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ReCallSync Documentation

Overview​

ReCallSync is an AI-powered Sales Development Representative (SDR) platform designed to automate, optimize, and scale every stage of your outbound sales process. By combining advanced AI voice agents, automated email campaigns, and intelligent lead management, ReCallSync empowers businesses and agencies to boost conversions, streamline workflows, and maximize sales productivity—all with minimal manual effort.

Whether you're a sales team looking to scale outreach, a marketing agency seeking to deliver more value to clients, or a B2B service provider aiming to modernize your lead management, ReCallSync provides a comprehensive suite of tools to help you succeed. From automated lead generation and qualification, to personalized engagement, seamless appointment scheduling, and robust analytics, ReCallSync brings every aspect of sales development into one unified, easy-to-use platform.

With full white-labeling capabilities, deep integrations, and AI-driven automation, ReCallSync is the modern solution for businesses that want to accelerate growth, improve efficiency, and stay ahead in today's competitive sales landscape.

Account Setup and Login​

Lead Form Capture Setup​

After following the steps outlined below, you will be able to capture leads directly from your website and seamlessly add them into ReCallSyncAI for further engagement.

1. Access the Agency Config Tab​

Once logged in, navigate to the Agency Config tab in the main interface. This is where you'll manage your agency's core settings.

2. Configure Integration Settings​

Next, go to the Config Setting section under the Agency Config tab. Here, you'll need to fill out several important credentials.

The most critical fields are:

  • n8n Webhook URL: Enter the webhook URL provided by your n8n workflow.
  • n8n Webhook Secret: Generate the secret key associated with your webhook for secure data transfer.
How to Set Up n8n Webhook URL and Secret​

Step 1: Create Your n8n Webhook Workflow

  • In your n8n instance, create a new workflow using the Webhook node.
  • Copy the Webhook URL.

Step 2: Set Your n8n Webhook Secret in ReCallSync

  • In the ReCallSync go to the Agency Config Tab, there you'll see a field for the n8n Webhook Secret.
  • You can enter any secret value of your choice here (for example: mySuperSecretKey) or use the existing one.
  • Save your settings in ReCallSync.

Step 3: Configure Header Authentication in n8n

  • Go back to your n8n workflow and select the Webhook node.
  • Navigate to the Authentication section and choose Header Auth.
  • Create a new header authentication with the following details:
    • Name: Authorization
    • Value: Bearer your n8n webhook secret (For example, if your secret is mySuperSecretKey, the value should be Bearer mysupersecretkey2322.)

3. Set Up the Lead Capture Form​

After saving your configuration details, navigate to the Lead Capture Form section. Here, you'll find a script that you can copy and add into your website to capture inbound leads from website.

Now you're able to capture leads and perform smooth data flow and real-time lead capture.

How to Generate and Use Your ReCallSync API Key​

1. Generate Your API Key in ReCallSync​

  • Go to the API Key section under the Agency Config tab in your ReCallSync dashboard.
  • Click the Generate button to generate a unique API key for your account.
  • Copy the generated API key. This key will be used to authenticate requests from your n8n workflows to ReCallSync.

2. Store the API Key in n8n Credentials​

  • In your n8n instance, create a new credential.
  • Name it something notable, such as ReCallSync API.

3. Set Up Header Authentication in n8n​

  • In your n8n workflow, navigate to the Credential Section.
  • Choose Header Auth.
  • Create a new header authentication with the following details:
    • Name: Authorization
    • Value: Bearer your ReCallSync API key (For example, if your API key is mySuperApiKey, the value should be Bearer mySuperApiKey.)

4. Use the API Key for Secure Communication​

With this setup, every request from n8n to ReCallSync will include your unique API key in the Authorization header, ensuring secure and authenticated communication.

Onboarding Steps​

Getting started with ReCallSync is simple. Follow these steps to complete your onboarding and set up your account for success:

  1. Log In to Your Account

    • Start by logging in to your ReCallSync dashboard with your credentials.

  2. Navigate to the Onboarding Tab

    • On the left side of the screen, click on the Onboarding tab. This section will guide you through the essential setup steps.

  3. Complete All Required Credentials

    • Fill out each required field in the onboarding form. Make sure to provide all necessary credentials and configuration details to ensure your account is set up correctly.

  4. Automatic Workflow & Agent Creation

    • Once you've filled in all the details, ReCallSync will automatically create the essential workflows, credentials, and a Vapi Voice AI Agent for your account.

  5. Customize Your Workflows

    • You can now review and customize the generated workflows to fit your business needs. Use the pre-built workflows as a reference or starting point for your own automation.

Setting Up Automations​

Listen for Events in ReCallSync​

The Automation tab in ReCallSync lets you listen for important events, like lead creation, lead updates, or opportunity creation, and trigger actions in your n8n workflows. Here's how to set it up:

1. Add a New Automation​

  • Go to the Automation tab in your ReCallSync dashboard.
  • Click the Add Automation button to start creating a new automation.

2. Fill Out the Automation Form​

  • Name: Enter a clear, descriptive name for your automation (e.g., "New Lead Created").
  • Description: Optionally, add a short description to help you remember what this automation does.
  • Event Type: Select the type of event you want to listen for, such as "Lead Created," "Lead Updated," or "Opportunity Created."
  • n8n Webhook URL: Paste the URL of your n8n webhook where you want ReCallSync to send the event data.
  • n8n Webhook Token: Enter any secret token value of your choice. This token will be used for secure authentication between ReCallSync and your n8n workflow.

3. Set Up Header Authentication in n8n Webhook​

  • In your n8n workflow, go to the Webhook node's Authentication section.
  • Choose Header Auth.
  • Click on Create new Credential.
  • Add a new header with:
    • Name: Authorization
    • Value: Bearer same token entered in ReCallSync (For example, if your token is myWebhookToken, the value should be Bearer myWebhookToken.)

Make sure the token you enter here matches exactly with the one you set in ReCallSync.

4. Activate the Automation​

  • In ReCallSync, enable the Active toggle to activate your automation.
  • You can deactivate it at any time by switching the toggle off.

Setting up Conversation Tab as a Central Communication Tab​

ReCallSync enables smooth communication from the Conversation tab. You first need to set up automations for each messaging channel including WhatsApp, SMS, voice calls, and email. This setup allows the ReCallSync dashboard owner to send messages directly from one central platform, ensuring all interactions are tracked and managed efficiently.

1. Add a New Automation​

  • Go to the Automation tab in your ReCallSync dashboard.
  • Click the Add Automation button to start creating a new automation.

2. Fill Out the Automation Form​

  • Name: Enter a clear, descriptive name for your automation (e.g., "New Lead Created").
  • Description: Optionally, add a short description to help you remember what this automation does.
  • Event Type: Select the event type you want to automate, such as Send WhatsApp Message, Send Email, Send SMS, or Send Voice Call.
  • n8n Webhook URL: Paste the URL of your n8n webhook where you want ReCallSync to send the event data.
  • n8n Webhook Token: Enter any secret token value of your choice. This token will be used for secure authentication between ReCallSync and your n8n workflow.

3. Set Up Header Authentication in n8n Webhook​

  • In your n8n workflow, go to the Webhook node's Authentication section.
  • Choose Header Auth.
  • Click on Create new Credential.
  • Add a new header with:
    • Name: Authorization
    • Value: Bearer same token entered in ReCallSync (For example, if your token is myWebhookToken, the value should be Bearer myWebhookToken.)

Make sure the token you enter here matches exactly with the one you set in ReCallSync.

4. Activate the Automation​

  • In ReCallSync, enable the Active toggle to activate your automation.
  • You can deactivate it at any time by switching the toggle off.

5. Sending Messages from the Conversation Tab​

Once your automations are set up, you can easily communicate with leads directly from the Conversation tab. Here's how:

  1. Open the Conversation Tab

    • Navigate to the Conversation tab in your ReCallSync dashboard.

  2. Select a Lead

    • Click on the lead you wish to contact. This will open the conversation history and available messaging options for that lead.

  3. Choose Your Message Type

    • Select the type of message you want to send: Email, SMS, WhatsApp Message, or Voice Call.

  4. Compose and Send Your Message

    • Type your message in the provided field, then click Send.

AI Agent Toggle in the Conversation Tab​

In the Conversation tab, you'll find an AI Agent toggle button. This feature lets you control how messages are handled in each conversation:

AI Agent Enabled​

When the toggle is ON, ReCallSync's AI Agent will automatically respond to incoming messages, helping you engage leads quickly and efficiently.

Switch to Manual Mode​

If you want to take over the conversation yourself, you can switch to manual mode:

  1. Click the AI Agent toggle to turn it OFF.
  2. A confirmation message will appear: "Are you sure you want to switch to manual mode for this conversation? This will disable automatic AI responses. You'll need to handle all messages manually."
  3. Click Enable Manual Mode to confirm, or Cancel to keep the AI Agent active.

Important: Once in manual mode, you are fully in control—no automatic AI replies will be sent, and you'll handle all messages personally.

Creating and Activating a Voice Campaign​

ReCallSyncAI makes it simple to launch automated voice campaigns using AI-powered agents. Follow these steps to create, configure, and activate your campaign:

1. Create a New Voice Campaign​

  • Go to the Campaign tab in your ReCallSyncAI dashboard.
  • Click the Add Voice Campaign button.
  • Fill in the campaign details:
    • Name: Enter a name for your campaign (e.g., "Example Voice Campaign").
    • Description: Add a brief description to help identify the campaign's purpose.
  • Click Create to save your new campaign.

2. Configure Voice Campaign Settings​

  • Click on your newly created campaign in the Analytics page.
  • Go to the Settings section of the campaign.
  • Complete the Voice Campaign Settings form:
    • Vapi Assistants: Select the Vapi Voice Agent (e.g., Sales Pitch Agent) that will make the calls.
    • Start Date & Time: Set when the campaign should begin.
    • Working Hours: Define the daily start and end times for calls.
    • Time Zone: Choose the appropriate time zone for your campaign.
    • Retries & Follow-Ups:
      • Enable retries if you want the Voice Agent to call back leads who didn't answer.
      • Enable follow-ups if you want the agent to call leads again based on a follow-up date.
    • Maximum Retry Attempts: Set how many times the agent should retry.
    • Call Back Delay: Specify the delay (in minutes) between retry attempts.
    • Concurrent Calls: Set the number of simultaneous calls allowed.
  • Click Save to apply your settings.

3. Assign Leads to the Campaign​

  • Go to the All Leads tab.
  • Select one or more leads you want to include in the campaign.
  • Click Assign Leads.
  • Click Continue. You'll see a confirmation that leads have been assigned successfully. The assigned leads will now appear in the campaign's lead list.

4. Activate the Voice Campaign​

  • Go to the Analytics tab of your campaign.
  • Click the Activate Voice Campaign button to start the campaign.

You're all set! Your Voice Campaign is now live.