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Manage Prospects
Once prospects are loaded, managing them is one of your most important day-to-day sales activities. It is all about keeping current with your prospects as you move them through the sales flow. You will update details and notes, communicate with them via direct email, move them through marketing campaigns, set the calendar for follow-up, initiate new actions based on their response and finally convert them to customers. To update a category for a prospect, see Update Prospect Category. A prospect can only be in one category and campaign at a time. If you change a prospect’s category in the middle of a campaign, they will stop receiving the emails in their old campaign and start receiving the new campaign emails. Campaign emails cannot be edited.
***A Prospect MUST be moved category to category in order to trigger the email messages to be sent to that prospect. The sales flow that has been created for you is based on moving the prospect accordingly.
Only permission based leads may be manually added to Prospect Generator. How do you know if your lead is "permission based"? If you have verbally spoken to this person, they are interested and want you to followup - they are a lead. Leads come into the system either from lead forms, forms on web pages, manually entered, lead importer or the address book importer. Your account can accept up to 3,000 leads per annual rolling period (1-year).
Add A Prospect Using Quick Add
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A prospect can be manually added to your Prospect Generator through a Quick Add. A Quick Add consists of first name, last name and email. Quick Add prospects can also automatically be placed into a default category, automating prospect communication. Quick Add is a great tool for manually adding in contacts from the business cards you collect. Also, if you host an event and have a sign in sheet, you can manually add those contacts in as well through Quick Add.
Add A Prospect Using Quick Add
Step 1: Choose a Default Language. (The prospect will receive email communication in the
chosen language.)
Step 2: Fill in First Name, Last Name and Email.
Step 3: Click "Add Prospect."
The prospect has been added. Once you’ve added the prospect, you can add more information about them such as phone number (See Manage Prospects, Manage Prospect Details).
TIP: For a test, we always recommend one of the first things you do is manually add yourself into your Prospect Generator. That way you can assign yourself categories to see what the email messages look like when delivered.
Select Default Category For Quick Add Prospects
The default category is the category that all Quick Add prospects will automatically be assigned to.
Edit Default Category
Step 1: Click on the Account Settings tab.
Step 2: In the Edit User block, scroll to Default Category field.
Step 3: From the drop down menu select a category.
Step 4: Click "Save Changes."
Quick Add prospects will now go directly into your chosen category and begin receiving the email campaign attached to that category. If you don't want all of your Quick Adds to be in an automatic category, choose none.
Manage Prospects
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To manage details of a prospect, click the first or last name of a prospect to view prospect details. Here you can view and edit Prospect Details, view and edit Prospect Notes, view Email History, and Send a Message to your prospect, including a pre-written Email Message and a Quick Message.
Manage Prospect Information
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Manage a prospects contact information, interests, and category within the Prospect Details.
Manage Prospect Information
Step 1: Click on Prospect Generator, then on the Prospects sub tab.
Step 2: Search and click on the name of a prospect to manage.
Step 3: In the Prospect Details block, click on Edit. The window will refresh and the fields
will be open to edit.
Step 4: Edit the desired fields.
(Name, email, category)
Step 5: Click Add Field to add new survey questions/answers.
Example: Survey Question: Work Phone: Survey Answer: 555-555-1245
Step 6: Click Save Changes.
Manage Prospect Notes
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You can add Notes to a prospect allowing you to stay reminded of conversations, or any other dialogue you are having with this prospect. When you add a note to the prospect, the name of the prospect (if added to the Calendar) will appear on the Calendar, along with the note. You can be reminded by email of your notes to stay fully organized.
Add Note:
Step 1: Click on Prospect Generator, then on the Prospects sub tab.
Step 2: Search and click on the name of a prospect to add a note.
Step 3: In the Prospect Notes block, click on Add Note. The Window will
refresh with a note box.
Step 4: Type in your note.
Step 5: Choose a date on the Note Date Calendar (Calendar on the left) that you want
this note to be displayed.
Step 6: Option: To have an email reminder sent to you, put a checkbox next to Email
Reminder Sent On. (Calendar on the right) Click the date you want the reminder sent
for this note. Reminder email will be sent at 12:01 AM of that day.
Step 7: Type in the Time you entered the note or the time you want this note to be
displayed on the calendar.
Step 8: If you want this note to show up on the Main Calendar as a reminder, put a check box
next to "Show note on calendar". You will be able to view this note on your
Calendar. Email Reminder will be sent at midnight on the day of the note.
Step 9: Click Add Note.
Your note is now added.
Communicate to Prospect With Quick Message
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A Quick Message is a free hand message sent to a prospect. Quick messages will include your Default Signature when sent (See Edit Your Account for Default Signature). Images cannot be added to a Quick Message.
Send a Quick Message
Step 1: Click on Prospect Generator, then on the Prospects sub tab.
Step 2: Click on the name of a prospect.
The window will refresh.
Step 3: In the Send Message to Prospects block, check the box next to Quick message.
Step 4: Type in a free hand message to your prospect.
Step 5: Click Send Message.
You can include [ ] brackets in the email message that will automatically populate with the prospect's information when sent. Those brackets include [First Name], [Last Name] or [Email].
The message will be sent to the prospect and will include your Default Signature. The subject line will automatically appear as a personal note from (your username) and cannot be changed.
When the window refreshes, the Quick Message will display in Email History. Click the View link to view past messages sent.
Search For Prospects
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Search for prospects by category, capture form, Coop, first name, last name, email, or by date range. Once you search for prospects based on certain criteria, your list will narrow down.
Step 1: Click on Prospect Generator, then on the Prospects sub tab.
Step 2: In the top search fields, choose from the drop down menu on each field to narrow down your
search criteria.
Step 3: Click Search. The window will refresh and display prospects within your criteria.
Be sure to change the criteria back to “all” or the full date range to see your entire list of prospects again. If you do a specific search, do not change it back and log out, next time you log in it will still show the results of that search. Also, once you delete a prospect from your system, their information can still be later retrieved by clicking the “Show Deleted Items” box when you conduct a search.
See Export Prospects to an Excel Spreadsheet to export this specific search of prospects.
Export Prospects to an Excel Spreadsheet
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Export all of your prospects or filter and search for specific prospects by category, capture form, coop, date range, first name, last name or email address.
Export Prospects
Step 1: Click on Prospect Generator, then on the Prospects sub tab.
Step 2: In the top search fields, filter your prospects by choosing criteria from
field choices. Example:
Category: Interested;
From: May 1, 2008 to May 30, 2009
Step 3: Click Search. The prospect criteria you searched will display.
Step 4: Click Export. An Excel file download window will open.
Step 5: Click Open or Save.
The selected data has been exported.
Import Prospects From Excel Files
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You can import contacts into your Prospect Generator using Microsoft Excel or a compatible spreadsheet. All you need is their first name, last name and email address to import. This is a great way to import a large number of prospects at once. Also, when importing prospects from Excel, you have the ability to assign everyone the same category at once instead of having to make each selection individually.
NOTE: If you plan on importing a large list of contacts, be sure to know what your annual prospect limit is. (Click on Action Generator in the upper right side of your login to view your system default limit.) This limit includes prospects collected through all forms, manually added and those imported from Webmail or Excel files.
Step 1: In an Excel spreadsheet, select the fields you want to import. (First Name, Last Name, Email)
Step 2: Once you have highlighted the fields, right-click with your mouse. A window will
open - click on "copy."
Step 3: In the tools tab of the Prospect Generator, look at the Import Prospects box.
Step 4: In the white box, click the mouse. A new window will open. Click "Paste".
Step 5: Your data will appear in the white box. Now click on "Analyze Data."
Step 6: Match the columns to the correct fields. Example: Column A = Name First
Column B = Name, Column C = E-mail Address.
Step 7: If you want these imported prospects to go in the same category, select a
category from the drop-down menu.
Step 8: Click "Import Data."
If you choose not to import these prospects into a category, you can now manually move each prospect into the appropriate category.