Leads and CRM
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Promotional tools help in the activities you plan and execute to persuade consumers to buy your products or services. An overview about the terms Leads and CRM is given in the following sections.
Who is A Lead?
A Lead is a person who is interested in the product or service you sell and they might become your customer, but currently isn't. Companies generate leads from a variety of sources, then follow up with each one to see if the business lead is a good fit for what they sell.
What is CRM?
CRM is Customer Relationship Management (CRM) system that helps to manage the customers. CRM helps in gathering details about an individual or representatives of an organization.
Submenu that comes under this section are as follows:
Overview
Leads by progress
Assigned Leads
Appointments
An overall view of the leads in the system is shown in the lead overview section. Details that are shown under lead overview includes Lead Summary, Lead Information, Appointments and Lead Sources.
Summary of the leads in different categories depending on their status are shown here. Number of leads in each status is shown against the category.
Different categories of leads are as follows.
Prospects: The new Leads are shown in this category. Number of leads in prospects status is shown at the right end.
Tentative: Leads who are likely to become Customers are shown in this category. Number of leads in tentative status is shown at the right end.
Potential Leads: Those leads who are interested to associate are shown under this category. Number of leads in potential lead status is shown at the right end.
Contacts: The leads who are in your Contacts are shown under this category. Number of leads in contacts status is shown at the right end.
Closed: Leads who are not interested to associate are shown under this category. Number of leads in closed status is shown at the right end.
Customers: The leads who won and are converted as customers are shown under this category. Number of leads in customers status is shown at the right end.
You can view the details of the leads in each category by clicking on each category. On clicking the category, you will be redirected to the Owned leads list where you can view the leads in the selected category filtered as shown in the below picture.
This is the pictorial representation of the leads summary. You can view the leads under each category represented in different colors.
Category which represents each color is written against the same with the number of leads in that section shown inside brackets. You can also view the number of leads by moving the mouse pointer above the sections.
Details of the scheduled appointments are shown in this section. You can view the upcoming appointments with date and time as shown in the below picture. Status of the appointment is also shown against each.
You can also filter and view the appointments of Today, Next 7 Days and Next 30 days by using the options available in the top of the section.
This is the pictorial representation of the sources of the leads (eg: Website, Facebook, Twitter, Instagram, etc.)
Each source is represented in different color and the source of the lead will be marked against each. You can also view the number of leads acquired through each source by moving the mouse pointer against each source.
Details and history of all the leads owned by the user is shown in this section.
The following details about leads are shown in this section.
Name: Name of the lead is shown in this field.
Email: The email address of the lead is shown in this field.
Phone: The phone number of the lead is shown in this field.
Added On: The date and time at which the lead was added is shown in this field.
Status: The current status of the lead is shown in this field.
Source: The source from which the lead has been generated is shown in this field.
Owner: The owner of the lead is shown in this field.
Manage: There are different options to manage the details of the leads under this as shown below.
1.Send Email
You can directly send an email to the respective lead using this option. On selecting send mail option in manage, you will be redirected to send an email screen as shown below.
The following details are to be filled in the respective fields to send an email.
From: Enter the email address of the user who is sending the mail. Note: This is a mandatory field.
To Leads with Status: You can select the status of the leads in this field so that the mail will be sent to all the leads in the selected status. Note: This option is to send bulk emails.
Individual leads: You can select the leads to which the email has to be sent in this field. All the available leads will be shown here.
Subject: Enter the Subject of the mail in this field. Note: This is a mandatory field.
Template: Select the template from the dropdown available. Note: This is a mandatory field.
Body: You can enter the content of the email in this space provided. You will also have the options for word formatting in this field. Note: This is a mandatory field.
Schedule for Later: You can schedule the emails later by configuring the date and time by ticking the check box provided against this field. On ticking this you will be asked to provide the date and time at which the mail has to be sent in the field provided. Note: Date and time should be provided in MM/DD/YYYY HH:mm format.
Click on Preview option to have a preview of the mail before sending.
Click on Send option to send the mail to the respective leads.
2. View Detail
You can view the complete details of the lead by selecting this option. On clicking View Details you will be redirected to Lead Details screen as shown below.
Details like name of the lead, email id, location and message are shown in the top section. You can also view the lead status, phone number, date on which the lead was added and the lead source in this section of the screen. You will have the options to create or edit an appointment and update the lead details in the top details section of the lead.
Create/Edit Last Appointment
You can create an appointment or edit the last appointment in this screen. If no appointments are created for this lead, you can see the option to Create an appointment in the lead details. If appointment is already created you will have the option to Edit the last appointment in the screen. On clicking the option, you will get a slide screen to enter/edit the appointment details as shown below.
Details that are to be filled are as follows.
Lead: The name and email address of the lead will be displayed here. Note: This field is not editable.
From: The Starting date and time of the appointment can be selected from the calendar provided. Note: This field is mandatory.
To: The ending date and time of the appointment can be selected from the calendar provided. This is an optional field.
Appointment note - You can add the note for the appointment in this field.
Appointment status - You can choose the status of the appointment, whether it is pending/ confirmed/ completed etc here.
Click Save to get the details updated.
Click Reset to clear the fields.
The latest update will be added in the recent activities list also.
Update
Details of the leads can be updated using this option. On clicking the Update icon, a screen with the lead details appears as shown below where you can update the details.
Details that can be updated are as follows.
Assignee: The person who is assigned as responsible one for the further processes of a lead can be updated in this field.
First Name: First name of the lead can be updated in this field.
Last Name: Last Name of the lead can be updated in this field.
Email: Email address of the lead can be updated in this field.
Phone: The phone number of the lead can be updated in this field.
Location: The location of the lead can be updated in this field.
Source: The source from which the lead has been generated can be updated in this field.
Status: The current status of the lead can be updated in this field.
Message: If there are any messages or new messages from the lead, the message could be added and the previous message could be replaced with this option.
Click on Save to update the details.
Click Reset to clear the fields.
Lead details will get updated in the screen also.
Recent Activities
Here you can view the history of all the activities the lead owner has made with time as shown below.
Notes
You can add any notes regarding the leads and lead status in this section. Enter the notes and click Add button to get the notes added to the space. You can also delete the notes by clicking delete option against each note.
3. Schedule Appointment
You can schedule the appointment for the lead using this option. On clicking Schedule Appointment, a screen as shown below appears where you can add the appointment details.
The following details are to be given to schedule an appointment.
Lead: The name and email address of the lead is displayed here by default. Note: This field is not editable.
From: Starting Date and time of the appointment can be selected here from the calendar.
To: End Date and time of the appointment can be selected here from the calendar. This is optional.
Appointment note: You can add the note for the appointment in this field.
Appointment status: You can choose the status of the appointment, whether it is pending/ confirmed/ completed etc. from the dropdown available.
Click Save to save the appointment.
Click Reset to clear the fields.
4. Edit
You can edit the lead details by using this option. On clicking the edit option under manage a screen as shown below appears where you can update the lead details.
Details that can be updated are as follows.
Assignee: The person who is assigned as responsible one for the further processes of a lead can be updated in this field.
First Name: First name of the lead can be updated in this field.
Last Name: Last Name of the lead can be updated in this field.
Email: Email address of the lead can be updated in this field.
Phone: The phone number of the lead can be updated in this field.
Location: The location of the lead can be updated in this field.
Source: The source from which the lead has been generated can be updated in this field.
Status: The current status of the lead can be updated in this field.
Message: If there are any messages or new messages from the lead, the message could be added and the previous message could be replaced with this option.
Click on Save to update the details.
Click Reset to clear the fields.
5. Delete
You can delete the lead using this option. On clicking delete option against each lead, you will be asked a confirmation popup as shown below.
Click on Yes, delete it to delete the lead. Click Cancel to close the popup.
Options for performing different actions and also to filter the leads are available at the top right corner of the screen. Details of each option are explained below in detail.
Options to Delete the leads, Export CSV and Send Email are available under Actions menu.
Delete
You can delete the lead using this option. Select the lead or leads to be deleted by ticking the checkbox against the leads and select delete under actions to delete them.
Export CSV
You can export the details of the lead as a CSV file by selecting the required leads using this option. Select the leads by ticking the checkbox against the leads and select Export CSV to get the details of the leads exported as CSV file.
Send Email
On selecting this option, you will be redirected to the Send an email page where you can send the mail to the selected leads. You also have an option to send the bulk email for a set of leads based on the status and also to individual leads. Emails can also be scheduled for later by configuring the date and time. This section was discussed in detail under Manage section in Leads by progress. Please refer the same for more details.
This option is used to add a new lead to the system. On clicking the Add menu a screen to enter the lead details appears as shown below.
Details that need to be filled to add a new lead are as follows.
Assignee: The person who is assigned as responsible one for the further processes of a lead can be selected in this field.
First Name: Enter the First name of the lead in this field.
Last Name: Enter the Last Name of the lead in this field.
Email: Enter the Email address of the lead in this field.
Phone: Enter the phone number of the lead in this field.
Location: Enter the location of the lead in this field.
Source: Select the source from which the lead has been generated from the dropdown in this field.
Status: Select the current status of the lead from the dropdown in this field.
Message: If there are any messages from the lead, the message could be added in this space.
Click on Save to add the new lead.
Click Reset to clear the fields.
You can import the details of the lead using this option so that you don't have to add the users individually into the system. On clicking the import CSV menu, you will be redirected to Import CSV lead page as shown below.
Perform the following steps to import a CSV file.
Click “Download Template” to download the template for data upload.
Fill the CSV file with the details in order format: first name, last name, email, phone, location, status, source, message. Source and Status keywords must be the same as in the dropdown of the respective fields.
Choose the CSV file to be uploaded in the Upload CSV field.
Click on Preview option to have a look at the uploaded file.
Click Upload to upload the data successfully.
Click Reset to Reset the uploaded file.
You can view the imported lead details by clicking on the Lead List option at the top right corner. On clicking Lead List you will be redirected to the Leads list page where you can view all the leads.
The filter option helps you to reach the exact lead details you are looking for. You can filter the leads using different combinations of fields like First Name, Last Name, Email, Phone, Status, and Owner. Leads can be filtered using any of these fields individually or a combination of any of these.
Perform the following steps to filter the data.
Enter the details based on which the data has to be filtered in respective fields.
Click search to get the particular lead filtered.
Click Reset to clear the data.
History of all the leads assigned to the user is shown in this section.
The following details of the assigned leads are shown in the screen.
Name: Name of the lead is shown in this field.
Email: The email address of the lead is shown in this field.
Phone: The phone number of the lead is shown in this field.
Added On: The date and time at which the lead was added is shown in this field.
Status: The current status of the lead is shown in this field.
Source: The source from which the lead has been generated is shown in this field.
Owner: The owner of the lead is shown in this field.
Manage: There are different options to manage the details of the assigned leads under this as shown below.
1.Send Email
You can directly send an email to the respective lead using this option. On selecting send mail option in manage, you will be redirected to send an email screen as shown below.
The following details are to be filled in the respective fields to send an email.
From: Enter the email address of the user who is sending the mail. Note: This is a mandatory field.
To Leads with Status: You can select the status of the leads in this field so that the mail will be sent to all the leads in the selected status. Note: This option is to send bulk emails.
Individual leads: You can select the leads to which the email has to be sent in this field. All the available leads will be shown here.
Subject: Enter the Subject of the mail in this field. Note: This is a mandatory field.
Template: Select the template from the dropdown available. Note: This is a mandatory field.
Body: You can enter the content of the email in this space provided. You will also have the options for word formatting in this field. Note: This is a mandatory field.
Schedule for Later: You can schedule the emails later by configuring the date and time by ticking the check box provided against this field. On ticking this you will be asked to provide the date and time at which the mail has to be sent in the field provided. Note: Date and time should be provided in MM/DD/YYYY HH:mm format.
Click on Preview option to have a preview of the mail before sending.
Click on Send option to send the mail to the respective leads.
2. View Detail
You can view the complete details of the lead by selecting this option. On clicking View Details you will be redirected to Lead Details screen as shown below.
Details like name of the lead, email id, location and message are shown in the top section. You can also view the lead status, phone number, date on which the lead was added and the lead source in this section of the screen. You will have the options to create or edit an appointment and update the lead details in the top details section of the lead.
Create/Edit Last Appointment
You can create an appointment or edit the last appointment in this screen. If no appointments are created for this lead, you can see the option to Create an appointment in the lead details. If appointment is already created you will have the option to Edit the last appointment in the screen. On clicking the option, you will get a slide screen to enter/edit the appointment details as shown below.
Details that are to be filled are as follows.
Lead: The name and email address of the lead will be displayed here. Note: This field is not editable.
From: The Starting date and time of the appointment can be selected from the calendar provided. Note: This field is mandatory.
To: The ending date and time of the appointment can be selected from the calendar provided. This is an optional field.
Appointment note - You can add the note for the appointment in this field.
Appointment status - You can choose the status of the appointment, whether it is pending/ confirmed/ completed etc here.
Click Save to get the details updated.
Click Reset to clear the fields.
The latest update will be added in the recent activities list also.
Update
Details of the leads can be updated using this option. On clicking the Update icon, a screen with the lead details appears as shown below where you can update the details.
Details that can be updated are as follows.
Assignee: The person who is assigned as responsible one for the further processes of a lead can be updated in this field.
First Name: First name of the lead can be updated in this field.
Last Name: Last Name of the lead can be updated in this field.
Email: Email address of the lead can be updated in this field.
Phone: The phone number of the lead can be updated in this field.
Location: The location of the lead can be updated in this field.
Source: The source from which the lead has been generated can be updated in this field.
Status: The current status of the lead can be updated in this field.
Message: If there are any messages or new messages from the lead, the message could be added and the previous message could be replaced with this option.
Click on Save to update the details.
Click Reset to clear the fields.
Lead details will get updated in the screen also.
Recent Activities
Here you can view the history of all the activities the lead owner has made with time as shown below.
Notes
You can add any notes regarding the leads and lead status in this section. Enter the notes and click Add button to get the notes added to the space. You can also delete the notes by clicking delete option against each note.
3. Schedule Appointment
You can schedule the appointment for the lead using this option. On clicking Schedule Appointment, a screen as shown below appears where you can add the appointment details.
The following details are to be given to schedule an appointment.
Lead: The name and email address of the lead is displayed here by default. Note: This field is not editable.
From: Starting Date and time of the appointment can be selected here from the calendar.
To: End Date and time of the appointment can be selected here from the calendar. This is optional.
Appointment note: You can add the note for the appointment in this field.
Appointment status: You can choose the status of the appointment, whether it is pending/ confirmed/ completed etc. from the dropdown available.
Click Save to save the appointment.
Click Reset to clear the fields.
Options to Export CSV and Send Email are available under Actions menu.
Export CSV
You can export the details of the assigned lead as a CSV file by selecting the required leads using this option. Select the leads by ticking the checkbox against the leads and select Export CSV to get the details of the leads exported as CSV file.
Send Email
On selecting this option, you will be redirected to the Send an email page where you can send the mail to the selected leads. You also have an option to send the bulk email for a set of leads based on the status and also to individual leads. Emails can also be scheduled for later by configuring the date and time. This section was discussed in detail under Manage section in Leads by progress. Please refer the same for more details.
This option is used to add a new lead to the system. On clicking the Add menu a screen to enter the lead details appears as shown below.
Details that need to be filled to add a new lead are as follows.
Assignee: The person who is assigned as responsible one for the further processes of a lead can be selected in this field.
First Name: Enter the First name of the lead in this field.
Last Name: Enter the Last Name of the lead in this field.
Email: Enter the Email address of the lead in this field.
Phone: Enter the phone number of the lead in this field.
Location: Enter the location of the lead in this field.
Source: Select the source from which the lead has been generated from the dropdown in this field.
Status: Select the current status of the lead from the dropdown in this field.
Message: If there are any messages from the lead, the message could be added in this space.
Click on Save to add the new lead.
Click Reset to clear the fields.
You can import the details of the lead using this option so that you don't have to add the users individually into the system. On clicking the import CSV menu, you will be redirected to Import CSV lead page as shown below.
Perform the following steps to import a CSV file.
Click “Download Template” to download the template for data upload.
Fill the CSV file with the details in order format: first name, last name, email, phone, location, status, source, message. Source and Status keywords must be the same as in the dropdown of the respective fields.
Choose the CSV file to be uploaded in the Upload CSV field.
Click on Preview option to have a look at the uploaded file.
Click Upload to upload the data successfully.
Click Reset to Reset the uploaded file.
You can view the imported lead details by clicking on the Lead List option at the top right corner. On clicking Lead List you will be redirected to the Leads list page where you can view all the leads.
The filter option helps you to reach the exact lead details you are looking for. You can filter the leads using different combinations of fields like First Name, Last Name, Email, Phone, Status, and Owner. Leads can be filtered using any of these fields individually or a combination of any of these.
Perform the following steps to filter the data.
Enter the details based on which the data has to be filtered in respective fields.
Click search to get the particular lead filtered.
Click Reset to clear the data.
All the appointments made are shown in this section.
The following details of the appointments are shown in the screen.
Lead: The name and email address of the lead is shown in this field
Lead Status: Status of the lead is shown in this field.
From and To: The starting and end date and time of the appointment is given in these fields.
Appointment Status: The status of the appointment, whether it is pending/ confirmed/ completed etc. is shown in this field.
Manage: You can find the options to edit the details of the appointment or delete it under this.
Edit
You can edit the appointment using this option. On clicking Edit, a screen to edit the appointment list appears as below.
Details that can be edited are as follows.
Lead: The name and email address of the lead will be displayed here.
From: The Starting date and time of the appointment can be selected from the calendar provided. Note: This field is mandatory.
To: The ending date and time of the appointment can be selected from the calendar provided. This is an optional field.
Appointment note - You can edit the note for the appointment in this field.
Appointment status - You can choose the status of the appointment, whether it is pending/ confirmed/ completed etc here.
Click Save to get the details updated.
Click Reset to clear the fields
2. Delete
You can delete the appointment using this option. On clicking delete option against each appointment, you will be asked a confirmation popup as shown below.
Click on Yes, delete it to delete the appointment. Click Cancel to close the popup.
Options for performing different actions and also to filter the appointment are available at the top right corner of the screen. Details of each option are explained below in detail.
Options to Delete the appointments is available under Actions menu.
Delete: You can delete the appointments using this option. Select the appointments to be deleted by ticking the checkbox against the appointments and select delete under actions to delete them.
You can schedule a new appointment using this option. On clicking the Add menu a screen to enter the appointment details appears as shown below.
Details that are to be filled are as follows.
Lead: The name and email address of the lead will be displayed here.
From: The Starting date and time of the appointment can be selected from the calendar provided. Note: This field is mandatory.
To: The ending date and time of the appointment can be selected from the calendar provided. This is an optional field.
Appointment note - You can add the note for the appointment in this field.
Appointment status - You can choose the status of the appointment, whether it is pending/ confirmed/ completed etc here.
Click Save to get the details saved.
Click Reset to clear the fields.
The filter option helps you to reach the exact appointment details you are looking for, you can filter using different combinations of fields like Lead name, Date and Appointment Status. Appointment details can be filtered using any of these fields individually or by a combination of any of these.
Perform the following steps to filter the data.
Enter the details based on which the appointment has to be filtered in respective fields.
Click search to get the particular appointment filtered.
Click Reset to clear the data.
Details of this page will be discussed under Leads by progress section.
