An AI-powered outbound dialer that identifies decision-makers, captures emails, and sends follow-ups — fully automated, zero manual calling.
Pick Up Pass partners with local elementary schools to provide parent pickup tags that keep students safe during dismissal. Local dental and orthodontic practices sponsor the tags, getting their logo and contact info in front of hundreds of families daily. But before any sponsorship can happen, someone needs to reach the right person at each practice and get their email.
With over 10,000 practices across five regional boards and zero outbound sales staff, manual cold calling wasn't an option.
10,000+ dental and orthodontic practices across Eastern, Central, Mountain, Pacific, and multi-state regions. No human team could cover that.
Dental offices have receptionists who screen every call. Getting past the front desk to reach the decision-maker is the hardest part of the sale.
The goal is straightforward — get a name and email. But every call requires IVR navigation, hold patience, objection handling, and natural conversation.
We deployed Amanda, an AI outreach coordinator that calls dental and orthodontic practices, navigates phone menus, speaks naturally with receptionists, identifies the decision-maker (office manager, doctor, or marketing manager), and captures their email for a follow-up overview.
The system integrates directly with Monday.com across five regional boards, respects timezone-specific calling windows, sends templated follow-up emails instantly after capturing an address, and writes every outcome back to the CRM — all without a single human making a call.
From CRM to email capture — the entire workflow runs on autopilot across all five regional boards.
The scheduler pulls callable leads from Monday.com across all active boards. Follows up on prior no-answers and voicemails automatically.
➞Amanda navigates IVR menus, greets receptionists naturally, explains the program in one sentence, and asks who to send the overview to.
➞Once the decision-maker is identified, Amanda collects their name and email, confirms it, and closes the call warmly.
➞A templated follow-up email is sent instantly with the sponsorship overview. CRM is updated with outcome, notes, and recording.
Here's what the system produced in its first two weeks — calling practices that had never been contacted before, navigating gatekeepers, and capturing emails from the right people.
Where every call ended up — from dial to decision-maker email.
Unlike static scripts or pre-recorded robocalls, the AI voice agent improves continuously based on real call data. Every edge case discovered in production — a new objection, a tricky phone menu, a receptionist pattern — gets translated into a prompt improvement that goes live instantly.
Amanda handles real phone conversations with dental office staff — navigating IVR menus, responding to gatekeepers, handling objections, and capturing emails. All while sounding natural enough that most people don't realize they're talking to AI.
Listens to IVR recordings, presses the right buttons, and reaches a live person — handling multi-location menus, patient type selection, and closed office detection.
Introduces herself, explains the program in one sentence, and asks for the right person. No hard sell, no pressure — just a calm, professional ask.
"We're not interested," "We already sponsor," "What schools?" — Amanda handles every objection with a natural, guideline-based response.
The moment an email is captured, a branded follow-up is sent automatically with the sponsorship overview. No delay, no human bottleneck.
Five regional Monday.com boards with timezone-aware calling windows. Every call outcome, recording, and note is written back in real time.
No-answers and voicemails are automatically rescheduled. Same-day retry for first attempts, next-day for subsequent — up to 4 total attempts per lead.
The first two weeks focused on the Eastern board only (3,000+ practices) while tuning the agent's behavior. The system is now expanding to all five regional boards — over 13,000 total practices across Eastern, Central, Mountain, Pacific, and multi-state territories.
With poll-then-wait call pacing, timezone-aware scheduling, and automated follow-up logic already in place, the infrastructure is built to handle full national coverage without adding a single human dialer.
If your business needs to reach thousands of prospects but doesn't have the team to make the calls, we can build the same system for you.
Book a Call →