Terminology

1. “User” is a person entered in the user database.

2. “Prospect” is a record of the contact you made with a user, including sales information.

Setting Up Prospect Manager

In User Group Manager

• Add your user groups in User Group Manager e.g. contact types, sales team, industry. Your contacts and sales staff can then be classified in up to 3 different user groups. 

Setting which data displays in dashboards 
You can set up dashboards so that agents only see their own high-level data on the dashboard, team leaders see their team's data, or sales managers see all data. This is achieved by putting the sales agents into the same team as their team leader. Note: all individual leads are still visible to everyone on the search results page. 

In User Tag Manager

• Add tag groups to enable you to better understand your users and to help agents handling calls. These can be displayed on Prospect and User records. For example, you could have tag groups such as:

  • When To Call: Anytime, Mornings, Afternoons, After 5pm, DO NOT CALL

  • Position: Owner, Director, Buyer

  • Interests: Football, Rugby, F1, Family

  • Demographics: Male, Female, Over 45, Children

• To set this up:

  • Go to User Tags  to add the groups and values.

  • On the User record > Tags tab, tick which tags apply to that user.

  • Go to Site Settings > Leads & Alerts to select which tags to display on the Prospect and User records.

In User Manager

• Set up the person(s) who will administer other admins via User Manager > Status & Levels tab > User Access Control  tick “This user can dictate the user control permissions for all users (including admins)”. 

Why This Is Important: This means being able to set an administrator user into specific user groups which is used in Access Control to determine which programs they can access.

• Add your sales staff
  Add your salespeople as admin users with a secure password, these will appear in the Owner drop down field when entering your sales records later. Assign them to the required user groups you set up previously.
  Tip: For internal users, use the Business Name to enter their job titles
  
  

• Email signatures for admins

  You now have the ability to enter an email signature on admin user records and have this displayed within the emails you send via Prospect Manager by adding in the tag {{ email_signature }} to the "email quote" and "email quote comment" system pages. 

  
  

  To set it up go into the existing admin user record in User Manager and edit the record. The email signature is below the Contact Details section.

  Formatting Tip: Use SHIFT + ENTER to put each line of your signature directly underneath each other with no extra line spacing.

  
  

• Set up dashboards
  To determine the dashboard they will see when logging in, set their role as a Sales Agent, Team Leader or Manager. Note that a sales agent only sees their data in the dashboard, a team leader sees all data for agents in the same user group as them, a sales manager sees data for all agents.

Adding Or Importing Customers & Prospective Buyers

You need to add customers or prospective buyers as users on the system via Add User before you add a prospect record. 

• Add or import your users (i.e. customers and prospects) and assign them into the user groups you set up (for more information see the section later in the document called “Understanding User Groups”) and select the user tags that apply to them. 

Tip: The Display Name can be used to hold a preferred salutation which then appears on Prospect & User records.

• Missing Email Address? 

Tip: When adding a user, you must enter an email address. If you don’t have a valid address to enter, you could use their company name and your company’s domain name to create one e.g. abplumbing@mycompany.com. 

• Do I Need A Password?

Normally, users are not required to login to the system, so you can leave the password field blank. If they are allowed to login (e.g. to place ecommerce orders on the site) then enter a strong temporary password which the user can then reset via the Forgotten Password program on the login screen. 

In Prospect Statuses

• Set up your sales funnel statuses e.g. Call In Progress, Quote sent, Shortlisted etc

• Tip: Each status can be set to Open, Won and Lost “States” for easy reporting

• Set up the probability of each status so you can predict future revenues

Why Probability Based Modelling?

This method brings greater certainty in understanding what you are likely to get as revenues from your sales funnel:

• A prospect progresses through different stages in the sales funnel e.g. Quoted, Shortlist, Preferred, Won

• Each stage is given a higher percentage probability it will be closed e.g. Quoted 20%, Shortlist 50% , Preferred 90%

• The revenue on the prospect is multiplied by this percentage probability to give the Probable Revenue figure e.g. £1000 x  shortlist 50% = probable revenue £500

• A “Revenue Date” can be set on the prospect record so you know when the revenue is expected to turn up, aiding your cash flow projections

In Site Settings

• Go into the Leads & Alerts tab 

• In the Prospect Manager section, tick whether to show User Groups and Tags in User Manager Search

• If showing User Group Tags, select which three tag groups you wish to show, in the order shown.

• If showing User Tags, select which will appear on the User record and which will appear on the Prospect record

In Prospect Tag Manager

Tagging is a useful way to add extra analysis data to a prospect which can then be searched upon, such as adding a campaign name to all prospects created during a specific campaign. 

• Go into Prospect Tag Manager

• Add a Tag Group 

• Add the tags you want in the group

• Save

Once you have added a Tag Group you can add or remove tags within it and also drag & drop them into the required order.

Reminder: Searching On Tags

You can search on up to 3 Tag Groups in Prospect Manager. These are the ones you defined previously in Site Settings under Leads & Alerts.

In Page Manager (content and styling for proposals sent via email)

You can send proposals and comments added to a prospect record to clients via email. You can style the content that goes into both the emails that are sent via the system pages email_quote and email_quote_comment.

In Site Definitions (optional)

• Change the term “Prospect” to something else if you prefer e.g. CRM, Proposal or Sales. The site definition to change is: QUOTE_MANAGER_TITLE

• In the Display tab tick “Show Tel No. & Company Name on User Manager instead of Membership Code & Joined Date”. This is more useful for sales agents.

In User Access Control (optional)

• Set up which groups of programs, or individual programs, each user group can access, for example someone in a “Sales Team” group might only be allowed to add/edit prospects in Prospect Manager and view users in User Manager, whereas someone in a “Sales Manager” group might also be able to amend users and access Email Manager.

Setting Up Email Sending & Replies

This is needed so you can send quotes via email and receive replies back using email piping via your Mailgun subscription. Read about Mailgun set up instructions and read about DNS settings and Cloudflare.