ReshapeOS | How to book meetings from a cold lead database

The database you were about to throw away

Every school has one: leads from old campaigns, fairs, or forms that were never properly contacted. Many are hard to reach, and calling them by hand isn't worth it: hundreds of calls, voicemails, and retries just to talk to a few. So the database sits in a drawer… or gets deleted.

ReshapeOS changes the math. The agent calls the whole database in a few hours, handles the retries for you, and you only pay for effective conversations. What used to take your team weeks becomes a campaign you launch in a single morning.

Calling by hand

Weeks

Your team dials one by one, waits, leaves voicemails, and tries again. The hours go to the people who never pick up.

With ReshapeOS

A few hours

The agent makes several calls at once, retries based on the outcome, and your team only steps in when there's an interview.

2 %

conversion to an admissions interview in this type of campaign

≈ 40

interviews for every 2,000 reactivated cold leads

0 h

of your team dialing phones

How to plan the campaign before you create it

Ten minutes of prep makes a real difference in results. Before you open the platform, decide the following:

Which database you'll call: Split the database by program or by age. The agent nails the message more easily when every lead in the campaign asked about the same thing.
What the goal is: In this type of campaign, the goal is to book an interview with admissions. Everything else (answering questions, sending information) is a step toward that.
What the agent will say: Have it remind the lead why it's calling: "last year you requested information about the Master's in Marketing." Context is what gets a cold lead to listen again.
When to call: Stick to reasonable hours and try different time slots: many leads who don't answer in the morning do pick up in the afternoon.
How many times to try: With cold leads, set up retries: most won't answer the first time. You can combine calls and WhatsApp.

Before you start

You need three things to save a campaign. Without a phone number, the platform won't let you save.

A voice agent created under Voice agents. It's the one that will make the calls.
At least one phone number in My numbers — purchased, verified, or SIP. We cover this in the appendix at the end.
Only if you use WhatsApp: a connected WhatsApp configuration and a template with APPROVED status.

1

Step 1 of 6

Open Campaigns and click «New campaign»

In the sidebar, click Campaigns.
Click the blue New campaign button in the top right. If you don't have any campaigns yet, it also appears in the center.

The All, Active, Drafts, Paused, and Completed tabs filter your existing campaigns.

Campaigns screen with the New campaign button — The Campaigns screen, with the «New campaign» button.

2

Step 2 of 6

Choose the first-contact channel

At the top of the form, choose how the lead is contacted the first time.

Channel: Voice call — default
What it does: The agent calls the contact
What it needs: Voice agent and phone number

Channel: WhatsApp message — BETA
What it does: An approved template is sent first
What it needs: Active WhatsApp configuration and an APPROVED template

Channel	What it does	What it needs
Voice call — default	The agent calls the contact	Voice agent and phone number
WhatsApp message — BETA	An approved template is sent first	Active WhatsApp configuration and an APPROVED template

First-contact channel selector — «Voice call» is selected by default.

If you choose WhatsApp, the form changes: the agent and number fields disappear, and WhatsApp configuration, Approved template, and Simultaneous sends appear instead of Concurrent calls. If WhatsApp isn't connected, you'll see a notice with a Go to WhatsApp button.

Form with WhatsApp message selected — With WhatsApp as the first channel, the form shows its own options.

3

Step 3 of 6

Fill in the campaign information

Campaign name: A descriptive name, for example October lead recovery.
Description: One or two sentences about the campaign's goal.
Campaign type: Manual campaign: you start and pause it, and it completes on its own when the list is done. API campaign: always on, receives leads via API, and never completes on its own. For a cold lead database, choose Manual campaign.

Voice agent: Choose the agent that will make the calls. All the agents in your account are listed.

Voice agent selector with James from ReshapeOS (cold lead reactivation) and LidIA from ReshapeOS

Phone number: The number the calls are made from. If the account doesn't have one, a yellow notice appears and you can't save. Click Go to My numbers — see the appendix.
Concurrent calls: The maximum number of simultaneous calls, from 1 to 10. Default: 2.
Retries: 0 means only the initial call. With 1 or more, you get the initial call plus N retries.

Phone number, concurrent calls, and retries — With no number configured, this yellow notice appears.

4

Step 4 of 6

Set the calling hours

Turn on Enable scheduling to limit when calls are made. If you leave it off, there's no time restriction.

Base time zone: Spain (Madrid), Spain (Barcelona), or Spain (Canary Islands).
Allowed days: Click the days to turn them on. Default: Monday to Friday.
Start time / End time: Default: 09:00 to 17:00.

Day-specific hours: A different time slot for each day, for example Mon–Fri 9 to 18 and weekends 9 to 15.
Respect the lead's time zone: Adjusts the hours to the contact's location. On by default.
Country overrides: Custom hours for a specific country. Pick the country in Add country....
Schedule preview: Summarizes your settings, for example: Base hours (Spain): 09:00 - 17:00 and Allowed days: Mon, Tue, Wed, Thu, Fri.

5

Step 5 of 6

Set up advanced retries

These let you decide how and when to retry based on the call outcome. It's the part that gets the most out of a cold lead database.

Turn on Enable advanced retries.
Maximum retry window (days): once that many days have passed since the original call, no more retries are made. Default: -1 (no limit).

Add strategy: Creates a Retry 1 block, which you can turn on or off with its toggle or delete with the trash icon.
Retry channel: Voice call, or WhatsApp if it's configured.
When the outcome is: Check the outcomes that trigger the retry: Failed call, Voicemail, No answer, Busy, or Call back later.
When to retry: Relative time (after X time), Specific date and time, or Next weekday. Default: 60 minutes later.
Respect campaign hours: When checked, the retry only happens within the hours set in step 4.

Retry strategy block — Retry 1: 60 minutes later, respecting campaign hours.

If you choose WhatsApp as the retry channel, WhatsApp must be connected and you need to pick an approved template.

6

Step 6 of 6

Save the campaign

At the bottom of the form, click Save to create the campaign, or Cancel to leave without saving.

Cancel and Save buttons at the bottom of the form

Appendix: add a number in My numbers

You can't create a campaign without a number. In the sidebar, open My numbers and choose one of these ways to add one.

Import number: Opens a menu with three options.
Buy numbers: Buy a new number from the platform.
Verified numbers: Use a number you already own.
SIP trunk: Connect your own SIP line.

Import number menu with its three options

In Buy numbers, search by number or country and click Buy on the one you want.

The number appears in the matching tab: Purchased numbers, Verified numbers, or SIP numbers. Check status verifies that it works.
Go back to Campaigns → New campaign. You can now pick the number in step 3.