Round Robin Making it easy to allow your team to transfer data back to the Admin

✅ Summary:
This training video covers how to manage aging or stale contacts in a standalone team environment using PhoneBurner, where each user has their own separate database. Over time, team members may accumulate old, unresponsive contacts they no longer want to pursue. To streamline the cleanup process and maintain efficiency, the video demonstrates how to build a RoundRobin LeadStream called "Transfer to Admin", which allows reps to simply move contacts into a shared folder—automatically transferring them to the admin account.

Key steps include:

• Creating a RoundRobin LeadStream titled Transfer to Admin, with a distribution folder shared with the team.
• Assigning the admin as the sole recipient, and setting a recycle time (e.g., 1 day) after which contacts move into a nurture lead stream.
• Sharing the distribution folder with team members so they can drag and drop stale contacts into it, with no need to manually transfer or select folders.
• Automatically routing those contacts to the admin’s receiving folder, then into a nurture campaign lead stream for continued, less frequent outreach.

This automation reduces admin workload, eliminates user error from manual transfers, and keeps databases clean and active.

🏷️ Tags:
leadstream, roundrobin, data cleanup, transfer to admin, standalone accounts, nurture leads, lead recycling, PhoneBurner training, admin tools, sales automation, stale leads, folder sharing, contact transfer, team management

📝 Cleaned-Up Transcript:

As you and your team work through your data in PhoneBurner, especially if you're operating in a standalone team setup, you may encounter older contacts that reps no longer want to pursue.

Let’s start with a quick overview for those unfamiliar with PhoneBurner’s database structure. There are two configurations:

1. Network mode – A single shared database with team-specific access.
2. Standalone mode – Each team member has their own database. This is common for teams using LeadStream, especially RoundRobin LeadStreams, where data is distributed and managed individually.

In standalone setups, team members often accumulate older contacts that go untouched. For example, when I log in as Heather, I see two follow-ups—one due today and one that's nearly three weeks overdue. This can become a bigger issue as daily follow-up lists grow.

Let’s say Heather has reached out multiple times and is done trying. She wants to give the contact back to the admin.

Option 1: Manual Transfer

Admins can allow users like Heather to manually transfer contacts:

• Admin goes into the Team tab, edits the user (Heather), and enables the “Transfer Contacts” permission.
• Heather selects a contact, clicks Actions > Transfer, chooses the recipient (admin), selects a folder, and confirms.

While effective, this approach:

• Involves multiple clicks
• Risks user error (e.g., choosing the wrong folder)
• Requires each rep to understand the correct destination

Option 2: Admin-Initiated Cleanup

Admins can also use Advanced Search to find outdated leads across users:

• Filter for follow-up dates older than 7 days
• Select and transfer those contacts into the admin’s database or a new lead stream

This, however, requires ongoing admin maintenance.

Better Option: RoundRobin Transfer-to-Admin LeadStream

To simplify the process, create a RoundRobin LeadStream that lets reps send stale leads back to the admin by simply moving contacts into a shared folder.

Setup Steps (Admin Account):

1. Go to Contact Manager > Gear Icon > LeadStream
2. Click Add LeadStream
3. Name it: Transfer to Admin
4. Description: Allows team to transfer records into the Nurture campaign
5. LeadStream Type: RoundRobin
6. Distribution Folder: Create “Transfer to Admin”
7. Receiving Folder: Create “Transfer to Admin RCV”
8. Recycle Folder: Choose the folder tied to your Nurture LeadStream (e.g., “Nurture Calls”)
9. Recycle Time: Set to 1 day or longer (minimum allowed is 10 hours)
10. Add Admin as sole recipient (no lead limits required)

This setup moves contacts from the team member to the admin receiving folder. After the recycle period, they are pushed into the Nurture Calls LeadStream for continued, less frequent follow-up.

Share the Folder with Reps:

• Go to Manage Folders
• Share the “Transfer to Admin” folder with your team
• Optionally unshare the receiving folder (not needed for reps)

How Reps Use It:

Let’s log back in as Heather:

• She selects stale contacts
• Uses Move or drag-and-drop to put them into “Transfer to Admin”
• The contact disappears from her account
• It's routed directly into the admin’s receiving folder
• After 1 day, it goes into the Nurture Calls stream

This method removes all guesswork from the process—no folder selection, no confirmation steps, and no training needed beyond "move old leads into this folder."

Final Notes

You can customize this system further:

• Set up multiple transfer streams for different lead types
• Route into various follow-up lead streams depending on disposition or lead status

This is a smart, scalable way to clean up your team's data without overloading your admin or risking errors.

Thanks for watching, and I hope this helps your organization get more done in less time using the power of PhoneBurner.

Happy dialing!