Getting Started

For the business owner or team member setting up their AI calling workspace for the first time.

CallOps helps B2B sales teams, wholesalers, distributors, and brands follow up with warm contacts, qualify interest, book appointments, and answer inbound calls.

This guide covers first login, agent setup, practice calls, contacts, wallet review, and campaign creation.

Logging in

Open your single-use onboarding link, confirm the invited email, choose a password, add your company and use case, and submit the final step. Contact the pilot owner for a new link if the email is wrong or the link has expired.

After setup, sign in as a returning user:

1. Open the workspace address from your invitation.
2. On the Welcome back screen, enter your Email and Password.
3. Select Sign in.

If the single-use link is expired, revoked, or already used, ask your workspace owner for a fresh onboarding link.

Sign in with your email and password. If Email me a magic link appears, you can use the emailed link instead.

Once you're in, you land on the Dashboard.

Your workspace at a glance

A menu runs down the left side of every screen. Here's what each item is for:

At the bottom of the menu you'll always see your Wallet balance (more on that below).

The dashboard tour

Three things sit at the top of your dashboard, in order of importance:

1. Get set up — create an agent, connect a phone number, add a contact, fund the wallet, run a practice call, complete a monitored call, and launch a campaign.
2. The attention strip — appears only when something needs you: a paused campaign, a low wallet balance, or hot leads waiting to be actioned. Each item is a shortcut to fix it. When everything's clear, this strip is empty.
3. Your headline numbers — five cards showing Calls today / 7d, Answer rate (7d), Minutes used (7d), Appointments booked (7d), and your Wallet balance. Below them, a Calls per day chart (last 14 days) and a Recent calls table.

Now let's walk the checklist.

Understanding your wallet

Before you make calls, one concept to know: the wallet holds prepaid calling credit.

• Calls draw down your balance by the minute.
• Calls of 15 seconds or less are free — so no-answers and quick voicemails don't cost you.
• Dialing pauses automatically when your balance drops too low to cover a 10-minute call. Funding the balance does not relaunch work by itself; an operator must review the gate and manually resume the campaign.
• Keep enough prepaid wallet balance for the 10-minute dialing buffer and top up manually when the low-balance alert appears.

You'll fund the wallet in step 4 below.

The 15-minute quickstart

Step 1 — Create your first agent

Your agent is the AI voice that makes and answers calls. The fastest way to a good one is to start from a template.

1. In the left menu, select Agents, then New agent (or Create your first agent if this is your first).

2. Give it an Agent name (for example, "Riley — Trade-show follow-up") and pick a Voice.

3. From the Start from template dropdown, choose the template that matches your goal. Templates are grouped into Sales, Service, and Operations:

   Template	Good for
   B2B trade-show follow-up	Following up on warm booth leads and booking meetings
   Inventory & specials → book a visit	Answering stock and promotion questions, then booking a visit
   Warm-lead follow-up	Calling warm contacts, qualifying interest, and booking the next step
   Real-estate ISA (buyer/seller lead)	Qualifying property leads and booking showings
   Solar / home-services qualifier	Qualifying homeowners and booking estimates
   Insurance quote qualifier	Qualifying insurance leads for a licensed agent
   Inbound lead intake	Answering an ad or referral call and booking the next step
   Inbound receptionist	Answering inbound calls, taking messages
   After-hours answering	Taking complete messages after closing, escalating emergencies
   Appointment reminder / confirmation	Confirming supplied details and recording change requests for human review
   Inbound appointment booking	Answering booking calls and creating a new appointment through successful calendar tools
   No-show / missed-appointment recovery	Rebooking through successful calendar tools or recording a cancellation request
   Order-status / support callback	Returning support calls and giving order updates
   Post-service survey / NPS	Collecting satisfaction feedback after a service
   Customer reactivation / win-back	Re-engaging past customers
   Friendly payment reminder	Respectful first-party payment reminders

   See Building AI agents for what each one does in detail.

4. Picking a template instantly fills in the Opening line and System prompt (what your agent says and does on every call). Read them over. Any blanks in curly braces like {offer} or {calendar_link} are yours to fill in before you go live.

5. Save the agent as Voice (phone calls).

6. Leave AI disclosure enabled switched on so the agent identifies itself as an AI at the start of each call.

7. Select Create agent.

Fine-tune the voice, add post-call analysis fields, and connect tools such as appointment booking. See the agent guide for details.

Step 2 — Explore the Playground

Use the Playground to explore the interface with sample responses.

1. On your agent's page, find the Playground panel.
2. Type something a caller might say into the box and send it.
3. Select Try example prompts to run three examples through the same built-in responder.
4. Review the opening line, sample responses, and matching local-knowledge snippets. Calls, billing, and connected tools remain unchanged.

Step 3 — Run a test call

The test call runs a sample ring → talk → analysis workflow and creates a call record.

1. On your agent's page, select Test call (top right).
2. The practice call appears in a few seconds. Watch the Recent calls table at the bottom of the page update as it progresses (test calls are labeled with a test badge).
3. Select the timestamp to inspect the generated transcript, outcome, and analysis fields. Talk time uses the normal minute and wallet allowance.

Step 4 — Import your contacts

Your contacts are the people you'll call. Import them from a spreadsheet with the guided wizard.

1. Select Contacts in the menu, then Import CSV (or use the Import your contacts checklist item).

2. Step 1 — Upload CSV. Your file's first row must be column headers, up to 5,000 rows per import. Not sure of the format? Select Download a sample CSV to get a correctly-shaped template to copy.

3. Step 2 — Map columns. The wizard matches your spreadsheet columns to contact fields automatically; adjust any it got wrong. Phone is the only required field. You can also map first name, last name, email, timezone, tags, notes, and a consent column. A preview of your first five rows helps you confirm the mapping.

4. Step 3 — Consent. Every imported contact needs a consent status. Enter the List source and choose the Consent status for this batch from your records.

   Consent status	Use when
   Prior express written consent	You have a signed form, web opt-in, or badge-scan consent card
   Express consent	You have a verbal opt-in
   No consent on record	Record-keeping only — these cannot be dialed until upgraded
   Do not call	A suppression list you never want called

   If you mapped a consent column in step 2, you can instead choose Use the mapped consent column per row. When you pick written or express consent, describe the proof (for example, "signed badge-scan consent card, CHAMPS Chicago 2026").

5. Select Import. You'll get a report: how many contacts were Created, Duplicates in file, Already existed, Invalid phone, Skipped (invalid), and Forced to DNC. Anything skipped is listed with its line number and what was wrong, so you can fix those rows and import the file again — the contacts that already landed are skipped as duplicates. Then select View contacts to see them.

Verify consent evidence and required do-not-call checks before launching a campaign.

Step 5 — Fund your wallet

To place real calls you need credit in your wallet.

1. Select Settings, then Billing & wallet (or the Fund your wallet checklist item, or the Wallet shortcut at the bottom of the menu).
2. Review the Wallet card. Contact your account manager to add funds or change plans.
3. While you're here, confirm the wallet can cover the campaign and note the low-balance alert threshold.

You'll also see your current Plan and a Ledger of wallet funding and usage.

Step 6 — Create a draft campaign

A campaign is a batch of outbound calls to a filtered slice of your contacts, made by one agent on a schedule you control. Building one is a 4-step wizard.

1. Select Campaigns, then New campaign.

2. Step 1 — Basics. Name the campaign and pick the Agent that will make the calls.

3. Step 2 — Audience. Filter your contacts by Tags, Sources, and Consent statuses. Select Preview audience size to see how many contacts match. Only properly-consented contacts will actually be dialed.

4. Step 3 — Schedule & retries. Set the calling window (the hours calls are allowed, in each contact's local time), the days of week, and your retry policy: Max attempts, Retry after (hours), and how many calls run at once (Concurrent calls cap). Choose the Required consent level — written consent for marketing calls, express consent for informational ones.

   Campaign calls stay between 8:00 AM–9:00 PM in the contact's local time. You can set a narrower window.

5. Step 4 — Review. Check everything, then select Create draft campaign. It's saved as a draft — nothing dials yet.

6. In practice mode, expand Review certification checklist to inspect the five statements. Leave the campaign as a draft.

7. In a live workspace, review the five-item campaign certification shown on the page. Confirm every statement for the full audience, type your full legal name, select Sign and certify, then Launch campaign. The signer, timestamp, attestation version, and statements are recorded.

   The campaign certification requires prior express written consent for every contact. Launch only lists that meet it.

You can Pause a running campaign anytime, and Resume it later.

Watching your results

Once calls start flowing, here's where to look:

• Calls — every call with its status, outcome, duration, and cost. Open any one for the full transcript, recording, and the fields your agent extracted.
• Analytics — performance over time: answer rates, conversions, cost per booking, and more.
• Notification center — operational notices that need your attention.
• Dashboard — the fastest daily check-in. The attention strip flags anything urgent, and the headline cards show today's momentum.

Your campaign's own page also shows live progress, and each agent has a Scorecard summarizing how well it's performing.

The operating loop is simple: build an agent, rehearse it, run a practice call, add contacts, review the wallet, create a campaign, and inspect results.

Related: Building better agents · Managing contacts and consent · Running campaigns · Billing and your wallet