Callback list
Published 2026-08-31
You closed the chat. People still asked to be called back. Their names are in a voicemail, a text, a note on the dash. You meant to call after the last job. You did not.
The list is still yours. In the morning you reconstruct who is waiting. Someone has been waiting since last week. You will hear about it if you forget.
Your agents can take that leftover. They keep the list. They draft the next call note. They tell you who is still waiting. They come back to the same rows tomorrow.
After the chat
Someone said call me back. You said you would. Then you were on a job, then in the van, then in another chat. The promise is still in your head.
You open the inbox and hunt. You scroll texts. You ask the shop who called. You write names on a pad, then leave the pad in the truck. Tomorrow you write it again.
One name in the chat gets you one draft. The rest of the list is still yours. The chat cannot keep the rows. It cannot send you who is still waiting. It cannot come back in the morning and do this again.
That is the leftover.
What your agents do
They keep a board of people who asked for a call. Each row is a name, what they needed, when they asked, and whether you already called.
Every morning a job runs. Your agents read the board. They list who is still waiting. They write the next call note from the row: who, why, what you already know. They send that list by mail. Then they wait. You make the calls that need a person.
If someone called back on their own, your agents mark the row. If you called and left a message, they mark that too. If a row has been waiting too long, they flag it. They do not invent a number you never gave them.
You can tell them to hold the morning list until you have added overnight names. They still write the notes. You still make the calls. After that they keep the board, and you look at who is left.
They come back to it every morning. You do not rebuild the list from memory.
When a new callback lands in mail, your agents add the row. The next morning it is on the list. You deal with the ones that need your voice. The ones that are done stay marked.
Files, mail, a board, a job that runs
The callback list lives on a board. The morning pass is a job that runs. The list comes by mail. If you want the call note on the job, they keep it in the files.
The rest of the team opens the same board. You do not forward a chat to prove someone is waiting. If you are still on a job, someone else can see who still needs a call.
Hand it off
Copy this:
Set up Callback list on Sails. Keep the callback list and tell me each morning who is still waiting. Use Records, Mail, Jobs. Ask me anything you need before you start.