Archive for calling lists

How to setup campaigns based on post codes

In some situations you may wish to take a telephone list and assign those numbers with certain post codes to specific agents to work on. This blog will explain how to take a full dialing list and split it up into individual campaigns based on the post code.

In Acarda Outbound a campaign has an associated calling list and the agents are assigned to teams which work on the designated calling list. To split the lists based on post code first import the calling data into a campaign e.g. Master List. Then make up the other campaigns using the post code number for easy identification e.g. Code 10001, Code 10012, Code 10016. Campaigns are set up under menu Setup then Campaigns. Note, when you import you must import the post code to the DialList field called PostCode.

Postcode campaigns

Figure 1: Campaign Name Setup

Once the Master List has had the calling list imported then you can use the List Management tools to shift data from that campaign to another one using the post code as the criteria. To do this, take the following steps.

  1. Open the Modify Campaign List Management Tool.
    1. In Acarda Outbound Team: open Acarda Outbound Manager click on the Manage tab then in the List Management group of icons, click on the Modify Campaign icon.
    2. In Acarda Outbound Solo: click on the Administration tab (rather than the Agent View tab) and click on the Manage tab, then in the List Management group of icons, click on the Modify Campaign icon.
  2. On the left-side, click on the master list campaign you imported the calling list to.
  3. On the right-side, in the Filter Criteria panel, enter the Post Code for the calling list records you wish to move to a specific campaign. You can leave the original records in the master list if you want to and just copy the selected records into the new campaign. Do this by checking the “Retain original records” box.
  4. Now click the Modify button.

Modify campaign

Figure 2: Modify Campaign

You can view the records in the campaign the usual way by clicking View in the Campaign group of icons under Manage. For more information on how to import calling lists please contact us.

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How are called records managed in Acarda Outbound?

Unlike paper-based manual dialing processes where you need to keep track of what leads have been called, and which ones need to be called back, Acarda Outbound looks after all this for you automatically. For example, if you had a small campaign of 1,000 leads for California and the first day ten of your sales people only contacted 400 of those leads, what happens the next day when they start calling; do they have to worry about getting some of the already called leads again? The called leads already have been attempted or dealt with yielding results that could be: not interested, sale made, already called, wrong number, call back again, etc.

The good news is that you do not need to worry about the 400 called leads from the day before. Acarda Outbound takes care of it for you. Each lead, or list record, has a Status. The status starts at “Not Called”, usually moves to “Call Back” and then on to “Called”. When a lead is out at an agent it is “In Progress”. When too many call back attempts are made then it changes to “Failed xxx” where xxx is the call back type whose limit was reached e.g. “Failed Busy” or “Failed No Answer”.

All the leads in the campaign start as “Not Called” but once they go to the agent they will usually come back as either “Called” (if they are finished with and you have a final disposition/response) or “Call Back” (if they were busy, no answer or a requested call back was set). If the person reached told the agent not to call them again then the agent clicks the “Do Not Call” button (Figure 1) and the status of “Do Not Call” is set and the number is added to the Do Not call list.

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Figure 1: Toolbar with Response options.

The following day you just carry on with the campaign and Acarda Outbound will first send the agents requested call backs that are due to be called, then reattempts for busy or no answer, and then, if there are no call backs due, it will send a new lead. Once the agent gets hold of someone then they select a disposition (also referred to as a Response), via the Response button (Figure 1) e.g. you could have a response for “Interested”, “Not Interested”, “Appointment Made”, “Send Information”, “Sold To Previously”, “Called Already”, “Incorrect Number”, “Invalid Number”, “Try Next Year” etc. If the agent does not reach anyone they would select a call back type via the Call Back button (See Figure 2 and Figure 3).

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Figure 2: Toolbar with Response and Call Back buttons.

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Figure 3: The Call Back Type.

The dispositions, also referred to as Responses, are set up under Support Tables as follows:

  1. Go to the Setup screen:
    • In Acarda Outbound Team: open Acarda Outbound Manager and click on the Setup tab.
    • In Acarda Outbound Solo: click on the Administration tab (rather than the Agent View tab) and then the Setup tab.
  2. Click on the Support Tables icon in the Setup group of icons.
  3. The Support Tables panel should open up with the Responses table selected in the top row of the list on the left side (Figure 4). On the right side is where you add a new response or edit an existing one.

When you add a disposition to the Response table you can select a Layout and a List Order. If you are not using any specific layout for your agent screens then you are using the [Default] layout and that should also be selected as the Layout that the response belongs to. The List Order determines the order the Reponses will be listed in when you click on the Response button in Acarda Outbound Agent, also the order the response is listed in in the Dial Card drop down list. Note you do not need to have a disposition for the call backs as call backs must be set via the Call Back button, not the Response button. Also do not have a disposition for “Do Not Call” as you must use the Do Not Call button instead.

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Figure 4: The Support Tables screen.

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How to add new numbers to your dial list

This blog explains how to add a new, one-off, telephone number to your dial list to call. It applies to the team edition of Acarda Outbound and the solo edition when you set the Agent View screen to Card View. In solo the Agent View is set on a per user basis in Administration under the Setup tab then Users.

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Figure 1: Users Settings for Agent View.

When you set up an outbound calling campaign, usually, in Acarda Outbound Manager, you would import a csv file list of numbers and contact details that you intend to make the calls to. This calling data is referred to as a Dial List because it is a list of numbers to dial for a campaign. When the agents whose team is assigned to the campaign log in they would be sent the numbers to call, one at a time and the number with associated data are displayed in the Acarda Outbound Agent screen in an area referred to as the Dial Card. It is called this because it is like a business card view of one record from the Dial List.

In some cases, however, you may not have a calling list to import into Acarda Outbound. There are situations where the agent is building up the calling list on the fly, for example, they could be working through the telephone book to find numbers to call. Acarda Outbound Agent provides the ability for agents to add a new number to your Dial List for the campaign they are working on. Take the following steps to do this:

1. Finish of any Dial Card record displayed currently in the Dial Card panel by clicking the Call End button.

2. Once you have a blank empty screen click on the Action button and select Add Dial Card.

3. An input box will pop up for you to enter the telephone number you wish to add. Enter the number and then click the OK button. After the Acarda Outbound Server checks the Do not Call list database it will add the telephone number and it will be displayed.

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Figure 2: Agent Screen with blank Dial Card and Action Menu open.

For more details on Acarda Outbound please see http://www.acarda.com/telemarketing-software-team.html. You can download an Acarda Outbound trial via http://www.acarda.com/downloads.html

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