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Running a Batch Call Campaign

A complete walkthrough for launching an AI-powered outbound batch calling campaign from VINSI.

Created May 21, 2026

Updated: September 16, 2026

Overview

Batch calling lets an outbound AI phone agent call a whole list of contacts for you. You pick the agent and caller ID, load your recipients, choose when the calls go out, and then track progress and results.

For full details on every field, see the Batch Call reference page.

What we'll cover

Prepare an AI agent with outbound configured
Assign it a phone number that can call out
Open Batch Calls and start a new batch
Set the name, agent, and voicemail handling
Add recipients
Send now, schedule, or pace the calls
Save and launch
Monitor progress
Review results and reports

Prepare an Outbound Agent

You need an AI agent with outbound configured. See Outbound Calls for how to set up an outbound agent.

Assign a Phone Number

Assign a phone number that can call out to your outbound agent. This number becomes the caller ID for the batch. See Phone Numbers to get a number.

Only numbers with an assigned agent and outbound capability appear in the batch call form. If your number is missing in Step 4, check its agent assignment.

Open Batch Calls

In the AI Phone Agent product, select Batch Calls in the top navigation.
The Batch Calls page ("Manage outbound call campaigns") lists existing batches with their ID (e.g. B-123), agent, schedule, Status, and Progress.
Click New Batch Call to open the Create Batch Call form.

Editing or deleting a batch call requires an organization admin or the batch_calls write permission.

Name, Agent & Voicemail

Batch Call Name Required

Give the campaign a name you can find later in the Batch Calls list.

Outbound Agent Required

Open Select an Agent. Each option is a phone number shown as Agent Name - (xxx) xxx-xxxx. Picking one sets both the agent and the caller ID.

Enable Voicemail Detection

Off by default. Check it to reveal the Voicemail Message text box and enter the message to use when a call reaches voicemail.

Add Recipients

Under Add Recipients, pick a source. Upload CSV is the default.

Upload CSV

Click Download the template to get template.csv.
Fill it in. Keep the headers exactly as provided.
Click Choose a csv file and pick your .csv (up to 50mb).
Review the editable grid. Use Add column / Add row, or right-click to delete a row or column (name and phoneNumber can't be deleted).
Click Save CSV changes. Saving is blocked while any header or cell is empty.
Check that Recipients Loaded: N matches your list.

Column	Required	Notes
`name`	Required	Recipient name. Can't be deleted from the grid.
`phoneNumber`	Required	Number to call. Can't be deleted from the grid.
Extra columns	Optional	Become per-recipient variables for the agent.

Avoid commas inside values.

Other sources

HubSpot — if not connected, click Connect to HubSpot (Settings → HubSpot). Then choose a Pipeline and Stage (required) and click Fetch Contacts. The form shows Contacts imported: N.
Salesforce — click Connect to Salesforce if needed, choose an Object Filter, and use Add Filter (Field, Operator, Parameter, Remove). With two or more filters, enter Filter Logic (e.g. 1 and 2) and click Apply. Set Include Do Not Call Clients (default No), then click Get Contacts from {object}. Save Filter keeps the filter.
GoHighLevel — click Connect to GoHighLevel API if needed, then Get Contacts and select contacts (Contacts selected: N). Requires the agent's GoHighLevel Sub-Account ID in the agent's Integration section.
VinsiSaaS CRM — click Connect to Vinsi CRM API if needed, then Add Contacts. In Contacts from CRM, tick contacts and click Add Contacts.
External Source — fill in the request settings (server URL required, method, headers, parameters, timeout) and click Execute request.

Numbers on CRM Admin → Do Not Call Registry are skipped automatically and show as DNC Skipped.

Choose When to Call

When to send the calls

Send Now (default) starts dialing after you save. Schedule asks for:

Start Date (required, today or later)
Has End Date → End Date
Start Time and End Time (required)
Select Time Zone (required)
Select the days — Mon through Sun, within the date range

Spread calls over time (progressive pacing)

Available for one-time batches only (no weekdays selected). When checked:

Contacts per wave (default 50) and Every (minutes) (default 60).
Only dispatch within a daily time window — default 09:00–18:00 in the batch time zone. Contacts outside the window wait; they aren't skipped.
Distribute by day of week (optional) — click Add day and set a weekday and quota. If a contact was already attempted on an earlier rule day, choose Distribute (called once) or Repeat. For Repeat, pick Only retry contacts who didn't answer (recommended) or Call everyone again.
Retry if disposition is — comma-separated, e.g. No Answer, Voicemail, Busy. Leave empty for no retries.
Retry after (hours) (default 2) and Max attempts per contact (default 2).

Reserved Concurrency for Other Calls

A stepper from 1 to 5 (default 1).

Save & Launch

Optional: click Warm up agent to pre-load the agent. It's ready in about 5–10 seconds.
Click Save Batch Call.

Monitor the Batch

A running batch shows "The batch call is executing..." with a progress bar and a Cancel Execution button. Save Batch Call is disabled while it runs.

There is no pause. To stop a running batch, use Cancel Execution.

From the Batch Calls list, open a row's actions:

View Contacts — each recipient shows Sent, DNC Skipped, or Error.
View call tracking (pacing batches only) — filter by status (Pending, Queued, Dispatched, Answered, No Answer, Retry Scheduled, DNC, Max Attempts, Error). Columns: Name, Phone Number, Status, Attempts, Wave, Last Disposition, Last Attempt, Next Attempt.

The list's Status column shows Scheduled, Running, Completed, or Canceled.

Review Results

Call Logs — use the Batch filter, then Export.
Dashboard — filter by batch (B-###).
Dashboard → Reports — Batch Campaign Summary and Batch Call Detail, both with Export to Excel.