How to Add Leads to the Dialer
How to Add Leads to the Dialer
Empowering Staff to Take Technical Action
At Meskula, we do not want routine technical work to stop simply because one particular person is unavailable. Our goal is to give trained staff the knowledge, access, and confidence to perform approved actions on leads safely and correctly.
Adding leads to the dialer is a good example. Once you understand what each status and tag controls, you can activate dialer routing for a new client, move an existing client’s leads into the dialer, and manage a large backlog without disrupting everyone else’s calling activity.
Empowerment does not mean making changes without thinking. It means understanding the intended result, choosing the correct process, checking the scope of the action, and knowing when to pause and ask for help.
Watch the Training Video
Use the video for the on-screen demonstration and the instructions below as your repeatable operating procedure.
Before You Begin
First determine which situation applies:
Brand-new client: The client has no existing leads in the system yet.
Existing client: The client already has leads, but dialer service was added later, the client was upgraded, or the original setup was missed.
This distinction matters. Updating the client status controls future lead activity, but existing leads may require a separate action.
A Helpful Screen-Display Tip
If you open a contact and some custom-field folders appear to be missing, check the field display setting.
When Hide Empty Fields or Folders is selected, a folder with no populated data may not appear. Change the view to All Fields and Folders before assuming that a field or folder has been removed.
Scenario 1: Brand-New Client With No Existing Leads
For a new client, the setup is straightforward:
Open the client’s contact record.
Go to the agent or client-information section.
Open the CRM Client fields.
Find Lead Status.
Select Has ISA.
If applicable, also select Red Flag.
Click Save.
If the person is truly new and no leads have been loaded yet, this is all that is required. New leads added from that point forward will follow the dialer-routing process.
Important distinction
Has ISA tells the system that the client’s leads should be routed into the dialer. Red Flag is a separate status and does not replace Has ISA. A client can have both statuses when appropriate.
Scenario 2: Existing Client With Leads Already Loaded
For an existing client, complete two parts.
Part 1: Update the client’s status
Open the client’s contact record.
Find the CRM Client fields.
Set Lead Status to Has ISA.
Apply Red Flag as well if appropriate.
Save the record.
This controls leads added from today forward.
Part 2: Add the client’s existing leads
Open the appropriate lead smart list, such as Expired Leads by Referral.
Filter the list by the client or referral agent.
Confirm that the displayed records belong to the correct person.
Review the total number of leads before selecting an action.
At this point, you must make a conscious decision: add all existing leads immediately or use the controlled drip workflow.
Choose the Correct Loading Method
Method 1: Add all leads immediately
Use this method only when the lead count is small enough that sending every record to the first dialer stage will not interfere with normal activity.
Select the leads in the filtered list.
Confirm the number of selected contacts.
Choose Add Tags.
Apply the Has ISA tag.
Confirm the action.
Adding the Has ISA tag places the selected leads into the dialer process immediately.
Method 2: Use the controlled drip workflow
This is the recommended method for a large backlog.
Do not send hundreds of old leads into the first dialer stage at once. Other clients may have only 10, 20, or perhaps 100 newly imported leads in that stage. A single backlog of several hundred leads can overwhelm the queue and interfere with the intended calling order.
Instead:
Filter the smart list to the correct client or referral agent.
Select the existing leads that need to be added.
Apply the Tool Add to Dialer tag.
Confirm the action.
That tag triggers the Tool – Add Contact to Dialer workflow. The workflow manages the backlog in a controlled sequence:
It processes up to 100 leads per day.
It sends the first 50 leads into the dialer.
It waits approximately two hours.
It sends the next 50 leads.
It applies the Has ISA tag as part of the process.
It removes the temporary Tool Add to Dialer tag after the action has been completed.
This produces the same final result as tagging every lead Has ISA manually, but the leads enter the dialer in a cleaner and more regimented way.
Recommended Decision Rule
Use the simplest safe method:
New client with no existing leads: Update the client’s Lead Status to Has ISA and save.
Existing client with a small number of leads: Update the client status, then apply Has ISA to the existing leads.
Existing client with a large backlog: Update the client status, then use Tool Add to Dialer so the backlog is dripped into the system.
When in doubt about whether a lead count is too large for an immediate load, use the controlled drip workflow or ask a supervisor before proceeding.
Staff Authority and Safeguards
Trained staff are empowered to perform this process without waiting for management to complete each click. Before applying a status or tag, however, you are responsible for verifying:
You are working in the correct client record or filtered lead list.
The client is supposed to receive ISA or dialer service.
The selected leads belong to the correct referral agent.
The number of selected records matches the intended scope.
You have chosen immediate loading or controlled dripping intentionally.
You understand whether the action affects future leads, existing leads, or both.
Stop and escalate the issue if the client’s service status is unclear, the filtered results contain another agent’s leads, the selected count is unexpected, or the required status, tag, or workflow cannot be found.
Common Mistakes to Avoid
Assuming a custom-field folder was deleted when empty folders are simply hidden.
Updating Has ISA on the client but forgetting about leads already in the system.
Applying Has ISA to hundreds of existing leads at once without considering the dialer queue.
Confusing the client-level Lead Status with the tags applied to individual lead records.
Selecting all contacts before confirming that the smart-list filter is correct.
Manually reapplying Tool Add to Dialer while the workflow is already processing the backlog.
Final Checklist
Before considering the task complete, confirm:
The correct client was selected.
Has ISA was saved in the client’s Lead Status.
Red Flag was added separately if required.
Future leads are now covered by the client-level status.
Existing leads were reviewed and handled when necessary.
The lead list was filtered to the correct referral agent.
The selected record count was verified.
A large backlog was sent through Tool Add to Dialer rather than loaded all at once.
No unexpected records or errors appeared.
The Goal: Capable Staff and Consistent Execution
Technical lead actions should not be mysterious or limited to one person. When staff understand what a field, tag, and workflow actually does, they can act faster, solve routine issues, and keep lead operations moving.
The standard is not merely to complete the action. The standard is to complete the right action, for the right client, on the right leads, at a pace the system can handle.
After watching the video, use this procedure whenever a client needs leads added to the dialer. If the situation falls outside these scenarios, pause and escalate rather than guessing.
