Daily Workflow
How to use Voxvaani effectively as part of your daily business operations.
Overview
This guide describes a typical day using Voxvaani for managing communications. Time estimates are provided for each block to help you plan your schedule.
Morning: Check & Respond (~15-20 minutes)
-
Log in to Voxvaani
-
Check the dashboard for:
- Campaign completion status
- Resource balance warnings
- Recent activity
-
Review WhatsApp Inbox for overnight messages
-
Check support tickets for new requests
Key actions:
- Respond to urgent WhatsApp messages first (customers may have waited overnight)
- Address any failed campaigns immediately — check error messages and balance levels
- Note any balance warnings; top up before campaigns run out mid-day
Mid-Day: Manage Campaigns (~30-45 minutes)
-
Monitor active campaigns:
- Check voice campaign progress
- Review WhatsApp campaign delivery stats
- Pause or adjust campaigns if needed
-
Manage contacts:
- Import new contacts
- Update existing contact information
- Organize with tags
-
Respond to communications:
- Reply to WhatsApp messages in inbox
- Handle inquiries via support tickets
At least once daily, export your campaign reports and contact lists for backup:
- Contacts: Export CSV from Contact Management
- Transactions: Export transaction history from the Transactions page
- Call Logs: Export call logs for completed campaigns
This ensures you have offline records even if you need to investigate issues later or if your platform access changes.
Afternoon: Plan & Launch (~30-60 minutes)
-
Prepare new campaigns:
- Upload audio or generate TTS for voice campaigns
- Create or select WhatsApp templates
- Build email templates
-
Launch new campaigns:
- Schedule voice calls
- Send WhatsApp broadcasts
- Dispatch email campaigns
-
Review analytics:
- Check analytics for recent campaigns
- Note trends and areas for improvement
End of Day: Wrap Up (~10-15 minutes)
-
Review day’s results:
- Check completion reports
- Review failed deliveries
- Note any issues for follow-up
-
Prepare for tomorrow:
- Schedule campaigns
- Queue up contact lists
- Pre-configure templates
Weekend & Holiday Workflows
Campaigns scheduled for weekend/holiday hours operate differently depending on the channel:
- Voice campaigns: These respect DND hours (9 AM to 9 PM). If your campaign schedule falls on a weekend, calls will still be placed within the scheduled window. Consider reducing weekend call volume to avoid high failure rates.
- WhatsApp campaigns: Meta restricts promotional WhatsApp messages outside business hours. Templates sent on weekends may face additional review or throttling. Limit weekend WhatsApp activity to utility/service messages only.
- Email campaigns: No time-of-day restrictions. Weekend emails may have lower open rates but can still be scheduled.
Set up dashboard alerts to monitor active campaigns on weekends without manually checking. Balance alerts and campaign completion notifications will still fire, allowing you to intervene only when needed.
Automation Suggestions
Reduce daily manual workload by automating repetitive tasks:
| Task | Automation |
|---|---|
| Importing contacts from a CRM | Use the API to push contacts programmatically rather than manual CSV uploads |
| Responding to common WhatsApp queries | Set up WhatsApp Automation with keyword triggers |
| Handling after-hours support requests | Configure a Chatbot with ticket creation for overnight inquiries |
| Topping up resources | Monitor balances via the Balance API and set up alerts at thresholds |
| Campaign reporting | Use the campaigns API endpoint to pull delivery stats into your own dashboards |
Tips
- Keep the dashboard open to monitor alerts
- Set aside dedicated times for campaign management — avoid context switching
- Use automation to reduce manual workload
- Review the Automation Workflow guide to identify more tasks that can be delegated to rules and AI