Solution: AI-Powered Voice Reminder Campaign

To bridge the gap between registrations and attendance, the e-learning provider turned to Awaz.ai, deploying an AI voice agent to call each registrant with a friendly reminder. The goal was to simulate the effectiveness of a personal phone call – but automated for scale. Awaz.ai’s platform enabled the company to set up an outbound calling campaign in a matter of minutes. The AI agent was configured with a clear, polite script in English, mirroring the tone of a courteous human assistant (as evident from the provided sample call recording). This meant the calls felt personal and engaging, rather than robotic, which vastly improves participant response rates compared to generic emails.​

AI Automation Setup in Awaz.ai

Using Awaz.ai, the provider implemented the campaign through a series of well-planned steps:

1. Contact List Import: The full list of webinar registrants (name and phone number) was imported into Awaz.ai’s system from the company CRM. This ensured every registered individual would get a call.
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2. AI Agent Script Configuration: The team configured the AI voice agent with a polite, friendly script. On each call, the AI would introduce itself on behalf of the e-learning provider and remind the registrant about the “Expert Elite Class by Vince Tan” session details (date, time, and that it’s free). The script included a gentle prompt confirming if the person still planned to attend, and expressed that the company looked forward to their participation. The tone was kept professional and cordial, reflecting the same warmth and clarity one would expect from a human caller.
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3. Conditional Call Flows: Intelligent branching logic was set up. If the called person indicated interest or confirmed they would attend, the AI agent marked them as confirmed in the system. If the person said they could not attend or had a conflict, the agent politely acknowledged that and tagged the contact for a possible follow-up (such as sending a recording or additional info via email later). In cases where the person asked for more details, the AI could provide key info (e.g. how to join the webinar) and note any requests.
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4. Voicemail Fallback: For unanswered calls, the AI agent was configured to automatically leave a voicemail message. The voicemail contained a brief reminder of the webinar details and a contact number or email in case the registrant had questions. This way, even if no live pickup occurred, the registrant still received the reminder in their voicemail box.
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5. Timed Deployment: The campaign was deployed in the 2–3 days leading up to the webinar. Calls were scheduled at convenient hours to maximize pickup rates – for example, in the evening after work hours, since the webinar was in the evening as well. By spreading calls over a couple of days (and making multiple attempts for those not reached on first try), the provider ensured persistence without overwhelming the contacts.

Tool Stack and Integration

Implementing this solution required seamless integration between several tools in the company’s tech stack:

• CRM (Contact Management): The customer relationship management system (CRM) housed all the registrant data. It was used to export the list of webinar sign-ups and later updated with call outcomes (e.g. who confirmed attendance). The integration with Awaz.ai ensured that data flowed both ways – uploaded contacts to the dialer and logged results back to the CRM for tracking.
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• Awaz.ai Voice Automation: Awaz.ai’s platform was the core of the campaign, handling the automated dialing and interactive voice conversations. The AI agent managed call dialogues in real-time, logged responses (confirmed, not attending, no answer, etc.), and recorded call results. Awaz.ai’s dashboard also provided live monitoring and analytics on the campaign’s progress (calls completed, success rate, etc.).
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• Email/SMS Follow-up Systems: The provider also had email and SMS tools at the ready. These were used in tandem with the voice campaign – for example, an automatic follow-up email could be sent to any contact who did not answer the call or who requested additional information. Likewise, SMS reminders could be triggered on the day of the webinar for those who had confirmed, as an extra touchpoint. By tagging call outcomes in Awaz.ai (such as “left voicemail” or “not available”), the team could easily push segmented follow-up communications through these channels. This multi-channel integration ensured that no registrant fell through the cracks: if a phone call didn’t reach them, an email or text would serve as a backup reminder.

Campaign Execution and Performance

Over the course of the campaign (during the 2-3 days before October 24, 2024), the AI agent attempted hundreds of calls to reach all registered attendees. The scale of this outreach was something that would have been nearly impossible to do manually in such a short window –  calling 800+ people by hand would require significant staff time (for example, a human agent might only make about 100 calls in an 8-hour day​, and at considerable cost). In contrast, Awaz.ai’s automated system handled the load effortlessly, dialing out in parallel and completing all calls quickly and at minimal cost.

Key campaign call metrics:

• Total Dials Attempted: 838 calls were placed to registrants in total. (Some contacts received more than one attempt if not reached initially.)
• Live Pickups (Human Answered): 36 calls were answered by the registrant themselves. In these cases, the AI agent engaged the person in conversation, delivering the reminder and asking for confirmation.
• Voicemails Left: 38 calls reached a voicemail system (answering machine). The AI left the preset voicemail message on those.
• No Answer: 725 calls were not answered at all (no pickup and no voicemail). These were cases where either the call rang out or the contact could not be reached during the campaign window. They remained marked for follow-up by other means (such as an email reminder).
• Confirmed Attendances: 37 registrants verbally confirmed their attendance during the AI calls (the AI marked these as successful confirmations). This was the primary success metric – individuals who explicitly stated they planned to attend after the reminder.

It’s worth noting that the AI agent handled responses dynamically. For example, if a person picked up and confirmed they would attend, the agent thanked them and perhaps reminded them to check their email for the webinar link. If a person said they might not make it, the agent could express regret and assure them that a follow-up email (or perhaps a link to a recording) would be sent for their reference. All of this happened in real time, guided by the script and conditional logic. The tone of voice remained friendly and understanding throughout, which helped maintain a positive experience even for those who couldn’t attend.

On the 36 live calls, the AI’s human-like and polite demeanor (as configured in the script) was crucial. Many recipients responded as if they were speaking to a human assistant, indicating the AI succeeded in creating a natural conversational flow. This kind of personal touch at scale is what made the difference in turning registrations into actual attendees.

Results and Comparison

The voice reminder campaign delivered significant improvements in webinar attendance at a fraction of the usual cost. Out of 838 contacts dialed, 37 additional people were confirmed to attend thanks to the calls – people who might not have shown up otherwise. The total campaign cost was just $27.31 (this includes telephony charges for the AI calls). That translates to a cost per confirmed attendee of only about $0.74.

To put this in perspective, manually calling hundreds of registrants via a sales or support team (or outsourcing to a call center) would have been far more expensive. Industry benchmarks show that each human-handled call can cost on the order of a few dollars when factoring in wages and overhead – roughly $2.70 to $5.60 per call on average for call centers​. Securing one webinar attendee via live callers (say, an SDR phoning people to remind them) could easily cost $4–$10 or more in labor and phone expenses, considering not every call results in a reached person or confirmation. In contrast, Awaz.ai achieved confirmations for well under $1 each, representing an 80–90% cost reduction per result compared to traditional methods. The automated approach not only saved money, but also freed staff to focus on other tasks instead of dialing phones.

More importantly, the improved follow-up boosted the actual webinar turnout significantly. By directly speaking to registrants (or leaving them personal voicemails), the provider ensured that far more people remembered and prioritized the Expert Elite Class session. When comparing to previous webinars where only email reminders were used, the attendance rate increased dramatically – in fact, the provider estimates the webinar saw up to a 300% increase in attendance relative to email-only reminder campaigns. In practical terms, this could mean triple the number of attendees present in the live session, simply because they received a timely, personal phone reminder that motivated them to join. Such a surge in attendee numbers can have a substantial impact on the webinar’s success, follow-up sales, and the overall ROI of the event.

Additionally, the campaign yielded valuable data for the provider’s sales and marketing teams. They could clearly identify who was still interested (those who confirmed), who was unreachable by phone (no answers), and who had scheduling conflicts. This information allowed targeted follow-ups after the webinar: for instance, sending the webinar recording to those who missed it or perhaps reaching out with an SMS on the event day for those who confirmed. The voice agent’s structured call outcomes essentially segmented the audience by engagement level automatically.

Conclusion

By leveraging Awaz.ai’s AI voice calling solution, the US-based e-learning provider successfully tackled the webinar no-show problem in a cost-effective and scalable way. The flagship webinar’s attendance was maximized through friendly automated phone calls that added a personal touch beyond what an email could achieve. The case demonstrated that even for a large volume of registrants, an AI-driven outreach campaign can be deployed quickly and handle the load reliably – something that would be impractical with purely human callers. With 37 attendees confirmed for just $27 in spend, the provider far exceeded industry benchmarks for cost-efficiency, and achieved a level of attendee engagement (nearly 3x the normal turnout) that materially improved the webinar’s impact.

This case study highlights a compelling use of conversational AI: improving event attendance. For businesses running webinars or online events, using an AI voice agent for reminder calls can significantly enhance engagement rates while keeping costs low. The e-learning company in this study can now confidently replicate this strategy for future webinars, knowing that voice AI outreach reliably turns sign-ups into actual attendees – boosting the value of their events and the satisfaction of their audience. The success of the Expert Elite Class reminder campaign illustrates how a smart combination of technology and strategy (CRM integration, tailored scripting, multi-channel follow-ups) can solve a pressing business challenge and deliver clear, measurable results.

Overall, the adoption of Awaz.ai for webinar reminders provided the e-learning provider with a scalable virtual calling team that operates for pennies per call, yet delivers a human-like, personalized experience to customers. This led to greater attendance and engagement at the live session, validating the power of AI-driven voice outreach in the e-learning and events arena. With such outcomes, the provider is poised to continue using AI voice campaigns as a standard part of their event promotion toolkit, confident that higher attendance and better ROI will follow.