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Last Updated: Wed, Nov 9, 2022

Automated calling for alerts, reminders & updates

Your important time-sensitive messages can now be heard with 'one-to-many' automated calling almost instantly by all your customers, employees or members fast.

Sigma Voice is a leading provider of 'one-to-many' calling and texting services.

Automated Calling (1 of 6)

Show Them Who's Calling

Your organization phone number is displayed to your contacts so that they know who is calling.

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Caller ID

The Caller Identification (Caller ID) is required for every phone call of your call broadcast. In order to stay compliant, the Caller ID must be a valid and working 10 digit phone number. It can be a landline phone number, mobile phone number or even a virtual phone number.

The Caller ID is important because it shows your contacts who is calling. Your contacts will appreciate this.

In your account, you can add more than 1 Caller ID if needed. This is especially useful for organizations with multiple locations. A few examples are a religious institution, medical office or retail stores with more than 1 location.

One additional point to remember is that some percentage of your contacts will call the Caller ID phone number back after getting the initial phone call. It's important for your team to be aware of that so they are prepared to receive answer any questions or provide any additional information as needed.

If the call broadcast message was about booking an appointment, the inbound team should be prepared to book an appointment for the customer.

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Your Time To Speak Up

Call our dedicated recording line, upload your audio file or use our text-to-speech voice at no extra cost.

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Recordings

There are 2 options with your recordings, a human voice text and a text to speech voice. Depending on the goals of your campaign, one may be a better option than the other.

If you choose the human voice option, you can upload a file from your device into your account. Most popular file types are accepted like MP3 and WAV.

Another option is to call a dedicated phone number and enter a secure PIN to record your message over the phone. The IVR system will prompt you step by step on creating and saving your recording.

It's very important to be in a quiet environment when making recordings for the best clarity possible during the call broadcast to your contacts.

Your recording can be as long as you like. It can be 1 minute, 5 minutes or even longer.

In most situations, recordings are usually less than 30 seconds and that seems to work the best.

For a Notify call broadcast, only 1 recording is required. The same recording can be used for humans and machines.

For an Offer or Remind call broadcast, 2 recordings are required. The recording for humans should contain language like "Press 0 to be transferred to our office". The recording for machines would be different and contain language like "Please call us back at 800...".

For a Poll call broadcast, several recordings are required. For humans, there must be a greeting recording, a recording for each question with answer choices and a closing thank you type recording. The recording for machines should explain why you're calling. Unfortunately, calls answered by machines can not participate in the survey for obvious reasons.

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Upload & Manage Your Contacts

Quickly import your contacts into your account. Duplicate phone numbers will be removed.

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Groups

There are 2 ways to add your phone list into the Sigma Voice automated calling system.

If you have a small phone list or want to create a testing phone list, you can enter the phone number of each contact manually.

For larger phone lists, there is an upload option. All the popular file formats can be used like Excel or even Notepad.

In addition to the phone number, you can add the contact's first name and/or last name as well.

After the group is created, it's easy to add new contacts, edit existing contacts or even delete existing contacts. In the event you want to delete a contact, we recommend adding the contact's phone number to the Call Block List in order to prevent this phone number from being called again.

In your account, you can upload many phone lists. This makes it easy to call a segmented phone list as needed. For example, a home services company may want to do a mass calling campaign to 10,000 customers over the course of 10 days. So the 10,000 contacts can be split into 10 groups of 1,000 phone numbers each.

Of course, you'll be able to call all 10,000 contacts in a few hours with Sigma Voice if you want as well.

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It's Easy To Honor Remove Requests

Easily add phone numbers to your block list. Before every call broadcast, do not call requests are removed everytime.

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Call Block List

In order to stay compliant with the applicable laws and honor your contact's preferences, our automated calling software offers a master do no call list for your convenience.

Any phone number added to your call block list will be automatically "scrubbed" from your phone lists prior to sending the call broadcast.

This is considered a best practice in the bulk messaging industry.

Note: It's not enough to simply remove a phone number from your contact list. Invariably, a new contact phone list will be uploaded with one or more phone numbers that were previously removed. As a result, those phone numbers will be called again unless those phone numbers are also in your call block list.

We also suggest downloading your call block list from time to time for backup purposes.

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Send Out Your Automated Calls

Your calls can be sent right away or scheduled for a future date & time. 100 calls can be sent within 10 minutes or less.

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Call Broadcast

There are a few important settings to consider when setting up the call broadcast.

The first is the date and time. By default, our automated calling service will be send your call broadcast immediately during the window between 9am and 9pm. Alternatively, your call broadcast can be scheduled at a later date or time. It's up to you. For example, tomorrow from 1pm to 4pm.

Next, you'll select the Caller ID and recordings you want to use along with the number of phone lines. The number of phone lines determines how fast your calls will be dialed. For example, if you select 10 phone lines, the system will dial about 600 phone numbers per hour. There is access to up to 100 phone lines by default which calls about 6,000 phone numbers per hour. Additional phone lines are available upon request.

Next, you'll select 1 or more groups you want to call. Our system automatically checks for and removes any duplicate phone numbers across your groups. Also, your groups are scrubbed again your call block list everytime as well.

Lastly, you can choose to retry busy phone numbers from 1 to 5 times. In most cases, if the first attempt is a busy signal the additional attempts will be busy as well. For organizations that are sending critical messages for inclement weather or other emergencies, we suggest using up to all 5 retries.

It's important to remember that most if not all of your customers will listen to your recording (whether answered live or later from their machine). The connect rate is much higher than nonprofit email open rates.

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Real-Time Reporting

The real-time reporting and PDF report shows which calls were answered by a human and which calls were answered by a machine.

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Call Reports

The Call Reports show a summary of how many contacts were called as well as the number of contacts who answered the call, the number of calls that went to voicemail and the number of busy phone numbers.

Answering machine detection is the name of the technology that allows outbound dialers to automatically detect a human answering live versus an answering machine or voicemial.

At any time during the call broadcast, it can be stopped and restarted.

Lastly, there is a CSV and PDF detailed call report that shows the result of each call to your contacts.

The call report is automatically emailed to the admin contacts of your Sigma Voice account at the completion of the voice broadcast.

Date First Last Phone Disposition Time
11:00am John Doe (NXX) NXX-XXXX Human 0.5
11:00am Mary Moe (NXX) NXX-XXXX Machine 0.7
11:01am July Dooley (NXX) NXX-XXXX No Answer 0.0

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Trusted by non profits, home services, universities and more.

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The Sigma Voice Difference

Here's what makes Sigma Voice the smarter choice.

Easy To Use

Setting up a call or text broadcast is so easy that you'll feel like a pro within just a few minutes.

Super Fast Delivery

Just sit back and watch as your calls and texts are sent out very quickly to all your contacts.

Real-Time Reports

You'll see the summary report as well as a detailed report that shows who got what & when.

Friendly Customer Support

We're happy to help anyway we can day or night even on weekends and holidays.

Competitive Pricing

Sigma Voice offers several low cost pricing options for mass calling and texting. Choose 'Pay As You Go' for only 6 cents per message or get an even lower rate with a monthly package.

Tons of features are included free like answering machine detection, real-time reporting, scheduling broadcasts, automatic opt-out, text to speech and more.

Also, knowlegable & friendly phone, email and chat support are included.

Learn more about Pricing

Industry Specific Solutions

Sigma Voice helps several industries like home services, senior living, recruiting & staffing and associations & unions generate more revenue from their existing relationships.

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Home Services

Generate More Revenue From Existing Customers


Sigma Voice is an excellent customer retention strategy for home services companies that offer carpet cleaning, hvac, pest control and plumbing services. It's very costly to acquire new customers, so it makes sense to keep the ones you've already earned. Email newsletter open rates are only about 25%. So the other 75% of your customers may be scrolling past your email specials for service. A Sigma Voice voice broadcasting press 1 campaign to book appointments can generate a 400% ROI for your business.

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Senior Living

Increase Census & Decrease Employee Churn


Senior living companies like nursing homes and assisted living facilities use Sigma Voice mass texting important informational updates to family members and staff members. Ongoing communication with families can help stabilize and increase census. In addition, employee communication from executive directors and other company leaders can decrease employee turnover.

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Recruiting & Staffing

Win More Job Placements


Sigma Voice is the perfect solution to use when a client needs several positions filled by tomorrow. Simply record your message and send your mass calling campaign to all your qualified candidates within a few minutes to see who is available. Staffing and recruiting companies use automated calling and mass texting to fill job orders, confirm candidate availability, update contact lists, inform candidates about important updates and send reminders to submit timesheets.

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Nonprofits

Increase Donations & Volunteering


Nonprofits like Churches and schools can quickly and easily contact donors and volunteers with our easy to use phone tree system to increase donations and engagement. Better communication means more informed members which can increase attendance at events, fundraisers and volunteer opportunities. It's easy to send important announcements, welcome new members, keep members informed, send emergency alerts and gather feedback with a phone survey.

AUTOMATED CALLING FAQ

Some frequently asked questions.

Yes! Sigma Voice offers a free trial of the calling service only. In order to qualify, please register using a company email address like name@organization.com.

You can call 1,000 contacts for about $50 in about 10 minutes. That's about 100 calls per minute! This example is based on a 30-second voice recording, which is an average recording length for an automated phone call. This is based on 10 cents per minute.

Automated outbound calling is a technology that delivers a pre-recorded to the phone numbers of an organization's contacts. It's much faster than manually dialing phone numbers 1 at a time.

  1. Set your Caller ID phone number
  2. Call to record your message
  3. Upload your contacts
  4. Schedule the calls to be sent

Your recording can be as long as you want. Usually, they're about 24 to 30 seconds. Be sure to record in a quiet room to make sure the recording is as clear as possible.

Sigma Voice accepts many popular formats like Microsoft Excel, CSV and TXT. Each phone number should consist of 10 digits.

Canada and US phones all use one single format: (NXX) NXX-XXXX, where N is 2–9 and X is 0–9. 

Parentheses, dashes and periods or ok. Also, duplicate phone numbers will be automatically removed.

Sigma Voice accepts multiple forms of payment exclusively through PayPal.

We're Seeing Stars

Pedro Hernandez profile picture Verified Customer

Pedro Hernandez

Medical Offices

This service is fantastic. Setting up automated calls is super easy and affordable. I highly recommend it.

Kristin Taylor profile picture Verified Customer

Kristin Taylor

Senior Living

Sigma Voice was so easy to set up. I needed to get an immediate message out to my 60+ family members. It’s affordable, the reports are amazing, and the customer service is beyond what I expected on a Sunday afternoon. Highly recommended!

Emma Otto profile picture Verified Customer

Emma Otto

Retail Store

We have used SigmaVoice for our business for a few years now, and it has been a very good experience. The website is simple, straightforward, and easy to navigate. Customer service is excellent; professional and prompt.

Mark Hamilton profile picture Verified Customer

Mark Hamilton

Nonprofit Organization

Sigma Voice exceeded our expectations for our call out needs. When we needed changes made they were happy to do so and performed changes in a timely manner. I highly recommend Sigma Voice.

Haith Johnson profile picture Verified Customer

Haith Johnson

Retail Store

Absolutely LOVE THIS SERVICE!!! I recommend using Sigma Voice for any growing business!! We have got great responds & is a good way to stay in touch with your customers base! Helps us to turn customers to Loyal Customers to VIP Customers!!!

Ken Doke profile picture Verified Customer

Ken Doke

Nonprofit Organization

I have been using Sigma Voice for a few years now on a number of campaigns. They have always been reliable and competitive. Their customer service is phenomenal. I highly recommend.

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