Setting up automated lead distribution in a dialer like Convoso isn’t rocket science, but there are a lot of settings and gotchas that can trip you up. If you’re running a call center or sales team and tired of picking through spreadsheets or manually sorting leads, this guide’s for you. We’ll walk step by step through getting leads where they need to go—without overcomplicating things or relying on someone’s “best practice” that doesn’t actually work.
Why bother with automated lead distribution?
Manual lead assignment is a pain—slow, error-prone, and nobody wants to babysit a list all day. Automated distribution, when set up right, means:
- Agents get leads faster, so response times improve.
- Leads actually go to the right people (not just whoever yells loudest).
- You spend less time untangling mistakes and more time closing.
But let’s be real: set it up wrong, and you’ll just automate your chaos. Let’s avoid that.
Step 1: Get clear on how your leads should be distributed
Before you even log in to Convoso, figure out:
- How do you want leads assigned? By skill, schedule, round-robin, or something else?
- Are there compliance rules? (Think TCPA, state restrictions, etc.)
- What happens with recycled or uncontacted leads?
Jot this down. It’s easier to set rules in software when you know what you’re aiming for. Don’t get cute—keep it as simple as possible, at least to start.
Pro tip: If your team is small, resist the urge to build a Rube Goldberg machine. Complexity is the enemy of reliability.
Step 2: Prep your lists and lead data
Convoso is only as smart as the data you feed it. If your lead lists are a mess, the system will be, too.
- Clean up your CSVs. Make sure fields are consistent—especially phone numbers, time zones, and any tags you’ll use for routing.
- Decide on your key fields. Are you going to route by state, product interest, language, or something else? Make sure those fields actually exist in your data.
- Import your leads. In Convoso, go to Leads > List Management > Import Leads. Follow the prompts, and map your columns carefully. If you mess up the mapping, expect headaches later.
What to ignore: Don’t bother tagging every tiny detail in your data unless it directly affects how leads should be routed. “Nice to have” fields just slow you down.
Step 3: Set up your Lists and Campaigns
In Convoso, leads live on Lists, and Lists live inside Campaigns. Wrap your head around that hierarchy:
- Lists: Groupings of leads, usually by source or type.
- Campaigns: The actual dialing settings, routing, and agent assignments.
How to set it up:
- Go to Campaigns > Campaign List. Create a new campaign or pick an existing one.
- Inside your campaign, create or assign your Lists. You can set up different lists for different sources (e.g., “Web Leads,” “Purchased List A,” etc.).
- For each List, double-check the filters and settings. Make sure the right leads are in the right buckets.
Pro tip: If you get a ton of duplicate leads, Convoso has de-dupe settings. Use them. Nothing tanks morale like agents calling the same person twice in an hour.
Step 4: Define your lead distribution rules
Here’s where the magic (or the mess) happens. Convoso gives you several ways to distribute leads automatically:
1. Agent Skills
Assign skills to your agents (e.g., Spanish-speaking, licensed in X state, etc.), then tell Convoso to match leads based on those skills.
- Go to Users > Agent Management.
- Edit each agent and set their skills/attributes.
- In your campaign, set up skill-based routing under Campaign Settings > Lead Distribution.
When to use this: If you have leads that require specific expertise or compliance.
2. Priority/Weighted Distribution
You can assign weights so certain agents get more leads, or certain lead types go out faster.
- Under Campaign Settings > Lead Distribution, set priorities for each List or agent.
- For example, new hires might get fewer leads until they’re up to speed.
3. Round Robin
Classic “next in line” distribution. Simple, fair, and works for most teams.
- Toggle on Round Robin in your campaign settings.
- Convoso will rotate leads to available agents in order.
What works: Round Robin is usually the least drama. Skill-based is great if you have real differences in agent expertise.
What doesn’t: Don’t bother with hyper-granular weights unless you’re running a huge team and have data to back up the need. It gets messy fast.
Step 5: Configure Filters and Time Zones
Don’t annoy leads (or break the law) by calling them at 7 a.m. their time. Convoso lets you filter leads based on things like:
- State restrictions: Some states have strict calling windows.
- Time zone: Set up filters so the dialer only pushes leads to agents when it’s appropriate in the lead’s local time.
How to do it:
- Go to Campaign Settings > Lead Filters.
- Add filters for time zone, state, or whatever else matters to your compliance.
Caution: Don’t trust default filters blindly—double-check your state laws. Convoso can’t babysit you on compliance.
Step 6: Test your lead distribution
Never, ever trust that your setup works perfectly the first time. Test with fake leads or a small batch before letting real leads flow.
- Assign test leads with clear attributes (e.g., language, state).
- Log in as different agents (or watch them) to see who gets which leads.
- Adjust your rules and filters as needed.
What to ignore: Don’t test with your whole list at once. If something’s wrong, it’ll be a nightmare to clean up.
Step 7: Monitor and tweak
Once you’re live, keep an eye on:
- Lead response times: Are agents getting leads quickly?
- Agent complaints: If agents are grumbling, figure out if it’s fair or just growing pains.
- Lead recycling: Are uncontacted leads getting a second chance, or falling through the cracks?
You don’t need to babysit the system daily, but check in weekly at first. The sooner you catch routing weirdness, the better.
Pro tip: Convoso’s built-in reports are fine for basic monitoring, but export data if you want to do deeper analysis. Don’t rely on dashboards alone.
Step 8: Keep it simple, improve over time
The biggest mistake? Getting fancy out of the gate. Start with basic rules, get them solid, and only add complexity when you know it solves a real problem.
- Don’t try to automate exceptions. Handle edge cases manually until they’re common enough to warrant automation.
- If something’s breaking, strip it back to basics and rebuild step by step.
Wrapping up
Automated lead distribution in Convoso saves time, reduces errors, and makes life easier for your team—if you set it up with clear goals and keep things simple. Don’t get lost in the weeds. Start basic, test thoroughly, and adjust only when you actually need to. Most “advanced” features are just distractions until your foundation is solid.
Stick with it, keep an eye on your results, and you’ll spend less time firefighting and more time closing deals.