Aloware Support Center

The preview dialer is a feature in Aloware that connects an agent before dialing a contact. When integrated with HubSpot, it allows calls to be automatically initiated within workflows based on predefined conditions. This feature supports lead outreach, customer support, and follow-up communications efficiently.

Before setting up the preview dialer in HubSpot, ensure the following:

You have an <a href="https://support.aloware.com/en/articles/9037420-how-to-integrate-hubspot-with-aloware-a-step-by-step-guide">active integration</a> between HubSpot and Aloware.

<a href="https://support.aloware.com/en/articles/9031514-mapping-ring-groups-for-inbound-calls-in-aloware">Ring groups</a> and agents are set up in Aloware and ready to manage the expected call volume.

1. You have an <a href="https://support.aloware.com/en/articles/9037420-how-to-integrate-hubspot-with-aloware-a-step-by-step-guide">active integration</a> between HubSpot and Aloware.
2. <a href="https://support.aloware.com/en/articles/9031514-mapping-ring-groups-for-inbound-calls-in-aloware">Ring groups</a> and agents are set up in Aloware and ready to manage the expected call volume.

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Step 1: Create or select a workflow in HubSpot

Create a new workflow or open an existing one in HubSpot.  

Configure the workflow to include triggers and conditions that will initiate calls (e.g., deal stage change, website form submissions, or inactivity from a lead). 

1. Create a new workflow or open an existing one in HubSpot.  
    
   
    
2. Configure the workflow to include triggers and conditions that will initiate calls (e.g., deal stage change, website form submissions, or inactivity from a lead). 
    


Step 2: Configure Preview Dialer action and ring groups

Add the "Aloware: Preview dialer" call action.

- Select the ring group responsible for managing calls
- Verify agent assignments within the ring group
- Ensure sufficient agent availability for anticipated call volume 
   


1. Add the "Aloware: Preview dialer" call action.
2. In the preview dialer settings:
   - Select the ring group responsible for managing calls
   - Verify agent assignments within the ring group
   - Ensure sufficient agent availability for anticipated call volume 
      


Step 3: Enroll contacts into the workflow to test

Add your target contacts to the workflow using HubSpot’s enrollment conditions.

Once enrolled, the workflow will automatically trigger calls based on the predefined triggers and actions. 

1. Add your target contacts to the workflow using HubSpot’s enrollment conditions.
2. Once enrolled, the workflow will automatically trigger calls based on the predefined triggers and actions. 
    


Step 4: Monitor call activity and logs

In HubSpot, check communication logs to track call statuses and workflow activity. 

In Aloware Talk, review call records to verify connection details, agent performance, and potential issues. 

1. In HubSpot, check communication logs to track call statuses and workflow activity. 
    
   
    
2. In Aloware Talk, review call records to verify connection details, agent performance, and potential issues. 
    


Optimize workflow triggers - use meaningful triggers and conditions, such as prioritizing leads with high engagement scores or following up on deals nearing the closing stages.

Monitor agent availability - ensure agents have sufficient availability to handle peak call loads. A mismatch between triggers and agent availability can lead to failed calls.

Leverage analytics for improvement - use HubSpot's reporting tools and Aloware’s call insights to assess call outcomes. Refine workflows based on metrics like call duration and success rates.

Test your workflow - test your workflow with a small batch of contacts before full implementation to identify and troubleshoot any setup issues.

1. Optimize workflow triggers - use meaningful triggers and conditions, such as prioritizing leads with high engagement scores or following up on deals nearing the closing stages.
 
2. Monitor agent availability - ensure agents have sufficient availability to handle peak call loads. A mismatch between triggers and agent availability can lead to failed calls.
 
3. Leverage analytics for improvement - use HubSpot's reporting tools and Aloware’s call insights to assess call outcomes. Refine workflows based on metrics like call duration and success rates.
 
4. Test your workflow - test your workflow with a small batch of contacts before full implementation to identify and troubleshoot any setup issues.

Prerequisites

Setting up the preview dialer in HubSpot

Step 1: Create or select a workflow in HubSpot

Step 2: Configure Preview Dialer action and ring groups

Step 3: Enroll contacts into the workflow to test

Step 4: Monitor call activity and logs

Advanced best practices and tips