Phone Banking Actions (for Admins)

  • Updated

Contents

  1. Overview
  2. Creating and Managing
    1. Queuing Calls
    2. Script Creation
  3. Starting the Phone Bank
  4. Ending the Phone Bank
  5. Viewing and Exporting Results
  6. Frequently Asked Questions

 

Article Description: In this article we will walk you through how to create and manage a phone banking action via the Admin Dashboard.

This article will review:

  • Phonebanking
  • Creating and Managing Phone Banking Actions
  • Viewing and Exporting Results
  • Frequently Asked Questions

Overview Phone Banking with Impactive

The phonebanking action within Impactive allows campaigns to make phone calls using interactive scripts to guide volunteers through their conversations with contacts. The phonebanking action is accessible from both the mobile and web app. Impactive uses a predictive dialer which automatically dials a targeted list of contacts and optimizes your time by only connecting volunteers to available people, and skipping calls that reach voicemail.

 

Creating and Managing Phone Banking Actions

In this section we will walk you through how to create and manage a phone banking action via the Admin Dashboard.

Basic Information

First, navigate to your admin dashboard, click on ‘ACTIONS’ and select Phone Bank from the side navigation. Then choose ‘+ Create Action’.

Creating_a_PhoneBank_Action.gif

Select a contact list for your team to dial under ‘Select a List to Target’.

  • Note: The list selected here can be changed until the phone bank starts, but once the phone bank has begun no changes can be made to the selected contact list.

PB_Contact_List.png

Add a title to your action and write a description that will tell your users what the action is about. Then select the start button you’d like to use.

Pro-Tip: Select a folder to save your action into to help keep all of your actions organized.

PB_Title_and_Folder.PNG

 

Campaign Dates

Under the heading CAMPAIGN DATES, add phone bank start times.

  • Admins cannot start the phone bank until the date/time window entered starts.
  • Phone banking actions do not begin automatically. To start the phonebank, an admin must launch the action by hitting the “Start Phone Bank” button on the action page.
    • Volunteers can only make calls when the admin clicks the start button on the dashboard. Once the admin hits stop, calls will stop going out (or if queued calls run out).

XP2QH1KDf4.gif

  • The end date/time set here will not automatically stop the phone bank. Once the phone bank has been started, it needs to be manually stopped by an admin. To prevent volunteers from continuing to make calls, the admin must hit the “Stop Phone Bank” button from the action dashboard page.
    • This is to handle the case where a phone bank runs over and the admin wants to keep going. Even after the end date/time has passed, a volunteer can queue calls and join the phone bank. The only thing that will prevent that volunteer from making calls is if the phone bank is stopped by hitting the stop button in the admin.
  • The start and end time of your phone banking action should fall within the same calendar day. For events lasting more than 1 day, you will need to create multiple actions, each action may only correspond with one day. 
    • You will want to stop phone banks for security reasons to prevent volunteers from calling during inappropriate or unscheduled hours.
    • You need to create a new phone banking action for each day because you can't "restart" a phonebanking action that you've previously stopped.

Stopping_Phonebank.gif

 

Queuing Calls

"Queuers" or “clickers” are typically staff members that line up all the calls on the list. It's best practice to designate at least one individual to this role so that callers always have new calls ready to transfer to them. Under the section QUEUEING CALLS, select the users you want for this role.

  • We recommend having your assigned “clicker” queue about 200 calls before allowing volunteers to start picking up calls.
  • Only users who have been designated to queue calls will have the initial option screen where they decide to queue or make calls. In our experience, it’s best practice to designate at least one individual to this role so that callers always have new calls ready to transfer them after finishing a conversation.
  • The admin can also queue calls from the action dashboard after the phone bank has started.

Important: Queued calls expire after 5 minutes and are removed from the queue, if there aren't enough users online. We recommend you have a minimum of 3 people on the phone bank at the same time, because otherwise it will only dial one at a time per volunteer, which leads to longer wait times.

After selecting the users that will queue calls, select ‘Next: Script Creation’

 

Script Creation

The Step 2: Scripts tab is broken down into Script Blocks. Each script block includes a prompt or question and corresponding responses.

Examples of common Script Blocks include:

  • Your campaign ask
  • What to say in the event of a wrong number
  • What to say if you are not speaking to the correct person
  • Responses to objections or frequently asked questions

Once you have entered your initial script, you can add potential responses. To add additional responses select ‘Add Response’. If you don’t need a response, click the ‘X Delete’ button to the right of the response to remove it.

After you’ve completed your initial SCRIPT BLOCK #1, click ‘Add Question’ to begin creating volunteer responses for each potential response from the contact. To the right of each response in a script block, you will see a drop-down menu where you can map out the flow of the script by selecting which response triggers which next script block.

eIQ5SxguWo.gif

  • There is no limit on the number of script blocks you can add.
  • Within the body of each script you can insert dynamic fields including, Contact Info, User Info, Campaign Info. 
  • Pro-Tip: Start by writing out all of your script blocks before adding in responses. If there is only one script block written out, the only option for response triggers will be “No Next Script”.

When you have finished writing and mapping out your script select ‘Save and Exit’

Y7Q5kscNaV.gif

 

Publishing the Phone Bank

At this point, you can choose to make the action Public or send it to a User List

  • Public: when an action is visible to all users. Once an action is made public, it cannot be made private. To publicly publish the phone bank select ‘Make Public’.

Y7Q5kscNaV.gif

  • Private: when an action is only visible to a list or select users.
    • To send the phone bank to a user list: select “Send to User List”, select the list you want to send it to, and click “Send”.
    • After sending, the action will be listed as “published” and “private”.

kYHlQLVLym.gif

The phone bank will become visible to all or select volunteers on the web and mobile app the moment that you select “Publish”. Volunteers will be able to view and join the action, as well as review the scripts prior to the start date selected. However, volunteers will not be able to make calls until the admin starts the phonebanking action. If the admin has not started the phonebank, the volunteers will receive this message if they attempt to start before the start date:

The_Phone_Bank_Has_Not_Started.jpg

Starting the Phone Bank

  1. When you are ready to start the phone bank, navigate back to the ACTIONS > Phonebank tab. Find the action and click ‘View Dashboard’
  2. From your phone bank's dashboard, click ‘Start Phone Bank’.
  3. At this point your users will be able to view and start making calls from the web and/or mobile app.

PRO TIP: Hovering over the “Start Phone Bank” will display the phone number currently used for that action.

YBxsQo4Wft.gif

Once you have selected the ‘Start Phone Bank’ button, you will be able to view live stats including:

Live Session Activity

  • Calls remaining on current list: This is the number of contacts on the list for this phone bank that we have yet to attempt to dial. This is the contacts remaining. Once we place a call (or attempt) to a contact, this number reduces.
  • Calls made this session: This is the number of calls we’ve placed (or attempted), regardless of outcome. This includes calls that went to voicemail, calls that were answered, calls that failed (due to a disconnected number or something else), and calls that were forwarded to a volunteer. This is the aggregate of all calls we’ve placed.
  • Calls assigned to volunteer: This is the number of calls that were forwarded to a volunteer, regardless of outcome. This will include when a voter picked up as well as when Twilio’s AMD incorrectly identified an answering machine as a human.
  • Calls completed: This metric is only updated when volunteers select the specific ‘Completed’ outcome at the end of their call. No other calls are included in this count.
  • Contacts made - How many contacts have been spoken too (this is the raw number not a percentage)
  • Average Wait Time Between Connections - Average time it takes for a volunteer to be connected to a contact
  • Average Call Wait Time: This is the average amount of time it takes after a volunteer hits “Queue Next Call” to actually be connected to a voter.
  • Dropped calls: This is the number of voters who answered their call, waited to be connected to a volunteer, and hung up.

Live Volunteer Performance

  • Volunteers On: This is the number of volunteers who are currently connected to a phone bank, regardless of whether they are sitting idle in the waiting room, actively waiting for a voter, or actively speaking with a voter.
  • Volunteers Active: This is the number of volunteers who are either actively waiting for a voter, or actively speaking with a voter.
  • Volunteers Idle: This is the number of volunteers that are currently connected, but just sitting in the waiting room. Once they hit “queue next call” they will become active again.
  • Volunteers in-call: This is the number of volunteers actively speaking with a voter.

User Engagement

  • Last active: a readable timestamp of the last time a volunteer spoke or waited to speak with a contact
  • Disposition: a volunteer’s status during a Phone Banking session:
    • Idle: the volunteer is connected but not waiting for voter or speaking with a voter.
    • Waiting for voter: The volunteer has hit “queue next call” and is actively waiting for a voter
    • Busy: The volunteer is connected to and speaking with a voter.
    • Cleaning up / Closed: The volunteer has disconnected.
  • Total Call Time: total time a volunteer has been connected to a voter.
  • Total Active Time: total cumulative time a volunteer spent speaking or waiting to speak with a contact
  • Total Calls Made (soon to be renamed to “Assigned to volunteer”: total number of times a volunteer has been connected to a voter (regardless of outcome).
  • Contacts made (soon to be renamed to “Calls completed”): total number of calls assigned to the volunteer that they marked as completed.

IMPORTANT NOTE: The system won’t call anyone without users on the app who have marked themselves as available.

 

Ending the Phone Bank

In order to stop the phone bank, click on the “Stop Phone Bank” button. Reminder: Once a phone bank has been stopped it can’t be restarted.

Once you select “Stop Phone Bank” every user currently on the phone bank will be disconnected and a message telling users that the Phone Bank has ended will display on the volunteer app.

l9TB48ewwV.gif

Viewing and Exporting Results

To view the results of your action, go to the ACTIONS > Phone Bank tab and click on “View Result”. Alternatively, you can click on the name of the action and select the “View Results” button.

Overview Section

At the top of the results page is the Overview Section. This section is a summary of user actions taken, not conversation metrics. Here's what each box means:

  • Sent to: The number of volunteers the action was sent to.
  • Seen: The number of users that have seen the action
  • Started: The number of users that started the action
  • Completed: Users that completed the action
  • Performs: Number of times that a user completed an action
  • Reports: How many reports were filed.

Data Sync Summary Section

Use this section to see which of your tags and custom fields have successfully synced into your database of choice, such as VAN or PDI.

  • By Tag: See which tags were applied and successfully synced in the action
  • By Custom Field: See which custom fields were used and successfully synced during the action

User Engagement Section

Use the User Engagement section to track your volunteers’ work.

Filters

Use filtering to narrow your campaign's users down to a custom list. You can use this feature to track users' work based on whatever filters you've chosen.

  1. Click on “Filters" dropdown menu. Note: "Activities Received" filter will automatically have the P2P action filtered
  2. Click on any of the toggle filters to turn those fields "on".
  3. Click on any of the dropdown or text filters.
  4. Select the "Apply Filters" button to see the users who match the selected filters in the table below. The number of users matching the filters is displayed at top of the filter menu.

You can contact your filtered user list in the following ways:

  • Send Push Notification: You can send a push notification to anyone on the filtered list.
  • Send Email: You can send an email to anyone on the filtered list. NOTE: The reply-to address is support@impactive.io. This means that you will not be able to see any responses that users are attempting to email you in response.
  • Send Message: You can send a Direct Message to your users' Impactive inbox.
  • Send Action: You can send a new action to your users.

Exporting

After your action has been completed, you can export all of the data into a spreadsheet. At the bottom of the View Results page is a list of export formats that you can choose from.

o5Y5Ud6t33.gif

Was this article helpful?

/