A speed-to-lead waterfall with Kixie and HighLevel

Kixie documents this pattern for speed to lead with continued follow-up. Here is how the pieces fit, the order to set them up in, and the settings that can quietly hold a brand-new lead back. Your own lists, hours and limits decide how it behaves.

How Kixie picks the next number

Every PowerList has a Priority. When a rep dials, eligible numbers in higher-priority lists come before those in lower ones. Lists set to the same priority are served round-robin. New PowerLists start at Medium, so a fresh list outranks nothing until you change it.

The word doing the work there is eligible. Priority orders the lists, but it doesn't override the rules that decide whether a number can be called right now: calling hours, attempt limits and retry spacing.

Priority decides the order. Eligibility decides whether a number is in line at all.

The shape of the waterfall

A simple version has three tiers. The names below are ours, for illustration; the settings that link them are Kixie's.

• New leads, at the highest Priority. HighLevel adds contacts here as they come in.
• Follow-up, one step lower. Contacts arrive here through Next PowerList once the top list's Total Max Attempts is used up.
• Later follow-up, at the lowest Priority, the last stop before calling ends.

Set it up in this order

Start at the top, since the later tiers can copy their settings from it.

1. Create the top list and get its settings right. Kixie lets you clone a list's settings for the next tiers, but cloning copies settings, not contacts.
2. Give each tier a lower Priority than the one above it.
3. Set Next PowerList on each tier explicitly, pointing at the tier below. Forwarding happens when Total Max Attempts is reached.
4. Set Total Max Attempts, the daily attempt limit and retry spacing for each tier. Daily limits count calls to the number across the whole Kixie account, not only this list.
5. Set PowerList Hours for when reps may dial the list, and Target Hours for when each contact may be called.
6. Turn on Prevent Deselection so reps can't opt out of the configured lists. If a contact should only ever go to its CRM owner, turn on Kixie's owner-only option too; the two Kixie articles word that setting differently, so check the current screen.
7. In HighLevel, add Add to PowerList to the workflow that fires when a new lead arrives, pointed at the top list.
8. Have reps start a dialing session with the lists selected, and use Standby Mode for the moments when nothing is eligible.

Two kinds of hours

PowerList Hours set when agents can dial that list at all. Target Hours set when a contact can be called, using a time zone Kixie infers from the phone's area code.

That inference has a limit. An area code doesn't establish where a mobile caller actually is, so treat Target Hours as the dialer's best guess at local time, not proof of it.

Which hours you're allowed to call is a legal question, not a dialer setting. This guide isn't legal advice.

Standby Mode and the rep who has caught up

Standby Mode covers the gap between calls. When a rep has no other eligible numbers, Kixie automatically dials an eligible lead as it arrives. It only helps if the rep's session includes the top list, which is where Prevent Deselection earns its place.

None of this promises a faster answer or more booked calls. What it does is put a new lead at the front of the line when a rep is free.