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

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Creating a New Lead

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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
Phone number format: Use international format without spaces or parentheses (+1234567890) for automation imports and file uploads.

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Variable Setup

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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

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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"
}

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Secondary Contacts

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

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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

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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
Contact order matters: Campaign will try contacts in sequence. Put the most likely to answer first.

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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"
}

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Editing Existing Leads

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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

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Variable Management

  • Update values: Modify existing variable values
  • Add variables: Include new information for better AI context
  • Remove variables: Delete outdated or irrelevant data
Campaign compatibility: When changing campaigns, ensure variables match the new assistant’s configuration.

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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

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Lead Status Management

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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

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Manual Status Control

You can manually change lead status when needed:

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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

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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

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Other Status Changes

  • “Scheduled”: Queue for next retry attempt
  • “Max Retries”: Manually mark as exhausted
  • “Rescheduled”: Reset retry timer
Status strategy: Use manual status changes sparingly. Let campaign automation handle most status updates for consistent behavior.

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Bulk Operations

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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

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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

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Lead Organization

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

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Campaign Integration

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

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Best Practices

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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
For troubleshooting common lead issues, see Leads Troubleshooting.
For information about importing leads in bulk, see Importing Leads.