LeadPulse Help Documentation

Welcome to LeadPulse, the AI-powered engagement platform that helps businesses re-engage leads and convert them into meetings using automated SMS and Voice Call outreach.

1. Getting Started
1.1 Platform Overview
LeadPulse enables businesses to:

Upload lead contact data (phone numbers, names, emails)
Launch AI-driven SMS and Voice Call campaigns
Automatically follow up with unresponsive leads
Respond to replies in real-time
Handle inbound and outbound calls using AI

Schedule meetings and send reminders

2. Uploading Your Leads

2.1 Accepted File Formats

CSV (recommended)
XLSX
SQL

2.2 Required Fields

Ensure your file contains the following columns:

First Name
Last Name (optional)
Phone Number (in international format, e.g. +447123456789)
Email

2.3 Get Started

Log into your LeadPulse dashboard at https://leadpulse.octadigital.co/login.

2.3 Prepare the System

Fill out the questionnaire, supply information as well as all necessary documentation about your business to train the Agent.
We work closely with you during this process to ensure you get the best results for advertising your business.

3. SMS Campaigns

3.1 Initial Message

LeadPulse will automatically send a pre-written or customised SMS to each contact advertising your business’s services.

3.2 Follow-up Sequence

For contacts who don’t reply:

3 follow-up messages are sent automatically (also customisable to be up to 10 follow-up attempts)
Set apart using a 1, 2 and finally a 4 day interval
Each message is conversational and value-driven

3.3 Reply Handling

If a lead replies:

LeadPulse’s AI responds within 5 minutes
The AI attempts to book a meeting by offering your provided calendar link

Contacts will be categorised based on their interaction stage: New, Contacted, Revived, Lost, Cold, Converted
- Revived - The contact has responded and conversation is live
- Lost - The contact has declined to proceed with advertised services, or has been flagged by the moderator
- Cold - The contact has not responded to any of the follow up messages
- Converted - The contact has taken action and successfully booked a meeting or scheduled a phone call
Contacted - The contact has been contacted but has not yet responded
New - The contact has been imported and has not yet been contacted
You can monitor conversations by clicking on a contact’s Preview tab

3.4 SMS Logs

The SMS Logs section provides a detailed record of all SMS interactions between LeadPulse and your contacts. It allows you to track status changes, view individual engagement histories, and monitor lead progression through the funnel.

3.4.1 Status Filters

At the top of the SMS Logs page, you’ll see filter tabs to categorise your contacts based on engagement status:

ALL – Displays all SMS log entries
NEW – Leads that have been uploaded but not yet contacted
CONTACTED – Leads who received at least one message but haven’t replied
REVIVED – Leads who re-engaged after initial non-responsiveness
LOST – Leads who opted out, declined services, or were flagged
COLD – Leads who received all follow-ups without responding
CONVERTED – Leads who booked a meeting or took the desired action

These statuses help you understand where each contact stands in the outreach sequence.

3.4.2 SMS Log Table Overview

Each row in the SMS Logs table provides a snapshot of the contact and their current status:

3.4.3 Viewing an SMS Log

Clicking the ‘Preview’ button opens the full conversation history between the LeadPulse AI and the selected contact.
You’ll be able to view the entire SMS thread in chronological order, including all messages sent and received - whether automated, AI-generated, or direct replies from the contact. This allows you to monitor engagement quality, verify responses, and assess the lead’s journey through the campaign.

3.4.4 Moderation Logs

All inbound texts are automatically screened for inappropriate or harmful content.

If a message is flagged, the contact entry will be highlighted in red, and a new button labelled “Moderation Alert” will appear.
Clicking this button will display a pop-up with:
- An explanation of why the message was flagged
- A copy of the offending message
Important: Once a contact is flagged, all further communication with that lead is blocked to maintain compliance and safeguard your business reputation.

3.4.5 Best Practices

Regularly review Converted, Cold, and Lost contacts to fine-tune your messaging
Use conversational, value-led messages that encourage responses
Monitor AI responses in Revived contacts to validate conversation quality

Ensure opt-out handling is functioning as expected to stay compliant

4. Voice Call Handling

4.1 What is a Voice Agent?

A Voice Agent is an AI-powered virtual assistant that can:

Make and receive calls on your behalf
Speak naturally with your leads using a pre-trained, conversational voice model
Qualify leads, handle FAQs, and attempt to book meetings in real time
Escalate the call to a human agent if required
This allows businesses to scale call outreach and handle inbound calls efficiently without manual intervention.

4.2 Outbound Calls

You can configure LeadPulse to:

Trigger automated voice calls to leads

Use an AI voice agent to speak conversationally

Qualify leads and book appointments live

4.2.1 Triggers

Triggers allow you to automatically engage with your leads using smart, condition-based rules. These rules determine when LeadPulse should initiate contact with a lead via Voice Call, ensuring timely and relevant outreach based on their status and activity.

How It Works

Create a trigger to automatically initiate a voice call when specific conditions are met. This allows you to tailor your lead outreach strategy and prioritise follow-up based on lead engagement, timing, and behaviour.

4.2.2 Setting a Trigger

Priority

Assign a numeric priority to your trigger. Triggers with lower numbers run first. This is useful if multiple triggers could apply to the same lead.

Voice Agent

Select a Voice Agent (e.g. Morgan - Lead Recovery) to handle voice call automation and lead conversion conversations when the trigger is voice-enabled.

Adding Conditions

To define when a trigger should activate:

Click ‘+ Add Condition’
Choose a field from the dropdown (see list below)
Select the appropriate comparator (e.g., Equals, Greater Than, etc.)
Enter your target value
You can create multiple conditions using AND (all must match) or OR (any can match) logic.

Available Conditions:

Comparators Available:

Equals

Not Equals
Greater Than
Less Than

4.2.3 Saving Your Trigger

Once you've added all desired conditions and configured the priority and voice agent, click ‘Save Trigger’ to activate it. Your Trigger will display as ‘Pending’ until it is accepted for approval. If it is not accepted a notification will display a failure to communicate with the server message and your Trigger will be removed.

LeadPulse will begin monitoring your contacts and initiate outreach when the trigger conditions are met.

4.2.4 Pausing a Trigger

To pause a Trigger, click the toggle on the trigger so that it displays grey. The Trigger will remain inactive until switched back on.

4.2.5 Removing a Trigger

To remove a Trigger, simply click ‘Remove’.

4.3 Inbound Calls

When a contact calls back:

The AI agent answers
It handles common enquiries
It can schedule meetings or escalate to a human agent

4.4 Call Logs

The Call Logs section in LeadPulse allows you to view, manage, and analyse all AI-handled voice calls initiated via campaigns or Triggers. Each entry provides a high-level summary and allows you to preview detailed transcripts of individual calls.

4.4.1 Overview of Call Log Statuses

At the top of the Call Logs page, you will find a status menu to filter by:

ALL – Displays all recorded calls.
SCHEDULED – Calls that are scheduled but not yet initiated.
RINGING – Calls currently in the process of connecting.
IN_PROGRESS – Calls that are actively ongoing.

ENDED – Completed calls, including those successfully finished or disconnected.

4.4.2 Call Log Table Fields

Each log entry in the table view includes:

4.4.3 Viewing a Call Log

Clicking the ‘Preview’ button opens a detailed view of the selected call.

Details Displayed:

This allows you to review what was said, how the AI responded, and any commitments made (e.g. meeting bookings or follow-up emails).

Lead: The name of the contact
Phone: The contact’s phone number
Trigger: Name of the trigger or campaign that initiated the call
Outcome: Status of the call (e.g. ENDED)
Date: Date and time the call took place
Summary: Auto-generated synopsis of the call outcome and key moments
Transcript: A full transcript of the conversation between the AI and the lead

4.4.4 Best Practices

Review ENDED call summaries regularly to track lead engagement quality.
Use the Transcript to identify areas to refine your AI voice scripts and better understand your audience.
Monitor for common objections or misunderstandings to improve agent training.

5. Calendar Integration

5.1 Connecting Your Calendar

LeadPulse supports integration with:

Google Calendar
Microsoft Outlook
Calendly (via public link)

5.2 Meeting Booking

Calendar link is sent via SMS or shared during AI call
Time zone is automatically detected
Double-booking is prevented with live availability checking

6. Email Reminders

6.1 After a Meeting is Booked

LeadPulse will automatically:

Send a confirmation email
Send a reminder email 24 hours and 1 hour before the meeting

6.2 Customisation

Email content can be edited in the Templates section

Add your logo, brand colours, and custom text

7. Reporting & Insights

7.1 Dashboard Metrics

SMS Delivered / Opened / Replied
Call Answer Rate & Duration
Meetings Booked
Lead Conversion Rate

7.2 Exporting Reports

Go to Reports
Choose date range and filters
Click Export to CSV

8. Daily Pulse

The Daily Pulse is an automated summary that helps you stay informed about your account’s performance.

Sent at the end of each day to your registered email.
Includes key activity metrics such as:
- Leads converted
- Leads revived
- Total messages sent
- Meetings booked
- Notable flagged moderation cases
Allows you to quickly review campaign progress and make adjustments for the next day.

9. Frequently Asked Questions (FAQ)

Q: How fast does LeadPulse reply to a contact’s response?

A: Within 5 minutes, using conversational AI.

Q: Can I edit the messages sent by LeadPulse?

A: Yes. You can customise your SMS and voice scripts in the Templates section.

Q: What if a contact asks to opt out?

A: LeadPulse detects opt-out language and automatically stops messaging that contact.

Q: Is my data secure?

A: Yes. All data is encrypted at rest and in transit. LeadPulse is fully GDPR-compliant.

10. Support & Contact

If you need help:

Visit our Help Centre

Email: support@leadpulse.it or piotr@octadigital.co / kam@octadigital.co

Live Chat: Available 9AM–6PM, Mon–Fri

11. Best Practices

Provide clean, opted-in lead data
We keep messages short, friendly, and clear
Use real-time calendar availability to maximise conversions
Review reports weekly to optimise messaging

Get in Touch

Book a Demo

123-456-7890

info@mysite.com