How the Hot Leads worklist decides who you call
It ranks your whole book on every signal it has — calls, texts, notes, dispositions, no-shows — then rotates so you cycle through everyone instead of the same names. Heat is interest; '% likely' is a booking estimate. They're different numbers.
Who this is for
Every producer working a book bigger than they can call in a day.
Heat vs % likely
Heat measures how strongly someone has signalled interest — replies, questions, buying signals, and how recently. Hot is 12 and above, Warm is 7–11, Mild is under 7.
'% likely' is a different thing: the AI scout's estimate of the chance this person books. A lead can be hot but unlikely (very engaged, repeatedly says the timing is wrong) or mild but likely (barely talks, but everything they say points at buying). Read both.
Why the list rotates
If the list only ever showed the highest scores, you'd call the same twenty people forever and the rest of your book would never be touched. It deliberately rotates on a cadence so you cycle through everyone. If a name you expected isn't on today's list, it hasn't been forgotten — it's queued.
Callback windows are the most under-used thing here
When someone books and then no-shows, the weekday and time they *chose* is real information — it's when they believed they'd be free, in their own local time. The system keeps that window and resurfaces it weekly while it's fresh, then tapers to fortnightly after a month and monthly after about three as the lead cools.
'CALL NOW' means that exact window is happening right now. A no-show called back inside their own chosen window is one of the highest-yield calls available to you, and most people never make it.
How this differs by setup
Solo agent You run everything yourself.
Captive agency The agency owns the numbers, the A2P brand and the bill.
Independent agent You're in an agency but buy your own number and register your own EIN.
Common mistakes
- Reading heat as likelihood to buy. Heat is engagement; % likely is the booking estimate.
- Ignoring the callback windows because a no-show feels like a dead lead. They chose that time — it's the best information you have about when they're reachable.
- Only ever calling Hot, so Warm never gets a chance to become Hot.
Related
Where this lives in the app
This is documentation for Virtual Closer. Book a walkthrough or sign in.