list you prepared earlier. - **Schedule For Later**: Toggle this option on if you want to **schedule calls for a specific date and time** instead of sending them immediately. Click **Send Now** if you’re ready to launch, or pick a future time if you want the campaign to go out later. ## Step 3: Manage Scheduled Calls ![](https://prod.superblogcdn.com/site_cuid_clnw4nrag2342701vpmufcj1n2w/images/screenshot-2025-08-22-013938-1755806993224-compressed.png) If you’ve scheduled your campaign for later, go to the **Scheduled Calls** tab. Here you’ll see: - **Job ID** and **Schedule ID** for tracking - **Agent** assigned to the batch - **To Number** (or group of numbers in the CSV) - **Scheduled At** time - **Metadata** with extra details This acts like a queue. You can double-check that everything looks correct before the campaign runs. ## Step 4: Monitor Call Performance ![](https://prod.superblogcdn.com/site_cuid_clnw4nrag2342701vpmufcj1n2w/images/screenshot-2025-08-22-014120-1755807097488-compressed.png) Once your batch call goes live, Heltar starts logging performance in real-time. In the **Batch Call** section, you’ll see clear funnel metrics: - **Receipts**: Total numbers from your CSV. - **Triggered Calls**: How many calls the system attempted. - **Connected Calls**: How many were actually answered. - **Converted Calls**: How many met your defined success goal (e.g., payment confirmed, appointment booked). ![](https://prod.superblogcdn.com/site_cuid_clnw4nrag2342701vpmufcj1n2w/images/call-history-1755807155703-compressed.jpg) For deeper insights, switch to **Call History**. Here, you can filter calls by: - Type (inbound, outbound, scheduled, API) - Duration (short calls vs long calls) - Disconnect reason (user hung up, voicemail, unavailable, invalid number) - Agent name and date range You can also export the full call log into Excel for further analysis or reporting. ## Step 5: Improve Future Campaigns ![](https://prod.superblogcdn.com/site_cuid_clnw4nrag2342701vpmufcj1n2w/images/screenshot-2025-08-21-183909-1755807187937-compressed.png) The real power of scheduling batch calls lies in iteration. By studying funnel results and call history, you can: - Identify which **time slots** deliver better connection rates. - Spot frequent **disconnect reasons** to fix scripts or call handling. - Compare **conversion rates** across different agents or voice styles. - Clean your contact list by filtering out invalid numbers. This cycle makes each new batch smarter and more effective than the last. ## Why Businesses Use Scheduled Batch Calls? - **Efficiency**: Launch thousands of calls in minutes without manual dialing. - **Personalization**: Use variables like customer name or order ID in scripts. - **Scalability**: Handle customer engagement at scale without adding headcount. - **Control**: Schedule calls for the exact time customers are most likely to answer. - **Reporting**: Get clear funnel metrics and detailed call logs to prove ROI. ## Contact us if this is what your business needs! ![](https://prod.superblogcdn.com/site_cuid_clnw4nrag2342701vpmufcj1n2w/images/screenshot-2025-08-22-014505-1755807316581-compressed.png) Scheduling batch calls with Heltar’s WhatsApp Voice Bot API is as simple as uploading a list, choosing an agent, and setting a time. From reminders and lead qualification to surveys and event invites, businesses can now run high-volume calling campaigns without lifting the phone themselves. The best part? Every outcome — whether connected, missed, or converted — is tracked automatically, so you know exactly how your campaign performed. With just a few clicks, what used to take hours of manual work can now be fully automated. [Contact us today](https://www.heltar.com/demo.html) for a demo. --- This blog is powered by Superblog. Visit https://superblog.ai to know more. ---