Contractor pilot guide

Start with one business.
Follow each lead through.

Use a small, reviewed group of past inquiries to prove the workflow. Keep the business owner involved in customer selection, messages, and results.

1 · Prepare the workspace

Choose the owner and the records.

In Account & team, confirm the business, owner, timezone, and team access.
Choose a small group of past inquiries or estimates the business is authorized to review. A first group of 10–20 records is enough to inspect the process.
Use Import records to preview additions, updates, and conflicts before saving. An available CRM connection can supply records for review.

Ready when: each saved record has a clear source and duplicate conflicts have been reviewed.

2 · Review the opportunity

Open each record in Lead queue. Check the original inquiry, contact details, consent basis, current job status, and recent activity.
Exclude opt-outs, complaints, completed work, duplicates, and records with uncertain ownership. Hold anything that needs a person to check it.
In Campaign approvals, review the exact audience, sender, message, and schedule before authorizing a send.

Ready when: the owner can explain why every selected person is eligible and has reviewed the exact message.

3 · Handle calls and replies

Review inbound messages in Reply command center. A matched reply holds further campaign follow-up while the team reviews it; reply drafts still need approval.
In Connections & pilots → Calls & callbacks, review the AI receptionist’s summary, confirm callback details, and assign the appropriate follow-up status.
If booking is enabled, check the saved appointment date, time, and timezone in Calendar. The calendar covers this workspace; it does not check an external calendar.
Each team member can enable call-alert emails to their confirmed sign-in address. An email links to the private call report.

Ready when: every response is reviewed, each needed callback has an owner, and each booking matches the caller’s confirmed time.

4 · Record what happened

Check Workflow integrity for delivery issues, suppressed contacts, and follow-up holds.
In Results, record the outcome and supporting notes. Keep replied, booked, won, and collected revenue separate.
Review the pilot with the owner before expanding. Record unresolved exceptions and the next action for each.

Complete when: the batch has a documented outcome and the owner knows what to continue, change, or stop.