Streamlining Phone Connections Between Team Members and Prospective Clients

Understanding the Process

To effectively automate phone connections between your team members and leads, it’s important to first understand the underlying process. Below is an overview of the steps involved:

1. Lead Submission: A potential client fills out a form, entering their details like name, email, and phone number.

2. Workflow Activation: Upon form submission, the Customer Relationship Management (CRM) system triggers a pre-configured workflow.

3. Initiating the Call: As part of this workflow, a call is automatically set up to connect your team with the lead.

Configuring the Automated Call

Setting up the call is central to this automation. Here’s a guide on how to configure it:

Call Setup: Within the workflow, choose the call action step where you will specify the parameters for the phone call.

Whisper Message: Create a whisper message that will be played to your team member before connecting the call. This message usually provides context about the lead, such as their source (e.g., "This is a lead from [Your Agency Name]").

Call Acceptance: Configure the system to require a specific key press from your team member to accept the call. This ensures the call is accepted intentionally before proceeding.

• Connecting the Call: After acceptance, the system automatically dials the lead’s number, connecting your team member with the lead.
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• Example Scenario

  To demonstrate, imagine a prospective client fills out a contact form on a dentist's website. Here’s how the system would handle this:

  1. The client’s submission triggers the workflow, initiating a call to the dentist.

  2. The dentist answers, hears a whisper message providing context, and presses the designated key to accept the lead.

  3. The CRM then dials the client’s number, connecting them directly to the dentist.

• Troubleshooting and FAQs

  Spam Risk Alerts: If your calls are being flagged as spam, try using a more familiar number or inform the leads in advance about the call they should expect.

  Issues with Call Acceptance: Ensure that the acceptance prompt is clear and that your team members are aware of the key to press.

  Frequently Asked Questions:

  • Can the whisper message be customized? Yes, you can fully customize the whisper message to suit your needs.

  • What if the lead doesn’t answer? You can set the workflow to either attempt the call again after a specific interval or leave a voicemail.