If your team does any outbound calling—sales, support, whatever—you already know the fun of staying compliant with do not call (DNC) rules. It’s not exciting, but blowing it can mean fines, angry prospects, or both. This guide is for folks tasked with making Gryphon’s DNC tools actually work in the real world—admins, ops, or just the “techy one” on a sales team.
If you’re looking for a magic button to fix compliance forever, sorry, it doesn’t exist. But Gryphon’s do not call list management tools do most of the heavy lifting—if you set them up right. Here’s how to do that without losing your mind.
1. Know What Gryphon Is (and Isn’t)
Before you start clicking around, it’s worth knowing what Gryphon does:
- It’s a filter, not a shield. Gryphon screens your outbound calls against federal, state, and even internal DNC lists. If a number’s on the list, it’ll block the call or alert the rep.
- It’s only as good as your setup. If your CRM data is messy or no one ever updates your internal lists, Gryphon can’t save you.
- It’s not a telemarketing robot. It won’t magically optimize your call scripts, and it doesn’t replace good judgment.
2. Get Your House in Order First
Don’t skip this step. Gryphon works best when you feed it clean, consistent data.
Checklist:
- Audit your current contact lists. Weed out obvious duplicates, old numbers, or contacts you shouldn’t be calling anyway.
- Decide who needs access. Figure out which reps, teams, or departments should be covered.
- Check your other tools. Are you syncing with Salesforce, another CRM, or dialing platform? Know how those connect to Gryphon—or if they don’t.
Pro tip: If your CRM is a mess, Gryphon will just reflect that mess. Fix what you can up front.
3. Set Up Your Gryphon Account
Assuming you’ve got your Gryphon admin login (if not, chase down your vendor or IT lead):
a. Add Users and Assign Roles
- Go to the admin dashboard.
- Add users individually, or bulk upload via CSV if you have a lot.
- Assign roles. Typical options:
- Admin: Full access. Only give this to people you trust not to break things.
- Manager: Can view reports, manage teams.
- User/Rep: Just makes calls.
What matters: Don’t overcomplicate roles—start simple, adjust as you go.
b. Connect Your Data Sources
Gryphon can work as a standalone, but it’s much better when plugged into your CRM or dialer.
- Look for integrations with Salesforce, HubSpot, or whatever you use.
- If there’s no out-of-the-box integration, you may need to export contacts as CSV and import them manually.
- Set up scheduled syncs if possible. Real-time is best, but nightly is usually fine for most teams.
Warning: Integrations are where most setups fumble. Test with a small data set before syncing your entire database.
c. Configure Your Call Rules
This is where you decide how Gryphon will handle flagged numbers:
- Block outright: Reps can’t call numbers on DNC lists.
- Warn and require override: Reps get a pop-up warning, but can override with a reason (not always recommended).
- Log and allow: Just tracks violations for reporting. Useful for training, but risky in live environments.
Pick the strictest setting you can actually live with. Most teams start strict, then relax for legitimate exceptions.
4. Import and Manage Do Not Call Lists
Gryphon checks multiple lists:
- National DNC registry (US)
- State-level lists
- Internal (company-specific) DNC lists
- Client or partner lists (if you contractually agree not to call certain numbers)
To import:
- Go to the DNC List Management section.
- Upload lists in the format Gryphon specifies (usually CSV or TXT).
- Map columns to make sure phone numbers land in the right field.
- Schedule regular updates—monthly or quarterly at minimum, but more often is safer.
What to ignore: Don’t bother uploading lists you won’t actually use. And if you get a “master list” from someone, double-check its sources—bad data is worse than no data.
5. Set Up Internal DNC Processes
Even with automated tools, you’ll need a human process for:
- Adding numbers to your internal list. Make this dead simple for reps (button, form, whatever).
- Handling opt-outs in real time. If someone says “don’t call me,” you need that logged immediately—not next week.
- Reviewing exceptions. Some numbers (existing customers, referrals) might be okay to call—set up a documented process for exceptions.
Pro tip: Make sure someone owns the process. “Everyone’s job” is code for “no one’s job.”
6. Test Everything Before Going Live
Don’t trust the setup—test it:
- Use test numbers on federal and internal DNC lists. Try calling them as a rep.
- Confirm that blocked calls are actually blocked.
- Check what happens when a rep tries to override a warning.
- Run a mock import to see if your CRM sync is pulling the right numbers.
- Review reporting to be sure it’s logging what you expect.
Be picky: If anything’s not working exactly as planned, fix it now. Compliance violations are expensive.
7. Train Your Team (the Right Way)
Don’t drop a procedural memo and call it a day. People need to understand why this matters.
- Explain the “why”—not just the process, but the risks (fines, lawsuits, angry prospects).
- Show them what a blocked call looks like. Screenshots or a quick live demo remove the mystery.
- Make opt-out logging mandatory. If someone objects, the rep must log it immediately.
- Keep it short. No one remembers a 90-minute compliance webinar. A 15-minute hands-on demo works better.
Pro tip: Reinforce this training regularly. People forget, and laws change.
8. Monitor, Audit, and Improve
Setting up Gryphon isn’t a set-it-and-forget-it deal.
- Run regular reports. See who’s trying to call blocked numbers, and how often.
- Spot-check exceptions. Make sure overrides are legit, not just lazy reps.
- Audit your lists. Old or stale lists are a compliance risk.
- Stay updated. Laws change. Gryphon usually updates its rules, but don’t count on it blindly—keep an eye on compliance news.
What not to stress over: Minor false positives (a blocked call that shouldn’t have been) are annoying, but better than a missed violation.
9. Common Pitfalls (and How to Dodge Them)
- Assuming Gryphon covers every scenario. It’s a tool, not a legal department.
- Messy CRM data. Bad data means bad compliance.
- Not updating lists. DNC status changes all the time; automate updates if you can.
- Poor team training. People need to know how and why to use the system, not just that it exists.
- Ignoring reporting. If you never look at compliance logs, you’ll miss problems until they’re expensive.
Wrapping Up
Keeping your team compliant with do not call rules isn’t glamorous, but it’s necessary. Gryphon helps—but only if you keep things simple, stay organized, and actually use the features. Don’t over-engineer your setup. Start with the basics, make sure it works, and improve as needed. That’s how you avoid the big mistakes and keep the lawyers off your back.