What is a LeadStream Recycle Folder and what is Recycling

📋 Summary:

This training video explores the recycling functionality within LeadStreams in PhoneBurner and how it can be used to systematically manage unconnected leads. Instead of simply assigning leads once and hoping for results, admins can use the recycle folder to ensure leads that aren't successfully worked are returned and redistributed—either within the same LeadStream or to a different one.

The video begins by explaining the foundational structure of LeadStreams, including the distribution folder (where leads originate) and the receiving folder (where leads are delivered to team members). It then details how leads move between these folders depending on the LeadStream type (blind pull, preview pull, round-robin, or lead blitz).

The main focus is on recycling unconnected leads, including:

• Setting a recycle folder: Define where leads should go after a set period if they aren't moved by the agent (e.g., back to the same LeadStream or into a new one).
• Recycle timing: Determine how long a lead stays in the receiving folder before being recycled. This varies depending on the type of lead and stream (e.g., 30 minutes for hot leads vs. 7 days for round-robin).
• Recycle trigger: Choose between recycling based on when a lead was last called or when it was first distributed.
• Recycle limit: Automatically move leads out of a LeadStream after a certain number of recycle cycles. For example, a hot lead may recycle 5 times before moving to a warm leads folder.

These recycling rules help automate lead management, reward reps who consistently work leads, and ensure no leads are neglected over time. The trainer uses helpful analogies of bins and desks to illustrate how leads move through the system.

🏷️ Tags:

lead recycling, LeadStream automation, lead distribution, blind pull, round-robin, lead management, recycle folder, lead lifecycle, contact ownership, sales automation, warm leads, cold leads

📝 Cleaned-Up Transcript:

Do you recycle?

No, I’m not talking about paper, plastic, or metal—I’m talking about leads. When you’re working leads or assigning them to your team, do you just give them out and hope for the best? Or do you recycle those leads and potentially assign them to someone else? That’s exactly what we’ll be talking about in this training—how to recycle leads within LeadStreams in PhoneBurner.

Let’s take a look at one of our LeadStreams. In the Contact Manager, click the gear icon in the upper-right corner and go down to LeadStream. You can also access this by clicking your image or initials in the upper-right and selecting Contact Settings, then clicking LeadStream on the left-hand side. This is where you can view or edit existing LeadStreams and create new ones.

To quickly recap: a LeadStream is a tool in PhoneBurner that helps you distribute leads to yourself or your team. There are several types of LeadStreams—blind pull, preview pull, round-robin, and lead blitz. We won’t dive into each type here (those are covered in other videos), but for this training, we’re focusing on lead recycling.

Let’s open an existing LeadStream—“Hot Fresh Leads”—and scroll down to the Recycle Folder section. This is optional, but powerful. Before we dig into these settings, let’s revisit the lead flow process.

Each LeadStream is tied to a distribution folder, which is where you place leads you want to make available to that stream. Think of it as a bin on a desk—leads in this bin are ready to be worked. How those leads are distributed depends on the stream type:

• In a blind pull stream, leads are only distributed when someone initiates a call.
• In round-robin, leads are distributed as soon as they’re available and assigned to the next rep in line.
• In preview pull, reps choose the leads they want to work.
• In lead blitz, everyone gets alerted when a new lead is available, and the first to claim it gets it.

Now, in addition to the distribution folder, every LeadStream also has a receiving folder—a personalized bin for each team member. When leads are distributed, they go into the rep’s receiving folder. From there, one of two things can happen:

1. The rep connects with the lead and moves it to another folder (e.g., Interested, Not Interested, Booked).
2. The rep doesn’t connect, and the lead sits in their receiving folder until it is recycled.

And that’s where the Recycle Folder comes in.

Let’s say a lead—Sally Prospect—is distributed to Johnny Caller. He calls but doesn’t connect. After a set time (say 2 hours), that lead is recycled—moved back to the distribution folder or a different folder for further action.

You can recycle leads back into:

• The same LeadStream
• A different LeadStream
• A completely different folder not tied to a LeadStream

This automation ensures leads don’t sit idle and gives other reps a chance to work them.

The next step is defining how long a lead should stay in the receiving folder before recycling. This depends on lead type:

• For hot leads, maybe you want them back in the pool in 30 minutes.
• For round-robin leads, maybe reps get 7 days to work them.

You can also choose when to re-start the recycle timer:

• From the time the lead was distributed
• From the last time the lead was called

In blind pull, since calling and distribution happen together, you’ll usually base it on time of distribution. But in round-robin or preview pull, leads can be assigned without being called immediately, so using last call time makes more sense. That way, reps who are actively calling retain the lead, and only idle leads get recycled.

For example:

• Johnny diligently works his 100 leads, calling daily. He keeps those leads because the recycle clock resets with each call.
• Sally doesn’t call hers. After 7 days, her leads are automatically recycled.

Next, let’s talk about the Recycle Limit—the number of times a lead can go through a LeadStream before being removed. If Sally Prospect recycles 5 times through the “Hot Fresh Leads” stream, you might want to move her to a Warm Leads stream. This prevents over-calling leads and helps you manage lead quality and lifecycle.

You can configure the system to move leads after a set number of recycles, not total calls or attempts. Why? Because calls/attempts aren't LeadStream-specific, but recycles are. This lets you have different recycle rules for each LeadStream:

• Hot Fresh Leads: recycle after 30 minutes, limit 5 times.
• Warm Leads: recycle every 24 hours, limit 3 times.
• Cold Leads: recycle every 7 days, no limit.

This lets you build automated, tiered workflows to handle leads throughout their entire lifecycle—from hot to warm to cold.

In summary, recycling ensures leads are never neglected, gives reps a fair shot at connections, and automates transitions across stages. Use recycle folders, timing rules, and recycle limits strategically to optimize performance and lead coverage.

Thanks for watching, and happy dialing!