Close is where you live all day. Everything else — the Slack cards, the closer's pre-call brief, the reports Nate reads — is built out of what you log here. If a dial is not logged in Close, it did not happen as far as this business is concerned.
Before your first dial
- Open Close and sign in on the shared seat. You dial on the team's Close number; you do not need your own.
- In the left sidebar, find ☎️ DIAL QUEUE — WORK TOP TO BOTTOM. That heading is an instruction, not decoration.
- Leave the sidebar exactly as it is. The numbers are the priority order and they were set deliberately.
The dial queue, in order
Work them top to bottom. Finish 1 before you start 2. When 1 refills during the day, go back to it.
Queues 1, 2 and 3 are all about calls that are already booked, which is why they sit above the new-lead queues: a booked call that no-shows costs more than a fresh lead that waits an hour. Brand-new applications are queue 5. If you only ever get through the top three, say so in your EOD blockers — that is the signal the day is over-loaded.
| # | View | Why it is where it is |
|---|---|---|
| 1 | 💻 CALLS TODAY | Someone has a sales call today. Nothing matters more than that call happening. |
| 2 | 📆 TOMORROW — UNCONFIRMED | Tomorrow's calls with no confirmation yet. Confirm them today or they no-show. |
| 3 | 📞 NEEDS CONFIRMING | Booked calls, not new leads. Filters on status Call Booked — someone booked and has not been spoken to yet. Confirm them. |
| 4 | ⏱️ SPEED TO LEAD BREACH | An application uncontacted 30 minutes after it landed. Clear it and it stops appearing. |
| 5 | 🔥 APPLIED — NO BOOK | This is where brand-new applications live — applied, never booked. Warm, and getting colder. |
| 6 | 🙋 UNCLAIMED — FIRST DIAL OWNS | No setter yet. The first outbound dial stamps the Setter on the lead. ⚠️ The team shares one Close seat today, so every claim currently records the seat owner rather than you personally — until seats are split this is a "who touched it first" marker, not your credit. |
| 7 | ☎️ DIALING IN PROGRESS | Everyone’s in-progress dialing — worked once, not finished. Not filtered to you. |
| 8 | 👻 NO SHOW — RESCUE | Missed their call. Rebook them. |
| 9 | 📵 UNREACHABLE — RETRY | Gone quiet. Long-odds, worth a cycle when the top is clear. |
| 10 | ❗ WEBINAR ATTENDEE, NO APPLICATION | Watched the webinar, never applied. |
| 11 | ❄️ WEBINAR NO SHOW, NO APPLICATION | Registered, did not show, never applied. |
| 12 | 🧊 LONG TERM NURTURE | Bottom of the pile, on purpose. |
☎️ MY DIAL QUEUE under 🙋 MY DESK is the one that filters to leads you own — the numbered queues do not. Use it to see your own load; use the numbered queue to decide what to do next.
⚠️ Two different speed-to-lead numbers, deliberately named apart. The Slack alert in #1-d-setter-chat fires at 5 minutes — the target. The Close queue 4 · ⏱️ SPEED TO LEAD BREACH only lists a lead once it is 30 minutes uncontacted — the breach. A lead can be pinging in Slack and not yet be in the queue. Whether these should be one number is unruled.
How to make a dial
- Open the lead from the queue. Read the top of the lead first — the application answers are on the lead, and a dial that opens with a question they already answered on the form loses trust in the first ten seconds.
- Scroll the timeline. Everything with a 🤖 already tells you their history: what they applied with, whether they registered for a webinar, whether they attended, how long they watched.
- Hit call from inside Close. Do not dial from your phone — a call placed outside Close leaves no record, so it never reaches the reports and it never reaches the closer.
- Have the conversation.
- Log it. Every time. Read on.
The two markers on every Close activity
Close records history as activities on a lead. Every activity type is named with a marker, and the marker answers exactly one question: do I ever have to fill this in myself?
| Marker | Means | You |
|---|---|---|
| 🤖 | Written by automation | Read it. Never create one by hand. |
| 👤 | You type it, in Close | This is your job. Nothing fills it for you. |
If you ever find yourself typing into a 🤖 activity, stop — something has gone wrong, and the record you are about to create is one no automation owns. Tell Nate.
The full list as it stands today:
| Activity | Marker | Filled by |
|---|---|---|
| 🤖 Applied | Robot | Typeform application lands → automation |
| 🤖 Booked Call | Robot | Calendly booking → automation |
| 🤖 Payment | Robot | Whop payment event → automation |
| 🤖 Webinar Registered | Robot | Registration → automation |
| 🤖 Webinar Attended | Robot | Zoom attendance → automation |
| 🤖 Webinar Missed | Robot | Zoom attendance → automation |
| 👤 Dial Completed | Human | The rep, typed into Close |
| 👤 Pre-Webinar Conversation | Human | The dialer, typed into Close |
| 🤖 Sales Call | Robot | Automation, from the closer’s portal post-call form |
🤖 Sales Call is the one that catches people out. Its content comes from a human — the closer's answers on the portal post-call form — but automation writes it, and nobody ever types one in Close. So it is a robot activity: read it on the timeline, never create one. The human half happens in the form, not here.
Logging a dial — 👤 Dial Completed
This is the one thing in Close that only you can do. One activity per dial. Not per lead, not per day — per dial. A dial with no activity is invisible, and an activity logged an hour later is worth less than one logged straight away.
It publishes when you save. Close creates the activity the moment you open the form and keeps it as a draft until you save it. Nothing happens — no status, no alert, no brief — until you hit save. Fill the Outcome in before you save, and save once. The first save is the one that counts; editing an outcome afterwards does not re-run anything, so if you get one wrong, tell Sam rather than quietly fixing it.
On the lead, add a 👤 Dial Completed activity and fill it:
| Field | What goes in it |
|---|---|
| Call Type | Triage (first real conversation) · Confirmation (confirming a booked call) · No-Show Recovery · Follow-Up · Outbound Cold. One activity type covers every dial you make, so pick the type that describes this dial. |
| Outcome | The seven below. This field moves the lead and decides which channel the team sees it in — see the table. |
| Attempt # | Which attempt this is. Drives the retry and unreachable queues, so keep it honest. |
| Confirmed For | On 1 · Confirmed — the date and time they confirmed for. |
| Call Back At | On 5 · Reached — No Decision — when you told them you would come back to them. Put it in; it is how you get reminded. |
| Cancel Reason | On 3 · Cancelled: Cold feet · Financial change · No longer interested · Timing / schedule clash · Unresponsive on the day · Went with someone else · Wrong expectations · Other. |
| DQ Reason | On 4 · DQ — Bad Fit: Financial · Geo · Not a reseller · Under 18 · Wrong expectations · Unresponsive · Duplicate · Other. |
| Notes | What actually happened, in your words. This is the field the closer reads before the call. Write it for them, not for yourself. |
Leave
AI Summary, Transcript Analysed and Close Call ID alone. Those three are filled by automation after you save. Typing into them overwrites what the system was about to write.What your Outcome does
Pick it accurately — it is not a note. It moves the record and it decides who hears about it.
| Outcome | The lead moves to | The team sees it in |
|---|---|---|
1 · Confirmed | Call Confirmed | #3-d-confirmed-calls, with the closer's brief |
2 · Booked on the Dial | Call Confirmed — a call you booked on the phone is confirmed by definition, so you never confirm it a second time | #3-e-booked-calls only. Nothing else, because the booking already announces itself |
3 · Cancelled | Call Cancelled | #3-f-cancelled-calls |
4 · DQ — Bad Fit | Disqualified | #3-f-cancelled-calls, under its own heading |
5 · Reached — No Decision | Stays on the dialing ladder — they picked up but committed to nothing. Set Call Back At. | #3-c-dial-attempts, with the brief |
6 · No Answer / Voicemail | No status is set from the outcome itself — an unanswered dial is not new information. It still moves them along the dialing ladder: onto Dialing — Working (queue 7), then Dialing — Unreachable (queue 9) once Attempt # reaches 4. | #3-c-dial-attempts, one line |
7 · Bad Data | Bad Data | #3-c-dial-attempts, one line |
A dial never un-books anybody. If the lead already has a call in the diary — Call Booked, Call Confirmed or No Show — an unanswered dial leaves that status exactly where it is. You can chase someone all week without knocking them out of the call day.
What happens the moment you save
Within a few seconds, without you doing anything:
- The lead status moves per the table above.
- Your dial count on the lead goes up, which is what feeds queues 7 and 9.
- The full row is filed into Airtable DIALS, so it reaches the reports and Nate's oversight.
- On anything where you actually spoke to someone, AI reads the whole lead and writes the
pre-call brief the closer sees. Your Notes are the main input.
- One card posts to the channel in the table — one, never two.
That last chain is why the notes matter. A one-word note produces a one-word brief, and the closer walks into the call blind.
👤 Pre-Webinar Conversation
Same idea, different moment. When you speak to someone before a webinar — call, DM, SMS, WhatsApp, email — log a 👤 Pre-Webinar Conversation on the lead instead of a Dial Completed.
| Field | What goes in it |
|---|---|
| Webinar Name / Webinar Date | Which webinar you were warming them up for. |
| Channel | Call · DM · SMS · WhatsApp · Email · Other. |
| Outcome | 1 · Reached — Confirmed · 2 · Reached — Unsure · 3 · Reached — Not Attending · 4 · No Answer / Voicemail · 5 · Bad Data. |
| Excitement Level | 1–10. Your read on how keen they are. It is tracked over time, so be consistent rather than generous. |
| Attempt # | Which attempt at reaching them this is. |
| Notes | What they said. |
What to watch in Slack
These fire on their own, all day. You do not need to watch them like a hawk — the queue in Close is your work list — but these are where you find out something changed.
| Channel | What lands there | What you do |
|---|---|---|
| #3-b-funnel-applications | Every new application, with their answers | New work. It lands in queue 5, not queue 3. |
| #1-d-setter-chat | Speed-to-lead breach alerts, fired at 5 minutes | A new application has gone 5 minutes uncontacted. Treat it as a nudge aimed at you. |
| #3-e-booked-calls | A call got booked | If you set it, that is your result landing. |
| #3-f-cancelled-calls | A call got cancelled | Goes into your recovery work. |
| #3-a-webinar-sign-ups | New paid webinar registrations | Feeds queues 10 and 11 later. |
| #3-c-dial-attempts | One line for every dial nobody decided on — no answer, bad data, reached-no-decision | Your own dialing, at a glance. |
| #3-d-confirmed-calls | A full card, with the brief, every time you confirm a call | What the closers read before the call. |
| #3-f-cancelled-calls | Cancellations and bad-fit DQs, under separate headings | |
| #4-g-no-show | Someone missed their sales call | Rescue work — matches queue 8. |
| #2-b-setter-eod | The end-of-day reminder, once it is switched back on | Currently off — nothing posts here today. |
| #1-b-team-general-chat / #1-a-team-announcements | The humans | Read these like a normal person. |
Slack alerts are a signal, not a task list. Close is the task list. If a Slack card and the dial queue disagree, believe the queue.
The five habits that make this work
- Log every dial, immediately. Not at the end of the day. The details you lose are the ones the closer needed.
- Write notes for the closer, not for yourself. They are the only person who reads them.
- Pick the honest outcome. The outcome moves the record; a flattering one puts the lead in the wrong queue and it never gets worked.
- Work the queue in order. It is ordered by what costs the business the most when it slips.
- Never type into a 🤖 activity.