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📞 Help Guide: Outreach Volume for Lead Nurture

Section: Winning Behaviors  Topic: Outreach Volume  Purpose: To help users master the outbound call and message cadence necessary to convert leads into scheduled, confirmed appointments using system tools like Power Dialer, Call Connect, and Voicemail Drops.

 

🚨 Why Outreach Volume Matters

Once you’ve nailed availability and speed, the next mission-critical behavior is consistent and high-volume outreach.

Leads don’t always reply right away. Many are busy, distracted, or hesitant. Outreach is not just a one-and-done — it’s a multi-touch process across multiple channels: calls + texts + voicemail.

📊 The Golden Rules of Outreach

📞 Make Phone Calls — Not Just Texts

  • 50% of scheduled appointments come from phone calls.

  • Calls build trust and improve show-up rates due to actual conversation.

  • Relying only on texts will cause you to miss half of your sales opportunities.

☎️ Minimum Call Cadence (First 72 Hours):

Timeframe Action
Within 3 days ➤ Call leads at least 5 times
Across those calls ➤ Leave at least 2 voicemails
 

📅 This usually means calling:

  • Twice a day for 3 days

  • Voicemail on call 1 and call 3 (automated, see below)

🔁 Call Unconfirmed Appointments 24 Hours Before

Situation Action Required
Lead confirmed via text ✅ No phone call needed
Lead unresponsive via text ☎️ Must call 24 hours before
 

This step significantly increases show rates and fills your calendar with confirmed, prepared leads.

🛠️ Built-In Tools That Make This Easy

1. 🔁 Call Connect for Unconfirmed Appointments

  • HighLevel auto-calls your cell with a prompt:

    "You have an unconfirmed appointment. Press any key to call now."

  • Press any key → It dials the lead from your business number and connects the call back to your phone.

📲 Just answer the call when it comes in.

2. 🔁 Power Dialer

  • Automatically pulls in all leads who:

    • Have opted in

    • Have not scheduled

    • Have not opted out

  • Removes anyone not relevant (e.g., already booked)

  • All you do is press "Start", and it dials them one after another.

🕒 When to Use It:

  • Every morning & every evening

  • Takes 5–15 minutes depending on lead volume

📆 Best Practice:

  • Vary your call times:
    Example:

    • Mon: 9am & 6pm

    • Tue: 10am & 7pm

    • Wed: 11am & 5:30pm

📅 Minimum: 5 days a week
🎯 Ideal: 7 days a week

3. 🔊 Voicemail Drops

  • Pre-record a general voicemail once

  • HighLevel auto-drops it into lead voicemail after a missed call (no wait time)

  • Already built-in to:

    • Call 1

    • Call 3

💡 Saves hours each week, delivers a professional touch, and improves reply rates.

📋 Daily Outreach Checklist

Task Frequency Tool
Run Power Dialer 2x per day HighLevel → Manual Actions
Vary Power Dialer time slots Daily Scheduling strategy
Call unconfirmed appointments 24 hrs before Call Connect
Answer Call Connect when it rings Ongoing Phone (linked to HL)
Leave (automated) voicemail drops 2x per lead Built-in to HL
 

✅ How to Run the Power Dialer (Step-by-Step)

  1. Go to Conversations tab in HighLevel

  2. Click the "Manual Actions" sub-tab

  3. Use the dropdown to select:

    • Challenge Power Dialer or

    • Trial Power Dialer
      (depending on your lead source)

  4. Click Start

    • System will dial leads automatically in order

    • Just speak when the call connects

    • You can pause any time

✅ All filtering (opt-outs, scheduled, etc.) is automatic.

🎯 Final Notes

  • Outreach is not optional — it’s a key sales behavior.

  • Tools like Power Dialer, Call Connect, and Voicemail Drops eliminate the excuses and make the process efficient.

  • Doing this every day is what separates successful gym owners from those who struggle to fill their pipeline.