Use Case

Despite impressive registration numbers for the free masterclass, the actual attendance (show-up rate) was low. Many registrants failed to attend the live sessions, undermining the institute’s educational and sales goals.

The primary challenge was confirming attendance and ensuring that people who signed up would actually show up for the 4-day webinar series. The institute’s goal was clear: improve webinar show-up rates by actively reaching out to registrants before the event.

They identified outbound reminder calls as a solution – a way to personally confirm attendance and remind registrants of the upcoming masterclass. However, manually calling hundreds of sign-ups was not feasible. This is where Awaz.ai’s AI voice agent came in, enabling automated yet personalized confirmation calls at scale.

Automation – Step-by-Step Setup in Awaz.ai

To tackle the attendance problem, the coaching institute implemented a voice AI call campaign using Awaz.ai with the specific intent of confirming masterclass attendance. The objective was to improve show-up rates through personalized AI-driven follow-ups. The setup was carried out in a few structured steps:

1. Import Registrant List: The team exported the list of webinar registrants (names and phone numbers) from their registration forms and imported this contact list into Awaz.ai. Each contact represented a person who signed up for the free AI Masterclass.
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2. Train the AI Agent: Using Awaz.ai’s conversational design interface, they trained an AI call agent with a natural-sounding voice. The agent’s script was focused on confirming attendance – for example, greeting the registrant by name, reminding them of the masterclass date/time, and politely asking if they planned to attend. The AI was also trained to handle basic responses. For instance, if someone said they weren’t sure or had a scheduling conflict, the agent could respond accordingly (e.g., offering to mark them as “maybe” or provide a quick recap of the masterclass value).
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3. Define Follow-Up Conditions: The team set up simple conditional logic within Awaz.ai for different responses. If a person confirmed “Yes, I will attend,” the agent logged a confirmation. If someone said “Not sure” or requested more information, the agent noted them as needing follow-up. Those who responded negatively or hung up were marked accordingly. These conditions helped the institute plan targeted follow-ups – for example, scheduling the AI agent to call back “maybe” responses the next day, or sending additional info via email to those who had questions.
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4. Deploy Segmented Call Campaigns: Instead of calling everyone at once, the institute segmented calls by date and time zone. They created separate Awaz.ai call campaigns for different batches of registrants – e.g., one campaign per upcoming masterclass session, or segments based on regions (to call at convenient local times). This ensured that calls were made at appropriate hours and that the AI agent’s outreach was timely (e.g., 1–2 days before the masterclass start). Each campaign was scheduled and launched through the Awaz.ai dashboard, which then automatically dialed out to the list at the set times.
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5. Integrate Call Feedback: Finally, the team integrated the AI call results into their broader workflow. Awaz.ai’s call logs and results (who picked up, who confirmed attendance, etc.) were synced back to the institute’s CRM. Using Zapier or Make, they connected Awaz.ai with their CRM (in this case, they experimented with tools like Airtable and Notion for contact management). This integration meant that as soon as a call was completed, the registrant’s record was updated with their attendance confirmation status. The institute then used this data to trigger personalized email reminders via their CRM – for example, sending a “Thank you for confirming, see you there!” email to those who said yes, and a gentle reminder with highlights of the event to those who were on the fence.

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Through these steps, the coaching institute fully automated the confirmation calls. The AI agent handled the heavy lifting of dialing hundreds of registrants and logging their responses. Meanwhile, the staff could focus on preparing the masterclass content, knowing that every registrant was receiving a personal touch-point before the event.

Tool Stack Integration

Implementing Awaz.ai into the institute’s existing technology stack was straightforward. The following tools were integrated to ensure a smooth workflow from registration to reminder to attendance:

• CRM for Contact Management: The institute maintained registrant data in a lightweight CRM (initially in Airtable, later migrated to Notion). This acted as the single source of truth for all sign-ups. Key fields included name, phone number, and registration date, as well as new fields for call status and confirmed attendance.
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• Automation via Zapier/Make: Using automation services (Zapier or Make), the team set up connectors between the registration form, CRM, and Awaz.ai. For example, when someone filled out the Typeform/Google Form to register, Zapier instantly added that contact to Awaz.ai and to the CRM. This real-time flow ensured no manual data entry – every registrant would be queued for an AI call at the appropriate time. Similarly, after the calls, Zapier pulled the call outcomes from Awaz.ai (using webhooks or API) and updated the CRM. This bi-directional sync kept data consistent across platforms.
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• Awaz.ai Call Campaign Dashboard: Awaz.ai’s own dashboard was used to monitor call progress in real-time. The institute’s team could see how many calls were made, answered, or went to voicemail. The call logs (recordings and transcripts) were also available for review, which helped in refining the AI agent’s script over time. These logs were automatically synced to the campaign dashboard and could be exported if needed (for example, to analyze common responses or questions from registrants).
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• Email & Calendar Integration: Although not directly a part of Awaz.ai, the outputs from the AI calls fed into the email marketing system. Confirmed attendees were sent calendar invites and reminder emails (using data from the CRM). Those who didn’t answer or wanted a follow-up were placed into a separate email workflow – for instance, an email saying “We missed you on the call – your AI Masterclass starts tomorrow, reply to this email if you have questions.” This multi-channel approach (AI voice + email) maximized the chances that registrants were reminded and encouraged to attend through their preferred channel.

Overall, the tool stack centered around Awaz.ai as the calling engine, flanked by a CRM for data and Zapier for connectivity. This integration ensured that the moment someone registered, they were in the pipeline for an automated yet personalized voice call reminder, and all that information flowed back into their profile for use in other communications.

Results and Metrics

Using Awaz.ai’s AI call agent, the coaching institute ran a series of five call campaigns leading up to different masterclass start dates. Each campaign’s goal was to maximize confirmations for a specific cohort of registrants. The results were impressive, showing clear improvements in engagement and cost-efficiency:

• Call Volume and Reach: Across the campaigns, the AI agent dialed hundreds of registrants per campaign (ranging from about 200 calls in smaller segments to over 600 calls in the largest campaign). For example, in one campaign, 604 outbound calls were placed, reaching 205 people (pickups). In other words, about one-third of the registrants answered the AI call. Other campaigns saw varying pickup rates depending on timing and list quality – the pickup rate ranged from roughly 29% on the low end (for a less engaged list) up to 60% for the most engaged segment.
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• Confirmed Attendance: The AI agent’s friendly reminders translated into concrete attendance confirmations. In the campaign with 604 dials, 61 people explicitly confirmed they would attend the masterclass. Other campaigns yielded anywhere from ~30 up to 45+ confirmations each. Notably, the top-performing campaign (a smaller, targeted call list) achieved 42 confirmed attendances. These confirmations were logged as positive responses by the AI agent in real-time. Each “yes” meant that registrant was now far more likely to actually show up on the day of the event, having given their word (to what felt like a human caller) that they would attend.
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• Cost Efficiency: Awaz.ai’s pricing model (a low cost per outbound minute or per call) meant that these extensive call campaigns were conducted at a fraction of the cost of manual calls. When analyzing the cost per confirmed attendee (often called cost per result in this context), the institute found the campaigns to be highly cost-effective. On average, the cost per confirmation came out to roughly $1.20. In the largest campaign, the cost per result was about $1.24 for each confirmed attendee (61 confirmations for $75 spent). The most efficient campaign saw a cost per result of only $0.91 – less than one dollar per additional attendee secured. This campaign’s superior efficiency was due to a combination of a smaller, high-quality contact list and a high pickup rate (60% reach with 42 confirmations). Even the least efficient campaign delivered confirmations at around $1.50 each, which is still very economical given the value of a committed attendee for a $1,697 masterclass.

Industry Comparison

Webinar and online masterclass attendance rates are notoriously low across the industry, especially for free events. Typically, only about 20–30% of registrants actually show up for a live webinar on average. In many cases – particularly for large-scale free events with hundreds of sign-ups – the attendance rate can be even lower. Studies have found that the larger the registration list, the lower the percentage of people who attend.

For example, marketing webinars might average around 40–50% attendance for small, targeted audiences, but if you have on the order of 300–500 registrants, you might only see about 15–19% attendance, and with 500+ registrants the attendance can drop to around 10%.​

In other words, out of 500 people signed up for a free webinar, sometimes only 50 actually join the live session. This industry baseline is a challenge for businesses like the coaching institute – pouring effort into marketing and registration, only to have the majority not turn up.

Against this backdrop, the results achieved with Awaz.ai’s AI call agent stand out. By implementing the automated confirmation call campaigns, the Malaysian coaching institute managed to substantially lift their attendance rates above the typical baseline. Across the board, the confirmed attendance rates were roughly 2× to 3× higher than what the institute observed before. For instance, prior to using Awaz.ai, one masterclass session had over 600 registrants but only around 60 (10%) actually showed up – a figure in line with industry norms for that size. After deploying the AI call agent for a similar-sized cohort, they secured 61 confirmed attendees via calls for that session alone.

Those confirmations, combined with others who showed up without confirming, resulted in an estimated show-up of about 120+ attendees (roughly 20% or more). In smaller sessions, the improvement was even more pronounced – a segment that might have seen only ~15 attendees (out of ~200, ~7.5%) showing up organically swelled to 40+ attendees after the AI calls (over 20% attendance). This equates to a 2–4× increase in real attendance compared to not having the personalized call follow-ups.

It’s important to note that voice outreach complements other reminder methods (like emails or SMS). While email reminders are useful, they are often ignored or forgotten. A live-call reminder – even if delivered by an AI – adds a human touch and urgency that is hard to ignore. The case of this coaching institute demonstrates that leveraging an AI call agent can dramatically outperform typical attendance benchmarks for webinars. Instead of the standard 10–30% show-up range, the Awaz.ai-powered approach pushed confirmed attendance toward the higher end of the spectrum, and in some cases beyond.

The institute not only filled more seats in the virtual classroom but did so without adding significant labor cost, thanks to the automation. This improved attendance means more people benefited from the masterclass, and by extension, more potential customers for the institute’s paid offerings – a win-win outcome driven by AI-enabled engagement.

Conclusion

Through Awaz.ai’s AI voice agent, the Malaysian coaching institute successfully transformed its webinar attendance strategy. The free 4-day AI Masterclass went from sparsely attended to a much more lively and well-attended event. By systematically reaching out to every registrant with a friendly, automated phone call, the institute bridged the gap between sign-up and show-up. The personalized nature of voice, combined with smart automation, ensured that registrants felt valued and reminded – significantly increasing the likelihood they would attend.

In summary, the coaching institute achieved:

• Higher Attendance: 2–3 times higher confirmed attendance rates than before, far exceeding typical industry show-up percentages​.‍
• Efficient Process: An automated, scalable solution requiring minimal human oversight, where each confirmed attendee cost only around $1 in calling costs.‍
• Actionable Insights: Real-time feedback on attendee intentions (who’s coming, who’s unsure) integrated back into their CRM, allowing the team to focus follow-up efforts where it mattered most.

This case study showcases how a business can leverage an AI call agent like Awaz.ai to solve a common challenge in the digital events space. The coaching institute in Malaysia ultimately filled more seats in its virtual masterclass and created a more engaging experience – all by letting AI handle the repetitive task of calling and reminding people. It stands as a compelling example of marrying technology with outreach to drive better results in education marketing.