Lead captured from Facebook Lead Ads and stored
n8n + DBVoice AI
Voice & Text Lead Outreach — School Marketing Agency
Instantly engages Facebook leads with voice and SMS, nurtures over 5 days, and books admissions calls automatically.
Overview
What we built
A school marketing agency needed an automated system to instantly engage and nurture leads generated through Facebook Lead Ads, ensuring every inquiry received timely follow-up while reducing manual workload on the admissions and marketing teams. We implemented a Voice and Text outreach system that engages leads over a five-day period and automatically helps schedule calls with the school's admissions team when prospects respond.
The challenge
Why automation was needed
High lead volume combined with manual follow-up meant opportunities were slipping away:
- Leads from Facebook were not always contacted quickly, resulting in lost opportunities
- Manual follow-ups were inconsistent and time-consuming
- Admissions staff spent excessive time coordinating calls with interested parents
- No structured system existed to nurture leads automatically over multiple days
- High lead volumes meant many parents were never followed up with at all
The solution
How the workflow runs
Once a lead is submitted via Facebook Lead Ads, the system automatically runs a multi-day, multi-channel sequence.
Automated voice or SMS outreach initiated immediately
Retell AI + SMSFollow-up sequences run across 5 days if there is no response
n8n (wait nodes)Incoming replies detected and analyzed in real time
n8nInterested leads guided toward scheduling a call
Conversational agentAppointment booked automatically with the admissions team
Cal.comCalendar synced and both parties notified
Cal.com + Email/SMSTech stack
Tools that power it
Workflow Automationn8n
Voice & Conversational AgentRetell AI
Meeting SchedulingCal.com
Lead SourceFacebook Lead Ads
Follow-up ChannelsVoice + SMS
Impact & results
What changed after launch
- Immediate response to every lead submission—no more missed inquiries
- Increased engagement and response rates from parents
- Reduced manual follow-up workload for admissions staff
- Faster scheduling of admissions consultations
- Agency can now handle higher lead volumes without additional headcount
Outcome
The bottom line
A hands-off engagement pipeline that keeps the experience personal and responsive. Every lead is contacted instantly, nurtured over 5 days, and seamlessly handed off to the admissions team—without a single manual action.