Real-Time Lead Posting Setup for Speed to Lead

When working with Real-Time lead sources either directly from your internal websites and landing pages or purchased from a 3rd party lead vendor it is super easy to post them into the CallTools system and call them efficiently and effectively based on your requirements. 

This guide is meant to show you how to set up this posting properly, and what to share with your vendors to get you the data you need into CallTools in the right format required.

API References

https://developers.calltools.com/ 

https://app.swaggerhub.com/apis-docs/CallTools/call-tools_rest_api/v2.1.1 

You can also email [e-mail] at any time for help with your integration request.

Prerequisites and Setup

API Key Management

You may choose to use a single API Key for all posting to the system and simply change some of the variables for each vendor, or you may want a unique API Key on a per-vendor basis for more granular control of who can post to your system and the ability to shut off an API Key as needed. For this example, we will create a single API key with the proper permissions, but you can choose to replicate this process on a per-vendor level if you would like. 

Create Vendor User Role

We will want to create a role with permissions only necessary for vendors to access what they need to post data to your CallTools Platform. 

1. Click Account
2. Click Roles
3. Click Create Role
4. Name the Role - Vendor API
5. Select the Following Permissions
   1. Contact Tag Write
   2. Contacts Write Create
   3. Contacts Write Update

Create Manager User

To generate an API Key it must be tied to a manager user. This is because the API will inherit the permissions from this user based on the role in the previous step which controls which data can be accessed from the system. 

1. Click Account
2. Click Users
3. Click Create User
4. Click Add Single User
5. Complete The Following Fields
   1. First Name
   2. Last Name
   3. Username
   4. Password
   5. Is Manager = True
   6. Role - The role you created in the previous step in this case we labeled as "Vendor API"

Create API Key

In this step, we will create the API Key that will be used to access the CallTools Platform

1. Click Integrations
2. Click API Keys
3. Click the Blue "Create API Keys" button in the top right of the screen
   1. Name The API Key - In this case, we will name it "Vendor API"
   2. Select the User as the Manager User we created in the previous step
   3. Click the Blue "Save" button

Create Tag (Optional but Recommended)
We recommend creating a unique tag in CallTools for any real-time lead posting source so you can easily track and report against it using our "Tag Performance Report" and other reports in the platform. 

1. Click Data
2. Click Tags
3. Click the blue "Create New Tag" button in the top right of the screen
4. Name the Tag and click the blue "Save" button

Take Note of the Tag ID Number as we will reference this later.

Real-time Lead Handling Metod

Once all of this has been created you must decide if you are looking to work these leads via a HOT LEAD BUCKET or USER DISTRIBUTION QUEUE. Please review below which makes the most sense for your company and create either the bucket or user distribution queue so we can reference the id in our posting instructions.

HOT LEAD BUCKET

Using this method you would apply a Hot Lead Bucket to your active outbound dialing Campaign(s). As soon as the lead hits the system and enters that bucket it jumps to the top of the campaign and live filters as the next lead to dial. This happens within seconds of the lead hitting the system so long as the hot lead bucket is not full with other leads.

For Posting this Method requires a Bucket to be created

1. Click Data
2. Click Buckets
3. Click the blue button int the top right of the Screen "Create Bucket"
   1. Name the Bucket
   2. Optional: Enable "Filter for State Calling Hours & Holidays"
   3. Click the Blue Save Button

NOTE: You may only need 1 Hot Lead Bucket you will post all of your real-time leads to so you may not need to create one if you have one already. 

Keep track of your "Bucket ID" for use in your posting instructions

USER DISTRIBUTION QUEUE

This method will allow you to determine a list of agents that you want to be eligible to receive the freshly posted lead. This then presents a banner on those agent's screens and the first to click the button to claim it gets the lead and then can do a manual dial to it. 

For Posting this Method requires a User Distribution Que to be created

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NOTE: If you do not see this option you may need to enable this feature by doing the following.

1. Click Account
2. Click Features
3. Scroll to the bottom right "Data Section"
4. Check the box next to "User Distribution Queues"
5. Click the blue "Save" button in the bottom right of the screen

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1. Click Data
2. Click User Distribution Queues
3. Click the blue "Create New" button in the top right of the screen
4. Name the Queue and set all parameters (Learn More About User Distribution Queues Here)
5. Click the blue "Save" button at the bottom of the screen

Keep track of your "User Queue ID" for use in your posting instructions

Posting Instructions

Now that we have set up everything we will need to reference to send the data to the proper places we can prepare our posting instructions. These can vary based on the custom fields and data types you have available. 

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Posting URL

https://east-1.calltools.io/api/contacts/

NOTE: This URL will vary based on the login page that you use to access the CallTools System. Please replace "east-1" to match the URL you use the access the CallTools System.

Header
Key
Authorization 
Value
Token bbc723b49b884743479d4719075fa14kj521d73a4
(The word "Token" and a " "space should be in the value along with the API Key)

Body

buckets = THIS WILL BE THE ID FROM ABOVE IF USING BUCKETS
tags = THIS WILL BE THE ID FROM ABOVE

user_queue = THIS WILL BE THE ID FROM ABOVE IF USING USER DISTRIBUTION QUEUES

(These Values are Static and should be posted on every lead)

Key

first_name
last_name
address
city
state
zip_code
home_phone_number
email

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The field mapping values can be found by visiting the following.

1. Click Data
2. Click Contact Fields
3. Under the "Name" column for the field, it will be the label you need for the API.