Scheduled Calls Explained: How to Track Every Outbound Callback Kai Has Lined Up

Scheduled Calls is the page where you watch every outbound call Kai has lined up — pending, scheduled, in progress, or just finished — and step in if one needs a retry or a cancel. It doesn't decide who Kai calls or when; it's the tracking and control surface for callbacks that something else already queued.

Outbound follow-up only works if you can trust it's actually happening. A form callback that silently failed, or a campaign call still sitting in "pending" three hours after it should have gone out, is worse than no automation at all — you think the lead got a call, and nobody did. Scheduled Calls exists so that gap is visible instead of hidden.

This guide covers what the page actually shows, what you can do from it, what it doesn't control, and how it fits next to Workflows.

---

Table of Contents

1. What Scheduled Calls actually is
2. What you can do from the page
3. What it doesn't do
4. How to use it, step by step
5. How this relates to Workflows
6. What it costs
7. FAQ

---

What Scheduled Calls actually is

Open Dashboard > Calls > Scheduled and you'll see every outbound call Kai is about to make, is currently making, or just finished. The page auto-syncs with the underlying telephony provider each time you load it, so the statuses on screen are fresh — not a stale snapshot from this morning. A header note shows exactly when the last sync ran, and a Refresh button lets you force a new one on demand.

Three filter chips narrow what you're looking at: All, Form Callbacks (calls triggered when someone fills out a form on your site), and Campaigns (calls that are part of an outbound campaign you set up). Below the filters, four counters — Pending, Failed, Scheduled, and Completed Today — give you the pipeline at a glance, and a status breakdown card shows where calls are stuck across scheduled, queued, in-progress, ended, failed, busy, no-answer, and cancelled.

What you can do from the page

• See the full picture on every call — lead name, phone number, which agent is running it, its source (webhook or campaign, labeled specifically), attempt number out of the configured max retries, and when it fired or is set to fire.
• Spot what's overdue. Any call past its scheduled time gets a red OVERDUE badge instead of quietly sitting in the queue.
• See why a call failed. Failed rows show the underlying error message right under the status badge — no guessing.
• Cancel a call before it fires. The Cancel action appears on any scheduled or pending call.
• Retry a failed webhook callback. The Retry action re-queues it to fire again.
• Jump straight to the lead or the call record. Click a lead's name to open their record, click the number to dial it from your own phone, or use View Call / View Lead once a call has completed.
• Use it from your phone. On a narrow screen the table collapses into stacked cards, one per call, with the same information and the same actions.

What it doesn't do

• It doesn't decide who gets called or when. That decision is made upstream — by a Workflow, a campaign, or a form-callback webhook. Scheduled Calls only shows and manages what's already been queued.
• It doesn't add new calls to the queue. There's no "schedule a call" button here; this is a tracking and intervention view, not a way to create outbound work from scratch.
• It doesn't override consent or calling-hour rules. Every call it tracks — retried or original — still respects opt-outs, do-not-call status, and calling-hour restrictions the same as any other outbound call. Retry re-queues a call; it doesn't bypass the rules that would have blocked it in the first place.
• It doesn't retry campaign calls. The Retry action is scoped to failed webhook (form) callbacks specifically.

How to use it, step by step

1. Open Dashboard > Calls > Scheduled. The page syncs automatically on load.
2. Scan the four counters at the top — Pending, Failed, Scheduled, Completed Today — for a quick read on the pipeline.
3. Click the Failed counter to jump straight to the webhook callbacks that didn't go through.
4. For each failed row, read the error message under the status badge to see what happened.
5. Click Retry to re-queue a failed webhook callback, or click Cancel on any scheduled or pending call you want to stop.
6. Click Refresh any time you want the latest statuses pulled from the telephony provider instead of waiting for your next page load.

How this relates to Workflows

Scheduled Calls doesn't queue anything on its own — it's the downstream view of calls that Workflows already put in motion. A Workflow is the sequence: call, wait, text, wait, email, running automatically once a lead enters it. Every voice-call step in that sequence shows up here as a row you can watch, retry, or cancel. If you want to change what gets called and when, that's a Workflow edit. If you want to check whether a specific call actually went out, or stop one before it fires, that's this page. See /help/scheduled-callbacks for the full customer-facing walkthrough.

What it costs

Scheduled Calls is included on every KaiCalls plan — Solo starts at $69/mo, Pro at $199/mo, both with a generous answered-call allowance and no per-minute overage. There's no extra fee to view, retry, or cancel a call from this page.

FAQ

Does Scheduled Calls create new outbound calls? No. It tracks calls that a Workflow, a campaign, or a form-callback webhook already queued. There's no way to schedule a brand-new call from this page.

Can I retry a failed campaign call the same way I retry a webhook callback? The Retry action is scoped to failed webhook (form) callbacks. Campaign call retries are handled through the campaign itself.

How fresh is the status I'm looking at? The page auto-syncs with the underlying telephony provider every time you load it, and shows when it last synced. Click Refresh to force a new sync without reloading the page.

If I cancel a scheduled call, does the lead still get contacted some other way? Cancelling stops that specific call from going out. Whether the lead gets contacted again depends on the Workflow or campaign it came from — check there if you want a different next step.

Does a retried or rescheduled call skip do-not-call and calling-hour rules? No. Every call this page tracks, including retries, still respects opt-outs, do-not-call status, and calling-hour restrictions the same as any other outbound call.

---

See your own outbound pipeline. Open Dashboard > Calls > Scheduled to check what's queued, or call the KaiCalls demo line at (417) 386-2898 to talk to Kai first, or visit kaicalls.com.