Managing Leads

Learn how to create, edit, and manage leads effectively for your campaigns with proper variable setup and secondary contact management.

Creating a New Lead

Basic Information

1. Phone Number: Enter the primary contact number in international format
2. Campaign Assignment: Select which campaign this lead belongs to
3. Status: Automatically set to "Created" for new leads

Variable Setup

Assistant Default Variables

When you select a campaign, the lead automatically inherits variables from the assistant configuration:

• Pre-filled values: Assistant's default variables appear in the form
• Customization: Modify values specific to this lead
• Required fields: Some variables may be required for campaign functionality

Custom Variables

Add personalized information for your AI assistant to use:

Common variable types:

• customer_name: Person's name for personalized greetings
• company: Business name for B2B conversations
• last_interaction: Previous conversation context
• preferences: Customer preferences or requirements
• budget_range: Financial information for sales calls

Variable format example:

{
  "customer_name": "Sarah Johnson",
  "company": "TechStart Solutions", 
  "last_interaction": "Requested demo of premium features",
  "preferred_contact_time": "Afternoon EST",
  "industry": "Software Development"
}

Secondary Contacts

Add additional phone numbers for the same lead when you have multiple ways to reach them.

When to Use Secondary Contacts

• Decision makers: Multiple people involved in the decision
• Backup numbers: Mobile, office, home numbers for same person
• Department contacts: Different departments in same company
• Time-based contacts: Different numbers for different times

Secondary Contact Setup

1. Add Secondary Contact: Click "Add Secondary Contact" in the form
2. Phone Number: Enter additional phone number
3. Variables: Set specific variables for this contact (optional)
4. Order: Contacts are tried in the order you add them

Secondary Contact Variables

Each secondary contact can have unique variables:

• Different person: Use different name and role variables
• Same person: Use same personal info but different contact preferences
• Department-specific: Customize for specific department needs

Example - Multiple decision makers:

// Primary: CEO
{
  "contact_name": "John Smith",
  "role": "CEO", 
  "decision_authority": "Final approval"
}

// Secondary: CTO  
{
  "contact_name": "Jane Doe",
  "role": "CTO",
  "decision_authority": "Technical decisions"
}

Editing Existing Leads

Modifying Lead Information

• Phone number: Update if contact information changes
• Campaign: Move lead to different campaign if needed
• Status: Manually change status for campaign control

Variable Management

• Update values: Modify existing variable values
• Add variables: Include new information for better AI context
• Remove variables: Delete outdated or irrelevant data

Secondary Contact Management

• Add contacts: Include additional phone numbers
• Remove contacts: Delete invalid or unnecessary numbers
• Reorder contacts: Change calling sequence priority
• Update variables: Modify contact-specific information

Lead Status Management

Understanding Status Changes

Lead status automatically updates based on campaign activity:

• Created → Processing: When campaign starts calling
• Processing → Completed: When call succeeds or goal achieved
• Processing → Rescheduled: When call needs retry
• Rescheduled → Max Retries: When retry limit reached

Manual Status Control

You can manually change lead status when needed:

Reset for Re-calling

Set to "Created": Resets lead to be called again

• Use case: Lead requested callback at specific time
• Effect: Lead rejoins campaign queue
• Considerations: Respects campaign retry limits

Mark as Complete

Set to "Completed": Stops campaign from calling this lead

• Use case: Goal achieved through other channels
• Effect: Lead excluded from future campaign calls
• Considerations: Cannot be automatically reset by campaign

Other Status Changes

• "Scheduled": Queue for next retry attempt
• "Max Retries": Manually mark as exhausted
• "Rescheduled": Reset retry timer

Bulk Operations

Bulk Delete

Select multiple leads and delete them:

1. Filter leads: Use table filters to select specific leads
2. Select leads: Check boxes for leads to delete
3. Bulk delete: Choose delete action from bulk actions menu
4. Confirm: Review changes before applying

Bulk Export

Export filtered lead data for external processing:

• Apply filters: Filter by campaign, status, date range
• Select columns: Choose which data to export
• Include secondary: Option to include secondary contacts
• Download: CSV format for spreadsheet compatibility

Lead Organization

Use table filters, sorting, and search to organize leads by campaign, status, date range, or variable content.

Campaign Integration

• Single campaign assignment per lead
• Variable inheritance from assistant configuration
• Automatic coordination with campaign schedule and retry logic

Best Practices

Key Points

• Phone format: International format without spaces (+1234567890)
• Variables: Use consistent naming and relevant information
• Secondary contacts: Order by priority, avoid duplicates
• Privacy: Follow data protection requirements