Instant calling or a bulk campaign
AI Welcome and Onboarding Calls
Welcome and onboarding calls with an AI voice agent mean every new customer gets a personal call soon after buying or signing up, confirming their details, explaining the first steps and catching problems before they turn into cancellations. Outpero triggers these from a webhook when an order, admission, policy or subscription is created, or runs them as daily bulk campaigns over new customers.
* Time from the lead reaching Outpero to the first ring, under normal conditions. It depends on how quickly your lead source delivers the lead.
At a glance
AI Welcome and Onboarding Calls: the short version
| How it works here | |
|---|---|
| How it starts | Runs on a trigger or on a list, depending on the job |
| Languages | Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English |
| It captures | Details confirmed or corrected, First appointment or installation slot, Preferred language, App installed (yes / no) |
| You measure it by | first-month cancellations |
| Cost | No setup fee · from ₹5/min · number ₹649/month · Prices exclude 18% GST |
Why welcome and onboarding calls breaks when people do it
The first week decides whether a customer stays, yet onboarding is usually an email nobody reads. A new broadband subscriber who does not know the installation date, a gym member who never got the trainer's number, or a parent unsure of the first day's timings either calls the support line or quietly asks for a refund. Teams know a welcome call helps, but with hundreds of new customers a week it is the first task to be dropped.
Step by step
How it works
- 01Trigger a call from your CRM, billing or order system via webhook, Zapier or Make when a new customer is created, or upload each day's new customers as a CSV.
- 02The agent welcomes the customer by name and confirms key details such as plan, address, start date and contact person.
- 03It explains the first two or three steps — installation slot, first class, app download — and checks the customer has what they need.
- 04It books the first appointment or installation slot in your calendar and sends links or contacts on WhatsApp.
- 05Doubts and problems are flagged in the summary and sent to your webhook so support can act the same day.
Hear how a call goes
A sample welcome and onboarding calls call
An outbound welcome call to a new fibre broadband customer in Kochi, the day before the installation slot. · Runs in Malayalam with English words; shown here in English.
- Outpero AIHello, is this Mr. Anil Nair? I am the AI assistant from Lakshya Fibre, calling to welcome you as our new customer in Kochi. Do you have two minutes?
- CallerYes, go ahead. I paid for the connection last week.
- Outpero AIThank you, Anil. Let me confirm your details: the address is Flat 4B, Panampilly Nagar, and the plan is the 100 Mbps home plan. Is that correct?
- CallerAddress is correct, but it is Flat 4C, not 4B.
- Outpero AIThank you for correcting that, I have updated it to 4C. Your installation is booked for tomorrow between 10 and 12 in the morning. Will someone be at home then?
- CallerNo, tomorrow morning I have to go to the office. Can it be in the evening?
- Outpero AILet me check the technician calendar. I have an open slot tomorrow between 4 and 6 in the evening. Shall I move it there?
- CallerYes, 4 to 6 is fine.
- Outpero AIDone. The installer will call before arriving. Also, please download our app so you can see the plan and raise any request. I am sending the app link and the support number on WhatsApp now.
- CallerOkay, will do. Thank you.
Fields captured: address corrected (4B to 4C), installation moved from tomorrow 10 to 12 to 4 to 6 pm, app link sent (installed not yet confirmed), no issues raised. Calendar slot updated, correction posted to the billing system by webhook, WhatsApp sent.
An example written to show the shape of the call, not a recording or a customer result.
What it captures on every call
Measured on: first-month cancellations.
Connect it
How the trigger reaches Outpero
| Where it comes from | How it gets to the agent |
|---|---|
| Billing or CRM webhook | When a new customer record is created, a webhook or CRM workflow rule sends the name, number and plan details to Outpero. |
| Zapier or Make | Watch for new rows in your order or subscription tool and trigger a welcome call for each new customer automatically. |
| Daily CSV upload | If your system cannot trigger calls, upload the day's new customers as a CSV into a bulk campaign each morning. |
| Installation calendar | Connect the installer's calendar so slot changes made on the call are written to the same calendar your field team uses. |
| Corrections to your system | Changed address, alternate number and issues raised post to your webhook so the support team acts the same day. |
Results go back out the same way: a webhook you provide, or a live spreadsheet or API call mid-call. WhatsApp messages and calendar bookings are opt-in per employee.
Opening line
How it opens the call
नमस्ते सुरेश जी, हमारे broadband family में आपका welcome है। आपका installation कल सुबह 10 से 12 के बीच scheduled है — क्या उस time घर पर कोई होगा?
“Hello Suresh, welcome to our broadband family. Your installation is scheduled for tomorrow between 10 and 12 in the morning — will someone be at home then?”
The same call runs in Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English.
Price it
What welcome and onboarding calls would cost you
Estimate: welcome and onboarding calls
Defaults are an example for new customers welcomed, not a promise. Change any number to match your business.
Calls that actually connect — unanswered calls are not billed.
1 channel is included with your number; each extra is ₹649/month.
- Talk time per month
- 1,300 min
- Calling (₹5/min)
- ₹6,500
- Number + 1 channel
- ₹649
- Subtotal
- ₹7,149
- GST (18%)
- ₹1,287
About ₹14 per connected call before GST.
Run it well
What to track — and what goes wrong
| Track | How to read it |
|---|---|
| Details confirmed or corrected | Track how often fields are corrected; a high rate means your sign-up form is collecting poor-quality data. |
| Installation slot changes | Count reschedules made on the call; each one is a missed visit avoided, and a high count suggests offering slot choice at sign-up. |
| App installed or first step done | Compare the share who completed the first step across weeks to see if your onboarding instructions are working. |
| Issues raised at the welcome stage | Group issues by type; repeated ones tell you what to fix in sign-up, not just what to answer on calls. |
- !Calling long after the customer signed up, when the first-day excitement and the context are gone.
- !Reading out every detail in a flat list instead of confirming only what matters for the first appointment.
- !Not connecting the calendar, so reschedules are captured on the call but never reach the field team.
- !Making the welcome call a sales pitch for add-ons; this call is for confirming and reassuring.
Do not use it as the only touchpoint for high-value customers who expect a named relationship manager. It also cannot carry out technical setup help that needs a person on screen.
Questions people ask
How soon after signup should the welcome call happen?
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For anything with a next step that can go wrong, such as an installation, a first class or a card delivery, call within the first day, ideally within an hour. Outpero can dial within 30 seconds of the webhook, but many businesses add a short delay so the welcome email or SMS lands first. For low-touch products, a daily bulk campaign the next morning works well.
What should a welcome call cover?
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Three things at most: confirm the details that matter (address, plan, start date), explain the very next step, and ask whether the customer has any doubt. Long feature tours belong in an email or video. A two-minute call that fixes one wrong address or missed installation slot prevents far more cancellations than a ten-minute product walkthrough.
Can the agent fix wrong details during the welcome call?
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It can capture corrections — a new landmark, an alternate number, a different installation day — and either write them straight into a spreadsheet or post them to your webhook, where your system updates the record. If you expose an API for it, the agent can call that API during the conversation so the change is saved before the call ends.
Are welcome calls promotional calls under TRAI rules?
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A call to a customer who has just bought or signed up, about their own order or account, is a service call rather than a promotion, as long as it sticks to onboarding. Avoid adding upsell offers to the welcome script if you want it to stay that way. Outpero calls from a DLT-registered line and records every call.
Which businesses benefit most from AI welcome calls?
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Businesses where a missed first step leads to churn or refunds: broadband and DTH installations, gym and fitness memberships, insurance policies where the customer must complete a medical or nominee step, school and coaching admissions, SaaS signups and new bank or credit card customers. In each case the welcome call is short and repetitive, which suits an AI agent well.
How much does an AI voice agent for welcome and onboarding calls cost?
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Outpero has no setup fee and no monthly base fee — you pay only for connected talk time, from ₹5 per minute (1 credit = ₹1, credits never expire), plus ₹649/month for a dedicated calling number. You pay only for the minutes the agent is actually talking. Prices exclude 18% GST.
Keep reading
Industries that use it
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