How to Use CallFluent: Advanced Agent Training Part 1: 

Welcome to Part 2 of the CallFluent Advanced Training series! In this guide, you'll learn how to set up and use powerful actions your voice AI agent can perform during or after calls. These features help automate tasks, collect data, and integrate with your favorite tools (Zapier, Make, CRM, etc), making your workflow more efficient and your customer experience smoother.

You can watch the detailed video here:

1. Creating Actions

You can create new actions for your agent by clicking the New Action button. From the action type dropdown, choose the type of action you want your agent to perform.

Steps:

1. Click New Action.
2. Select the action type from the dropdown menu.

Tip:
Start by thinking about what you want your agent to do—send an email, forward a call, collect data, etc.—then pick the matching action type.

2. Send Email Action

This action allows your agent to send an email during a call to the person on the line.

Steps:

1. Choose Send Email as the action type.
2. Name the action (for internal reference).
3. Set the email subject (e.g., "Price List for Our Services").
4. Write the email content (can include HTML and links).
5. In the instructions, specify when to trigger the action (e.g., "Trigger this when the caller wants to receive the price list").
6. Click Create Action.

Tip:
Use clear, conversational instructions so your agent knows exactly when to send the email.

3. Call Forwarding Action

Your agent can forward calls live to a specific number.

Steps:

1. Select Call Forwarding as the action type.
2. Enter the phone number to forward calls to.
3. In the instructions, specify the trigger (e.g., "Trigger this when the caller wants to speak to sales").
4. Click Create Action.

Tip:
Always start your instructions with "Trigger this when..." for consistency.

4. Send Text Message 

Action

Send a text message (SMS) during a call using your Twilio number.

Steps:

1. Choose Send Text Message as the action type.
2. Name the action (e.g., "Send Prices").
3. Write the message content.
4. In the instructions, specify the trigger (e.g., "Wants to receive prices").
5. Click Create Action.

Tip:
Make sure your Twilio number supports messaging.

5. Webhook Action

Integrate with other platforms by sending data to a webhook after each call.

Steps:

1. Select Webhook as the action type.
2. Enter the webhook URL (from platforms like Make, Zapier, or your CRM).
3. Choose which fields to send (e.g., number, email, call transcript, call summary, call status, audio recording link, date/time).
4. Optionally, enable the action to trigger even if the call fails.
5. Click Create Action.

Tip:
You can Include the audio recording URL so you can listen to calls directly from your integrated platform.

6. Zapier Action

This works like the webhook action and is optimized for Zapier integrations.

Steps:

1. Select Zapier as the action type.
2. Enter your Zapier webhook URL.
3. Choose the fields to send.
4. Click Create Action.

Tip:
Use this for automating workflows with Zapier, such as updating spreadsheets or sending notifications.

7. Data Collection Action

Collect specific information from callers and store it in custom fields.

Steps:

1. Select Data Collection as the action type.
2. Name the action (e.g., "Collect Interest in Selling").
3. Choose the custom field to populate.
4. Write detailed instructions for when to trigger the action (e.g., "Trigger this immediately when the caller answers the question, 'Are you interested in selling your building?'").
5. Specify how to save responses (e.g., "Save 'yes' for positive, 'no' for negative").
6. Click Create Action.

Tip:
Add the question to your agent’s script for more consistent data collection.

8. GHL (Go High Level) Calendar Action

Let your agent book meetings directly in your Go High Level CRM Calendar. Connecting your GHL Calendar allows your CallFluent AI agent to check real-time availability and book meetings automatically

Steps:

1. Integrate your Go High Level or Google Calendar in workspace settings.
2. Select GHL Calendar as the action type (it will appear after you connect your GoHighLevel in the workspace settings account).
3. Choose the calendar and booking period (1 day, 1 week, or 1 month ahead).
4. In the instructions, specify the trigger (e.g., "Trigger this when the caller wants to book or schedule a meeting").
5. Click Create Action.

Tip:
For best results, use a 1-week booking window to avoid errors with too many available slots.

9. Google Calendar Action

You can let your agent book meetings directly in your Google Calendar. This is perfect if you use Google Workspace for scheduling.

Steps:

1. Integrate your Google Calendar in the workspace settings.
2. Select Google Calendar as the action type (it will appear after you connect your Google account in the workspace settings).
3. Choose the calendar name, description, booking availability hours 
4. In the instructions, specify the trigger (e.g., "Trigger this when the caller wants to book or schedule a meeting").
5. Click Create Action.

Tip:
Connecting your Google Calendar allows your agent to check real-time availability and book meetings automatically.

10. Email & SMS Data Push Action

Send call details to a desired email address or phone number after the call.

Steps:

1. Select Email Data Push or SMS Data Push as the action type.
2. Enter the recipient’s email or phone number.
3. Choose which fields to include (e.g., agent number, lead number, call transcript, call summary, etc).
4. Set the subject for email.
5. Click Create Action.

Tip:
Use this to keep your team updated or to send relevant call data to the responsible persons.

How custom fields work: Creating Custom Fields for Data Collection and Webhook sending

Custom fields let you collect and store information specific to your needs.

Steps:

1. Go to API & Forms > Webhook tab.
2. Click to add a new custom field.
3. Name the field (recommended: use lowercase letters, no spaces).
4. Add a description to help the agent understand what to collect.
5. Click Create.
6. Use this field in your data collection actions.

Tip:
Custom fields make it easy to trigger automations or filter data later.

With CallFluent’s advanced actions, your AI agent can automate emails, texts, call forwarding, data collection, calendar bookings, and more—during or after calls. By combining these features, you can create powerful workflows that save time and deliver better service to your business and your clients.