New Calling Campaign for existing Contacts

✅ Summary:

This training covers how to build a structured outbound calling campaign in PhoneBurner using existing contacts who may have already been through other call processes. Since standard filters like call attempts can be unreliable with older data, the video shows how to build a systematic process using Advanced Search, tags, and custom dialing sets with dispositions.

Steps include:

1. Filtering contacts using criteria like custom fields, dates added, and folder exclusions.
2. Tagging those contacts (e.g., “New Call-In Campaign”) for easy tracking.
3. Creating a series of dialing sets (Call 1, Call 2, Call 3) with custom dispositions that automatically remove and apply tags to move contacts through each stage.
4. Saving segmented searches (e.g., NCC Call 2, NCC Call 3) based on tags and last call date to ensure contacts progress through the process systematically.

This ensures efficient outreach without overlapping or repeating calls, even with previously contacted data.

🏷️ Tags:

outbound campaign, contact segmentation, dialing sets, disposition tagging, advanced search, campaign automation, call tracking, lead follow-up, PhoneBurner tags, contact management

📝 Cleaned-Up Transcript:

Have you ever found yourself wanting to launch a new outbound calling campaign using existing data in your PhoneBurner account—data that's already been through some sort of calling process? If so, you're in the right place. We're going to build a series of calls for those existing contacts.

Of course, your reason for creating this campaign may vary, but the mechanics are the same. Let's dive in.

By now, hopefully you've been following along with the advanced search training module and understand how to use the advanced search feature in PhoneBurner. That’s what we’ll be relying on here—along with a few other tools.

Typically, when building a call process in PhoneBurner, we rely on dial session info like the number of call attempts or when someone was last called. That works great for new data. But with existing contacts—who may have been called varying numbers of times—we can’t rely on total call attempts. So we need a better way to work systematically through that data.

Step 1: Identify Contacts for the Campaign

We first need to define the contacts we want to include. That could be based on location, date added, a custom field, etc. In this example, we’ll use the “Annual Payment” checkbox marked as “Yes,” along with contacts added before a specific date (e.g., a year ago). We’ll also exclude certain folders, like those with scheduled appointments, follow-ups, or closed-won deals.

Run the search and let’s say it returns 19 contacts. Select them all, click Actions > Add/Remove Tags, and create a new tag like “New Calling Campaign.” Apply the changes.

Now, to easily find these contacts, go to Advanced Search > Tags, choose “New Calling Campaign,” and hit search. There are your 19 records.

Step 2: Create Dialing Sets and Dispositions

Next, let’s build out a process to systematically work through the data. Head to Settings > Dispositions, and create a new dialing set named “New Campaign Call 1.”

Now configure the buttons. For example:

• Add a voicemail button that plays a specific message for the first call.
• Assign a unique email or text if applicable.
• Most importantly, update the tagging rules:
  • Remove the “New Calling Campaign” tag.
  • Add a new tag: “NCC Call 2.”

Repeat for other dispositions like “No Answer.” Just make sure all relevant buttons update the tags correctly so the contacts move to the next step. For a disposition like “Bad Number,” you may just want to remove the tag without assigning a new one, since those contacts should be dropped from the process.

Step 3: Build the Remaining Call Steps

You can now duplicate the dialing set for the second call (e.g., “New Campaign Call 2”) and update:

• The associated voicemails, emails, or texts (if specific to that call).
• The tags: remove “NCC Call 2” and add “NCC Call 3.”

Repeat again for Call 3, and optionally add a final tag like “NCC Call Done” or remove all tags if no further action is needed.

Step 4: Create Saved Searches for Each Call Step

Go to Advanced Search again and save searches like:

• NCC Call 1 – contacts with the “New Calling Campaign” tag.
• NCC Call 2 – contacts with that tag and “last called before X days ago” (e.g., 3 days).
• NCC Call 3 – same, but maybe “last called before 5 days ago.”

This keeps each phase clean and ensures you only call contacts at the right time.

Step 5: Begin Dial Sessions

From the Contacts view, select the right saved search and begin a dial session using the corresponding dialing set. For Call 1, use the “New Campaign Call 1” dialing set, and so on.

You’ll also notice dialer presets—these can bundle all your settings into one click. While we’re not diving into presets in this training, they’re worth exploring to save time.

This approach ensures a structured, repeatable campaign for contacts who've already been in your system. You can avoid duplicate calls, maintain organization, and get more out of your existing data.

Thanks for watching—and happy dialing!