If you’re running sales or support calls, you know callbacks are where deals get closed—or lost. Too many teams drop the ball here: calls get forgotten, reminders get lost in inboxes, and before you know it, that “hot” prospect is ice cold. This guide is for anyone using Quackdials who wants a dead-simple, effective system for callback tasks that actually works—without a bunch of extra busywork.
Below, I’ll walk you through a practical approach to scheduling and managing callbacks in Quackdials. I’ll flag what’s genuinely useful, what’s just window dressing, and how to avoid the classic pitfalls that waste time (or cost you sales).
Step 1: Get Your Callback Workflow Straight
Don’t overcomplicate things. Before you mess with features or automations, map out the basics:
- What counts as a callback task? (Missed call? “Call me next Tuesday?” Anything you owe a follow-up on?)
- Who’s responsible for callbacks? (Individual reps? A shared queue? Be specific.)
- How will you know if a callback is overdue?
Write this down. If your team doesn’t agree on these, none of the tech matters.
Pro tip: If you have more than one person handling callbacks, agree on handoff rules. Otherwise, tasks fall through the cracks because “I thought you had it.”
Step 2: Scheduling Callbacks in Quackdials
Quackdials has a built-in callback task system, but it’s easy to misuse if you’re not careful.
Here’s how to do it right:
When to Create a Callback Task
- Missed call with a voicemail or callback request
- Prospect says, “Call me back at X time”
- You make contact, but they’re not ready—schedule a follow-up anyway
If you’re logging every “might call back someday,” you’ll get overwhelmed. Be selective. Only create a callback if there’s a real next step.
How to Schedule
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In the call view, click “Add Callback”
After a call, look for the “Add Callback” (or similarly named) button—usually right in the contact’s profile or call log. -
Set a clear date and time
Don’t just pick “tomorrow.” Be specific, both for yourself and the prospect. If they said “next Thursday at 2pm,” that’s your time. -
Write a useful note
“Call back” isn’t enough. Add one line: - “Discuss pricing”
- “Wants demo recap”
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“Needs to check with manager”
You’ll thank yourself later. -
Assign the callback
If you’re on a team, make sure the right person owns the task. Don’t assume the system “just knows.”
What to skip:
Don’t bother with color-coding, tagging, or categorizing unless you’ve got a real reason. Most teams never look at these again.
Step 3: Tracking and Prioritizing Callback Tasks
This is where callbacks die if you’re not careful. The “tasks” section in Quackdials can easily become a graveyard.
Build a Daily Callback Habit
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Start and end your day with the callback list.
Don’t trust your memory or sticky notes. Make it a ritual: open Quackdials, check today’s callbacks, and knock them out before new calls. -
Sort by due date/time.
This is basic, but you’d be surprised how many people just scroll randomly. Focus on what’s due now. -
Triage overdue tasks.
If you’re behind, don’t just reschedule everything. Ask: is this still worth calling? Sometimes, it’s better to close a task than chase a dead lead.
Use Reminders—But Don’t Overdo It
Quackdials lets you set reminders or push notifications for callbacks. Use these for genuinely time-sensitive calls (e.g., “Call at 4pm sharp”), but don’t bombard yourself with reminders for every single follow-up. Alert fatigue is real.
Shared Queues: Handle With Care
If you use shared callback queues:
- Assign tasks clearly so someone is responsible.
- Avoid the “anyone can pick it up” trap—that’s how things get missed.
- Review the shared queue at least daily. Otherwise, tasks rot.
Step 4: Following Up Without Being Annoying (or Forgetful)
Callbacks are about timing and context. Here’s what works:
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Always reference your last conversation.
Even if Quackdials logs call history, start with, “Last time we spoke, you wanted to wait until after the conference...”
It shows you’re organized, not just dialing for dollars. -
Don’t keep rescheduling forever.
If a contact keeps dodging, set a cutoff: after 2-3 missed callbacks, close the task or move them to a nurture sequence. -
Log the outcome—every time.
After the callback, immediately mark it as done or reschedule. Don’t let open tasks pile up.
What not to do:
Don’t use the callback system as a to-do list for every “maybe.” If there’s no clear next step, archive it.
Step 5: Reporting and Fixing Your Callback Process
You can’t manage what you don’t measure. Even if you hate reports, spend 10 minutes each week checking:
- How many callbacks are overdue?
- Which reps (or queues) are overloaded?
- Are callbacks leading to real conversations, or just dragging on?
Quackdials has basic reporting for tasks—use it. If the numbers look off (too many open tasks, or callbacks always getting rescheduled), dig in and fix the process. Usually, this means:
- Making callback criteria clearer
- Closing out dead tasks
- Adjusting how you assign or schedule tasks
Warning:
Don’t get obsessed with perfect stats. The goal is to have fewer forgotten tasks, not to hit arbitrary numbers.
Common Pitfalls (And How to Dodge Them)
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Letting callback lists grow forever:
Set a weekly “cleanup” to clear old or irrelevant tasks. -
Over-relying on automation:
Quackdials can auto-create callback tasks, but if they’re not relevant, you’ll just ignore them. -
Leaving tasks unassigned:
Always make sure someone owns each callback. “Shared responsibility” usually means “nobody’s responsibility.” -
Forgetting to update after a call:
Finish the loop. After every callback, mark it done or reschedule. Otherwise, you’ll lose track fast.
Keep It Simple, Iterate as Needed
Managing callbacks in Quackdials isn’t rocket science, but it does take discipline. Set up a clear process, use the basic features well, and avoid the temptation to over-organize. If your callback list is under control and nothing slips through, you’re winning. If not, tweak your system—don’t just add more tools or tasks.
Callbacks are about showing up when you said you would. Do that reliably, and you’ll close more deals than any fancy workflow ever will.