The power of AI phone assistants multiplies when they're integrated into your existing workflows. Instead of manually delegating each call, you can trigger calls automatically based on events in your CRM, calendar, or custom systems.

This guide covers the spectrum from basic manual use to full workflow automation.

The Integration Spectrum

There are three levels of AI phone assistant integration:

Level 1: Manual Delegation

How it works: You open KallyAI, describe what you need, and the AI makes the call.

Best for: Ad-hoc calls, testing, small volumes

Effort: Low (no setup required)

Level 2: Webhook Integration

How it works: Events in your systems trigger webhook notifications. KallyAI receives these and initiates calls automatically.

Best for: Recurring workflows, medium volumes

Effort: Medium (requires configuration)

Level 3: Full API Integration

How it works: Your systems call the KallyAI API directly, with full programmatic control over call initiation, status tracking, and result handling.

Best for: Custom applications, high volumes, complex workflows

Effort: Higher (requires development)

Common Integration Scenarios

Scenario 1: CRM Integration (Sales Follow-ups)

Trigger: Deal moves to "Closed Won" stage

Action: KallyAI calls to schedule onboarding appointment

Result: Appointment details logged back to CRM

Implementation: Connect Salesforce/HubSpot to KallyAI via Zapier or native integration. Map contact phone number and task details to call parameters.

Scenario 2: Calendar Integration (Appointment Confirmations)

Trigger: Appointment scheduled for tomorrow

Action: KallyAI calls to confirm attendance

Result: Confirmation status updated in calendar

Scenario 3: E-commerce (Order Status)

Trigger: Order shipped

Action: KallyAI calls with delivery details and estimated arrival

Result: Customer confirmation logged to order record

Scenario 4: Helpdesk (Ticket Resolution)

Trigger: Support ticket marked "Resolved"

Action: KallyAI calls for satisfaction survey

Result: Survey responses logged to ticket

Step-by-Step: Setting Up Webhook Integration

Let's walk through a real example: automated appointment confirmations.

Step 1: Map Your Workflow

Identify the trigger event and required data:

  • Trigger: New calendar event created with attendee phone number
  • Data needed: Attendee name, phone, appointment date/time, appointment type
  • Desired outcome: Confirmation or reschedule request

Step 2: Configure the Automation Platform

Using Zapier, Make, or n8n:

  1. Create a trigger: "New Event in Google Calendar"
  2. Add a filter: Only events with phone numbers in description
  3. Add a delay: 24 hours before event start
  4. Add action: POST to KallyAI webhook endpoint

Step 3: Configure the Webhook Payload

{
  "phone_number": "{{attendee_phone}}",
  "task": "Confirm appointment for {{event_title}} on {{event_date}} at {{event_time}}. If they cannot make it, offer to reschedule.",
  "caller_name": "{{attendee_name}}",
  "webhook_url": "https://yourapp.com/kallyai/callback",
  "metadata": {
    "event_id": "{{event_id}}",
    "calendar_id": "{{calendar_id}}"
  }
}

Step 4: Handle the Callback

When the call completes, KallyAI sends a webhook with results:

  • Parse the outcome (confirmed, needs reschedule, no answer)
  • Update your calendar or CRM accordingly
  • Send notifications to relevant team members

Ready to integrate?

Check out our API documentation for full integration details.

View API Docs

Integration Best Practices

1. Start Manual, Then Automate

Before automating, run the workflow manually several times. This helps you understand edge cases and refine the task description.

2. Use Metadata for Tracking

Include metadata in your API calls (order ID, ticket number, etc.) so you can correlate results back to the originating record.

3. Handle Failures Gracefully

Not every call succeeds on the first try. Build retry logic and fallback paths into your workflows.

4. Monitor and Iterate

Track success rates by integration type. Optimize task descriptions based on what works best.

5. Set Reasonable Expectations

AI phone assistants excel at routine, predictable conversations. For complex negotiations or sensitive situations, keep a human in the loop.

Tools That Work With KallyAI

CRM Systems

  • Salesforce (via Zapier or API)
  • HubSpot (via Zapier or API)
  • Pipedrive (via Zapier)
  • Zoho CRM (via Zapier)

Calendar Apps

  • Google Calendar
  • Microsoft Outlook/365
  • Calendly
  • Acuity Scheduling

Automation Platforms

  • Zapier
  • Make (formerly Integromat)
  • n8n
  • Microsoft Power Automate

Helpdesk Systems

  • Zendesk
  • Freshdesk
  • Intercom
  • Help Scout

Getting Started

  1. Identify your use case: What calls do you want to automate?
  2. Choose your integration level: Manual, webhook, or API?
  3. Start with a pilot: Test with a small subset before full rollout
  4. Measure results: Track time saved and success rates
  5. Expand and optimize: Add more workflows based on learnings

Ready to automate your phone calls?

Start with manual delegation, then scale up with integrations.

Try KallyAI Free