Campaign Example: 30-Day Renewal Reminders

This guide walks you through the complete process of creating, configuring, and launching an outbound campaign with Gail to proactively remind your clients about their upcoming renewals 30 days in advance.

Setting up renewal reminders is a fantastic use case for Gail. This example demonstrates how to create a campaign from scratch, including optional sequences and redialing rules to maximize your success.

Overview

This campaign will:

• Automatically call clients 30 days before their policy renewal
• Deliver a personalized reminder message
• Offer to connect them with a representative
• Follow up if the initial call isn’t successful
• Handle different call outcomes intelligently

Part 1: Preparing Your Campaign Essentials

Before creating the campaign itself, you need to prepare the “what” (your message) and the “who” (your contacts).

Step 1: Create Your Outbound Script

The script defines what Gail says during the call. This is the core of your renewal reminder.

1. Log into your GAIL portal
2. In the left-hand navigation menu, click Outbound then select Outreach
3. Click the Scripts tab at the top
4. Click the New Script button

Configure Your Script

Script Name: Give it a clear, descriptive name

30-Day Renewal Reminder

Greeting: What Gail says when the call is answered

Main Body / Use Cases: Define the purpose and flow of the conversation

1. Click Add Use Case
2. Choose or create a use case like “Inform about Renewal”
3. Configure the dialogue:

Goodbye: How Gail ends the call

5. Click Save Your Script

Step 2: Prepare Your Contact List

Create a list of clients whose policies are renewing in 30 days. Each contact needs a name and phone number at minimum.

1. In the left-hand navigation menu, click General then select Contacts

2. Click Upload Contacts (or manually add contacts)

3. Ensure your list includes:

   • Contact names
   • Phone numbers
   • (Optional) Policy type, renewal dates, and other custom fields

4. Create a specific Contact List for these clients:

Clients Renewing in 30 Days

Part 2: Building Your Campaign

Now that your script and contacts are ready, you’ll create the actual campaign.

Step 3: Create a New Campaign

1. Log into your GAIL portal
2. In the left-hand navigation menu, click Campaigns
3. Click the New Campaign button

Step 4: Fill in Campaign Details

Configure the following settings:

Part 3: Advanced Options (Recommended)

These optional steps enhance your campaign’s effectiveness by automatically handling follow-ups and different call outcomes.

Step 5: Creating a Sequence for Follow-Up

A sequence defines a series of actions Gail should take based on conditions or timing. For renewal reminders, you might want Gail to call back after a few days if the first attempt isn’t successful.

Access Sequences

You can manage sequences in two ways:

• Within the campaign: If you enabled ‘Advanced Campaign’, manage sequences directly in the campaign setup
• Separately: Navigate to Outreach in the left sidebar, then click the Sequences tab

Configure Your Sequence

1. Click the Create Sequence button
2. Fill in the details:

3. Set Conditions (Optional):

   • Condition: If initial call was ‘No Answer’
   • Operation: Equals
   • Value: No Answer
   You can leave conditions blank to apply the sequence to all contacts, or set specific triggers based on call outcomes.

4. Configure the Delay:

   • Delay: 3
   • Unit: Days

   This means Gail will wait 3 days before attempting the follow-up.

5. Select Script:

   • Choose the same “30-Day Renewal Reminder” script, or create a modified follow-up version

6. (Optional) Add Additional Schedules:

   • You can add multiple steps with different delays and scripts
   • Example: First follow-up at 3 days, second at 7 days

7. Click Save

Apply Sequence to Campaign

If you created the sequence separately, apply it to your campaign:

1. Open your “30-Day Renewal Outreach” campaign
2. Navigate to the Sequences section
3. Select your “Renewal Follow-Up Sequence”
4. Save the campaign

Step 6: Creating Redialing Rules

Redialing rules tell Gail how to handle specific call outcomes (busy, no answer, voicemail) to ensure efficient follow-up attempts within the same campaign.

Access Redialing Rules

You can manage redialing rules in two ways:

• Within the campaign: If you enabled ‘Advanced Campaign’, manage rules in the campaign setup
• Separately: Navigate to Outreach in the left sidebar, then click the Redialing tab

Configure Your Redialing Rule

1. Click the Create Redialing Rule button
2. Fill in the basic settings:

3. Define Outcomes & Actions:

   This is where you specify how Gail reacts to different call results.

Example Redialing Configuration

Outcome 1: No Answer

• Action: Redial
• Delay: 120 minutes (2 hours)
• Reasoning: Person might be temporarily unavailable

Outcome 2: Left Voicemail

• Action: Resolve
• Delay: N/A
• Reasoning: Message delivered successfully, campaign complete for this contact

Outcome 3: Busy

• Action: Redial
• Delay: 60 minutes (1 hour)
• Reasoning: Try again shortly

Outcome 4: Contacted - Interested

• Action: Resolve
• Delay: N/A
• Reasoning: Successful contact, campaign complete

Outcome 5: Wrong Number

• Action: Try Next Number
• Delay: 0 minutes (immediate)
• Reasoning: Move to alternate contact number if available

4. Click Save Your Redialing Rule

Apply Redialing Rule to Campaign

1. Open your “30-Day Renewal Outreach” campaign
2. Navigate to the Redialing Rules section
3. Select your “Renewal Redial Logic” rule
4. Save the campaign

Part 4: Launching Your Campaign

You’re now ready to launch your campaign and start reaching out to clients!

Step 7: Review and Start Your Campaign

1. Navigate to your Campaigns page
2. Find your “30-Day Renewal Outreach” campaign
3. Click on the campaign to review all settings:

Pre-Launch Checklist

• Campaign name and description are clear
• Correct script is selected
• Right contact list is attached
• Sequences are configured (if using)
• Redialing rules are set up (if using)
• Calling hours are appropriate
• Test call completed successfully

4. Once everything looks good, click the Start button to launch your campaign

What Happens Next

Once started, Gail will:

1. Begin calling contacts from your designated list
2. Deliver your renewal reminder message
3. Handle responses according to your script and use cases
4. Follow your specified sequences for unsuccessful attempts
5. Apply redialing rules to different call outcomes
6. Track all results in the campaign dashboard

Monitoring Your Campaign

Real-Time Dashboard

Monitor your campaign’s progress from the Campaigns dashboard:

• Calls Made: Total number of call attempts
• Connected: Calls that reached a person
• Completed: Successful conversations
• In Queue: Contacts waiting to be called
• Outcomes: Breakdown of call results

Adjusting Active Campaigns

You can make changes while the campaign is running:

• Pause/Resume: Temporarily stop the campaign
• Adjust Schedule: Change calling hours
• Update Scripts: Modify what Gail says
• Add Contacts: Include more people in the campaign

Results and Analytics

After your campaign runs, review the results:

Key Metrics

• Connection Rate: Percentage of calls that reached a person
• Completion Rate: Percentage that achieved the desired outcome
• Average Call Duration: How long conversations lasted
• Outcome Distribution: Breakdown of all call results

Exporting Data

Export detailed results for further analysis:

1. Open your campaign
2. Navigate to the Results tab
3. Click Export to download a CSV with all call details

Tips for Success

Test Before Scaling

Always run a pilot with a small group before launching to your entire contact list. This helps you:

• Verify the script sounds natural
• Check that timing and pacing feel right
• Ensure contacts are receiving the correct information
• Identify any technical issues

Optimize Based on Results

After your initial campaign, review the data:

• Which scripts had the highest completion rates?
• What time of day had the best connection rates?
• Which redialing delays were most effective?

Use these insights to refine future campaigns.

Keep Scripts Conversational

Write scripts that sound natural and friendly, not robotic:

• Use contractions (“I’m” instead of “I am”)
• Keep sentences short and clear
• Anticipate common questions and objections
• End with a clear call-to-action

Respect Contact Preferences

Always honor:

• Do-not-call requests
• Specific time preferences
• Communication frequency limits
• Opt-out requests

Next Steps

Now that you’ve created your first campaign, explore more advanced features:

• Sequences - Create sophisticated multi-step outreach flows
• Redialing Rules - Fine-tune your retry logic
• Managing Contacts - Organize and segment your contact lists