How to Automate Missed Calls With Make.com and Retell AI

Using make.com with Retell AI, you can turn missed calls into automated sales and support workflows without writing code. This guide walks you step by step through building a no-code voice automation that answers calls, qualifies leads, and syncs data into your existing tools.

What You Will Build With Make.com

This tutorial is based on the call automation showcased in the Retell AI integration article. You will learn how to use make.com to connect Retell AI with your CRM and communication stack so every missed call is followed up automatically.

The end result is a voice agent that:

• Answers incoming calls instantly.
• Speaks in a natural, human-like voice.
• Collects caller details and intent.
• Creates or updates contacts in your CRM.
• Sends alerts to your team in real time.

Prerequisites for Make.com Call Automation

Before you build your workflow, prepare the following:

• A make.com account with access to scenarios.
• A Retell AI account with at least one voice agent configured.
• Access to your CRM or database (e.g., HubSpot, Pipedrive, Airtable, or Google Sheets).
• A phone number connected to Retell AI or your telephony provider.

If you need strategic help choosing your stack or scaling automations, you can consult an implementation partner such as Consultevo.

Step 1: Plan Your Make.com Voice Workflow

Before touching make.com, define what should happen during and after each call. Use the original Retell AI and Make integration example as a reference while answering these questions:

• Who is calling? New leads, existing customers, or mixed traffic?
• What information should be collected on the call (name, email, need, budget, etc.)?
• Which system will store call data (CRM, spreadsheet, or database)?
• How should your team be notified (email, Slack, Microsoft Teams, SMS)?
• What triggers a follow-up task or deal creation?

Having this logic on paper makes configuration inside make.com faster and less error-prone.

Step 2: Create a New Scenario in Make.com

Now you can begin building the automation inside make.com.

1. Log in to your make.com dashboard.

2. Click Create a new scenario.

3. On the canvas, search for the Retell AI module, or start with a generic webhook if your telephony provider is sending call events.

4. Select a trigger module that starts the scenario when a call is completed or a transcript is ready.

At this point, you have a blank workflow that will run every time your caller finishes speaking with the voice agent.

Step 3: Connect Retell AI to Make.com

The core of this automation is passing call data from Retell AI into make.com.

1. In Retell AI, open the settings for your voice agent.

2. Locate the section for Webhooks or Integrations.

3. Copy the webhook URL generated by your trigger module in make.com.

4. Paste that URL into the Retell AI webhook configuration so every completed call sends data to make.com.

5. Save the changes, then place a test call to your voice agent.

After the test call, return to your scenario and click Run once. Check that the trigger module successfully receives the payload, including the transcript, caller number, and metadata.

Step 4: Parse Call Data Inside Make.com

With the call payload arriving in make.com, you can extract and transform the fields needed for your business logic.

Using Make.com to Extract Key Fields

Use built-in tools in make.com to prepare data:

• JSON parsing modules to access nested objects in the webhook data.
• Text functions to clean names, emails, or notes.
• Date and time tools to normalize call times and time zones.

Typical data points you will map include:

• Caller phone number.
• Call start and end timestamps.
• Full transcript of the conversation.
• Agent summary or extracted fields if you configured the voice agent to output structured data.

Adding Conditional Logic With Make.com Routers

Next, use routers and filters in make.com to branch the workflow:

• Route new leads vs. existing customers.
• Separate support requests from sales inquiries.
• Identify high-intent leads based on keywords or agent scoring.

Each path can create different tasks, alerts, or records in your connected tools.

Step 5: Sync Calls to Your CRM With Make.com

Now that data is parsed, connect make.com to your CRM or database.

1. Add your CRM module (for example, HubSpot, Pipedrive, Salesforce, or Airtable) to the scenario.

2. Authenticate the integration using an API key or OAuth, following the prompts.

3. Choose an action such as Find or create contact or Create deal.

4. Map fields from the Retell AI payload into CRM properties:

   • Caller number → Phone field.
   • Caller name → Name field.
   • Email or company (if captured) → Contact properties.
   • Transcript or call summary → Notes or call log.

5. Optionally, add tags or custom fields to label that the contact came from the voice agent.

This ensures every call processed by Retell AI is reflected in your system of record via make.com, with full context for your team.

Step 6: Notify Your Team in Real Time

Immediate notifications help sales and support teams act on high-intent calls quickly. You can use make.com to broadcast alerts.

Building Notification Paths in Make.com

Add one or more notification modules:

• Email: Send a detailed summary to a shared inbox.
• Slack or Microsoft Teams: Post into a channel with key details and a link to the CRM record.
• SMS: Notify an on-call team member for urgent calls.

Include in each message:

• Caller information.
• Reason for the call.
• Call outcome and next steps.
• Link to the full transcript or CRM record.

By letting make.com handle notifications, you remove manual handoffs and speed up follow-up.

Step 7: Test, Monitor, and Improve in Make.com

Once your scenario is fully wired, validate it carefully.

1. Use the Run once function in make.com with several test calls.

2. Confirm that every branch behaves correctly: contact creation, deal creation, and notifications.

3. Inspect scenario logs to catch mapping errors or missing fields.

4. Adjust filters, conditions, and text parsing rules based on real transcripts.

5. Turn the scenario On and monitor performance during the first days.

Continue refining your voice agent prompts in Retell AI and your logic in make.com so the automation better matches your sales and support processes.

Next Steps: Scale Your Make.com Voice Automations

After your first voice workflow is stable, you can extend make.com to cover more use cases:

• Route calls differently for VIP customers vs. new prospects.
• Trigger drip campaigns in your marketing platform after qualifying calls.
• Update ticketing systems for support conversations.
• Generate summaries for management dashboards.

By combining Retell AI with make.com, you create a flexible automation layer for every phone interaction, ensuring that no call, lead, or opportunity is ever lost.

Need Help With Make.com?

If you want expert help building, automating, or scaling your Make scenarios, work with ConsultEvo — certified workflow and automation specialists.

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