Batch Campaign Calling

Upload a CSV file with customer contact information and let your AI agent call hundreds or thousands of leads automatically—perfect for reactivating old customers, seasonal campaigns, or bulk outreach.

What Is Batch Calling?

Batch calling lets you:

Use cases:

Performance:

How It Works

Upload CSV File

Prepare a CSV file with customer data:

Required columns:

  • name - Customer’s full name
  • phone - Phone number (any format: 909-555-1234, +19095551234, etc.)

Optional columns:

  • service_title - Service to mention (e.g., “AC Maintenance”)
  • service_description - Context about the service
  • address - Customer’s address (useful for context)
  • last_service_date - When they last used your service
  • custom_field_1, custom_field_2, etc. - Any additional context

Example CSV:

name,phone,service_title,service_description,last_service_date
John Smith,909-555-1234,AC Maintenance,Annual tune-up reminder,2023-05-15
Sarah Johnson,818-555-5678,Garage Door Repair,Spring replacement last year,2023-03-22
Mike Davis,310-555-9012,Plumbing,Water heater installation,2022-11-10

Configure Campaign

Set up your batch call campaign:

Campaign Name
e.g., “Spring 2024 AC Tune-Up Campaign”

Agent Selection
Choose which batch calling agent to use (or create a new one)

Main Goal
What should the AI accomplish on each call?

Example:

You're calling to offer our annual AC maintenance special. 
The customer had service with us last year. Offer to schedule 
their tune-up before summer and mention the $20 discount.

Calling Schedule

  • Start immediately - Begin calling as soon as you upload
  • Schedule for later - Start at a specific date/time
  • Business hours only - Only call during configured hours

Call Pacing

  • Slow: 10-15 calls/hour (gives you time to handle bookings)
  • Medium: 30-40 calls/hour (recommended)
  • Fast: 50-60 calls/hour (for large campaigns)
⚠️

Important: Faster pacing means more simultaneous calls. Make sure your calendar can handle multiple bookings in a short time window.

Launch Campaign

  1. Review campaign settings
  2. Upload CSV file
  3. Click “Start Campaign”
  4. AI begins calling immediately (or at scheduled time)

Monitor Progress

Track campaign in real-time:

  • Calls made - Total calls attempted
  • Calls connected - Number of people who answered
  • Voicemails left - Calls that went to voicemail
  • Appointments booked - Successful conversions
  • Callbacks requested - Leads who want you to call back
  • Not interested - Leads who declined

Review Results

After campaign completes:

  • Download full call logs (CSV export)
  • Listen to call recordings
  • Review transcripts
  • Export booked appointments
  • Follow up on callback requests

CSV Format & Best Practices

Required Columns

name

phone

service_title
Helps the AI personalize the opening:

service_description
Add context for better conversations:

last_service_date
When they last used your service:

Custom Variables

You can add any custom columns and reference them in your campaign goal:

Example CSV:

name,phone,service_title,discount_code,preferred_day
John Smith,909-555-1234,AC Tune-Up,SPRING20,Saturday
Sarah Johnson,818-555-5678,AC Tune-Up,SPRING20,Any weekday

Campaign goal using custom variables:

Call to offer AC tune-up with discount code {{discount_code}}. 
Customer prefers appointments on {{preferred_day}}.
💡

Pro tip: Use custom variables for personalization - customers are more likely to book when the call feels tailored to them.

Call PersonalizationEach call is personalized based on CSV data.

Generic opening (no data):

“Hi, this is Sarah from ABC HVAC. How are you today?”

Personalized opening (with CSV data):

“Hi John, this is Sarah from ABC HVAC. I’m calling because it’s been about a year since we did your AC maintenance, and I wanted to see if you’d like to schedule your tune-up before summer.”

What makes personalized calls convert better:

Campaign Types & Examples

1. Annual Maintenance Reminders

Goal: Reactivate customers who had service last year

CSV columns needed:

Campaign goal:

You're calling customers who had AC maintenance last year. 
Remind them it's time for their annual tune-up and offer to 
schedule before the summer rush. Mention we have availability 
this week with a $20 discount for repeat customers.

Expected results:

2. Seasonal Promotions

Goal: Offer limited-time discount to past customers

CSV columns needed:

Campaign goal:

You're calling to offer our Spring Special: $50 off any garage 
door service. Customer's discount code is {{discount_code}}. 
If interested, schedule an appointment within the next 2 weeks.

Expected results:

3. Quote Follow-Up

Goal: Convert quotes into bookings

CSV columns needed:

Campaign goal:

You're following up on a quote for {{service_title}} provided 
on {{quote_date}} for ${{quote_amount}}. Ask if they have any 
questions and if they'd like to schedule the work.

Expected results:

4. Referral Outreach

Goal: Thank customers for referrals and offer discount

CSV columns needed:

Campaign goal:

You're calling to thank the customer for being referred by 
{{referred_by}}. Offer a ${{discount_amount}} new customer 
discount and ask if they'd like to schedule service.

Expected results:

Real-Time Campaign Monitoring

Dashboard Metrics

While your campaign is running, view:

Call Status Breakdown:

Outcome Tracking:

Live Updates:

Handling Results

Appointments Booked

What happens:

Action needed: None! Show up to the appointment.

Callback Requested

What happens:

Action needed:

  1. Review callback list in dashboard
  2. Manually call customer back
  3. Or: Create a follow-up campaign 48 hours later

Voicemails Left

What happens:

Action needed:

Not Interested

What happens:

Action needed:

Campaign Analytics

After campaign completes, download detailed reports:

Call Summary Report (CSV)

Columns include:

Performance Metrics

Connection Rate:

Connected Calls / Total Calls × 100
Example: 300 connected / 500 total = 60% connection rate

Booking Rate:

Appointments Booked / Connected Calls × 100
Example: 75 booked / 300 connected = 25% booking rate

ROI Calculation:

Revenue from Bookings / Campaign Cost
Example: 75 bookings × $200 avg = $15,000 revenue
Campaign cost: $200 (calling fees) = 75x ROI

Batch Calling Agent — Configuration Reference

This section covers the settings that are unique to the Batch Calling Agent type. For shared settings (scheduling, knowledge base, call transfer), see Agent Configuration →.

Custom Greeting (Basic Info tab)

Default: Hi, this is {{agent_name}} from {{company_name}}. Who am I speaking with?

For batch campaigns the greeting should be warm but brief — the AI will personalize the call using CSV variables in the Main Goal, not in the greeting itself.

Voicemail Message (Advanced Settings tab — required)

The message the AI leaves when a call goes to voicemail. This field is required for the Batch Calling Agent.

Default:

Hey {{lead_name}}, sorry we could not reach you directly. Please give us a callback if you can.

Available placeholders: {{lead_name}}, {{agent_name}}, {{company_name}}

For campaign calls, make the voicemail specific to the campaign offer:

Example (seasonal campaign):

Hi {{lead_name}}, this is Sarah from ABC HVAC. I'm calling about scheduling your annual AC tune-up before summer — we have a $20 discount running this week. Give us a call back when you get a chance!

Example Call Script (Advanced Settings tab — optional)

An optional sample transcript that shows the AI how the conversation should flow for this specific campaign. Use it to guide tone, handling of objections, and how to present the offer.

Example (maintenance reminder):

AI: Hi John, this is Sarah from ABC HVAC calling about your annual AC tune-up.
Customer: Oh yeah, I've been meaning to schedule that.
AI: Great timing! We have availability this week and we're offering $20 off for returning customers. Would Tuesday or Thursday work for you?
Customer: Thursday works.
AI: Perfect — I'll put you down for Thursday morning between 9 and 11 AM. You'll get a confirmation text shortly.

The example script is especially useful for campaigns with a specific offer or script — it shows the AI exactly how to present the promotion and guide toward booking.

Best Practices

✅ Do This

❌ Avoid This

Compliance & Ethics

Do Not Call (DNC) Registry

Your responsibility:

NZ Leads provides:

Call Recording Disclosure

All calls include automatic disclosure where required by law:

“This call may be recorded for quality assurance.”

Recording compliance:

TCPA Compliance

Best practices to stay compliant:

⚠️

Disclaimer: You are responsible for ensuring your campaigns comply with federal and state regulations. Consult with legal counsel if you’re unsure.

Pricing

Batch calling costs:

Example campaign cost:

ROI if you book 75 appointments at $200 avg value:

Troubleshooting

Low Connection Rate (Under 40%)

Common causes:

Solutions:

Low Booking Rate (Under 10%)

Common causes:

Solutions:

High “Not Interested” Rate

Common causes:

Solutions:

Next Steps

  1. Prepare your CSV - Download template
  2. Create a batch calling agent - Getting Started →
  3. Launch test campaign - Start with 50-100 leads
  4. Review call logs - Call Logs & Analytics →
  5. Scale up - Run larger campaigns after testing

Questions? Contact support at support@nzleads.com or use the in-app chat for batch calling assistance.

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