Scheduling phone call tasks in The Layer ensures that follow-ups are never missed and keeps your customer interactions on track. Whether you need to schedule a call for a lead or an existing customer, this feature acts as a reminder and also serves as a record of your communications. Below is a guide to help you quickly create phone call tasks and make use of the auto-schedule follow-up feature.
Steps to Add a Phone Call Task
Access the Customer or Lead Record
Navigate to the Customer or Lead record where you want to add the phone call task.
Create the Phone Call Task
From the record, select Phone Call from the New Task menu.
Fill in the Details
Populate the fields as follows (note that fields marked with an asterisk are mandatory):
Title: The title of the call. If left blank, it will default to "Call" followed by the number chosen.
Number: Select or type in the contact number. It’s recommended always to add numbers to contacts to ensure they’re recorded and save time to use in the future.
Priority: Set the priority of the call (Low, Medium, High, or Urgent).
Direction: Select the call direction (e.g., Proof Chase up, Quotation Chase up, Appointment Chase up).
User: Assign the task to the user who will make the call.
Completed: Tick this box when the call is made, and fill in the outcome.
Outcome: Select the call's outcome from the drop-down menu (you can add custom outcomes via settings).
Call Date: Set the scheduled time and date for the call. You can use the shortcuts on the right for quick selection.
Notify Immediately: Tick this box if you want an email notification sent to the assignee as soon as the call is scheduled.
Notify on Due Date: Tick this box to receive an email notification on the day of the scheduled call.
Note: Add any additional notes or details about the call.
Click Create: Once all fields are filled, click Create to schedule the phone call task.
Using the Auto-Schedule Follow-Up Phone Call Task
One of the great features of The Layer is the Auto-schedule Follow-up Phone Call task. This feature automatically generates a follow-up task with the same details as the original call, saving you time and ensuring you stay on top of your next steps.
Why this feature is valuable:
Time-Saving: Automatically schedules the follow-up call without needing to re-enter the details.
Consistency: Ensures follow-ups are always scheduled and doesn’t rely on manual tracking.
Streamlined Workflow: Great for managing recurring tasks, such as customer check-ins or sales follow-ups.
To use this feature, simply check the auto-schedule follow-up phone call option with the same details when setting up your task. The system will then automatically create a follow-up task for you to keep the process moving.
Completing a Phone Call Task and using the Auto-Schedule Follow-Up Phone Call Task feature
Once the phone call has been made, follow these steps to complete the task:
Open the Phone Call Task
Navigate to the Phone Call Task you want to mark as completed.
Mark the Task as Completed
Check the Complete box to indicate that the call has been made.
Select the Outcome
Choose the appropriate Outcome from the drop-down list.
Click Save
After saving, you will see the Auto-schedule Follow-up Phone Call task and Schedule Appointment buttons appear at the bottom of the task window.
Auto-schedule Follow-Up
To schedule a follow-up phone call, click Auto-schedule Follow-up Phone Call Task. The time and date will default to the next day.
Review the details, make any necessary changes, and click Save to schedule the follow-up.
