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Leads

Using Lead Dashboards

When you click on the Leads tab in the main navigation menu and click to open a Lead, you are taken to that Lead's Dashboard.

The Lead Dashboard is where you will manage the tools, details and assignments for each specific lead. Any account user assigned to a lead will be able to view this dashboard; however, the tools and information presented to them is dependent on the permissions settings of the user group to which they belong. For more about user groups and permissions settings, see Setting the Permission Levels for Authorized User Groups.

Below are descriptions of the elements within each Lead Dashboard.

Lead Name and Navigation
At the top of the page, you can view the Lead name and tentative date(s)/time(s) as well as if the Lead is On Hold. Below this information, the dashboard navigation header tells you what tool you are currently in for the lead. Click on this header to quickly navigate between different tools. Easily switch leads/tools by selecting "Switch Lead" to the right of this header. 

"Book Event" Button
Clicking on this will bring up a panel allowing you to:

  • Make any necessary edits to the event start and end dates/times
  • Select/edit the event type
  • Choose your method of managing attendees (RSVP or Ticketing/Registration)

After verifying these details in the panel, select the "Book Now" button to convert your lead into a booked event. 

"Edit Lead" Button
By clicking on this button, you can:

  • Edit the Lead Name/Description/Color
  • Edit the Tentative Date(s)/Time(s)
  • Add/Delete the Thumbnail Image for the Lead

"Export" Button
By clicking on this button, you can download the following PDF files:

  • Assigned Contacts PDF
  • Assigned Vendors PDF
  • Assigned Venues PDF

Activity Log (top right corner)
Here you can see all the user activity for everything in the Lead over the last 14 days, and you can also view any emails sent from the Lead in the last 14 days.

Status Notifications
This area displays four categories of status notifications and the number of items belonging to each:

  • Key Activities (green)
  • Upcoming items (blue)
  • Overdue items (red)
  • Waiting items (yellow) 

You can edit the date range for each category using the drop down below the category label. Any tool in the dashboard with key activity, upcoming, overdue, or waiting items will have a color-coded button next to it. Click on this button to display the categorized tool-related items.

Key Activities (Green)

This category displays noteworthy activities that have occurred in the Lead in the recent past.

You can set this category to display items that have occurred in the last 7 or 3 days or today.

For any tool that has key activities that have been recently completed (per your display setting preferences), a green count button will appear; when you click on that button, a table will appear that displays all the relevant key activities.

Next to each item is an "Actions" button that allows you to do one or more of the following (depending on the type of item):

  • Go to the tool/area where the item exists in the Lead.
  • View summary details that relate to the item.

Upcoming Items (Blue)

This category displays items that have a date attached to them and are coming up in the near future.

You can set this category to display upcoming items over the next 3, 7, 14, 30 or 60 days as well as just today.

For any tool that has upcoming items (per your display setting preferences), a blue count button will appear; when you click on that button, a table will appear that displays all the relevant upcoming items.

Next to each item is an "Actions" button that allows you to do one or more of the following (depending on the type of item):

  • Go to the tool/area where the item exists in the Lead.
  • Modify the item (for example, for To-Do's you can edit or delete the item or mark it as complete).
  • Send a reminder email to contacts directing their attention to the item.

Waiting Items (Yellow)

This category displays items for which you are waiting for someone to provide data or complete a process.

You can set this category to display items for which you have waited for a response/action for the past 7, 14, 30, 60, 90 or 180 days as well as all waiting items regardless of time range.

For any tool that has waiting items (per your display setting preferences), a yellow count button will appear; when you click on that button, a table will appear that displays all the relevant waiting items.

Next to each item is an "Actions" button that allows you to do one or more of the following (depending on the type of item):

  • Go to the tool/area where the item exists in the Lead
  • Send a reminder email to contacts directing their attention to the item.

Overdue Items (Red)

This category displays items that are overdue or past their designated deadline date.

You can set this category to display items that have become overdue over the past 7, 14, 30, 60, 90 or 180 days as well as all overdue items regardless of time range.

For any tool that has overdue items (per your display setting preferences), a red count button will appear; when you click on that button, a table will appear that displays all the relevant overdue items.

Next to each item is an "Actions" button that allows you to do one or more of the following (depending on the type of item):

  • Go to the tool/area where the item exists in the Lead.
  • Modify the item (for example, for To-Do's you can edit or delete the item or mark it as complete).
  • Send a reminder email to contacts directing their attention to the item.

Lead Tools
You can view all the tools available in the Lead, as well as quick statistics/totals for each tool, and a calendar displaying all date-based items related to the lead.

  • To go to a tool, just click on the tool's name.
  • Use arrow icon to the right of a tool to "Hide Tool" and move to the "Hidden Tools" area at bottom right of the dashboard (underneath the calendar)

Sales Pipeline

This panel allows you to edit the sales pipeline step to which your lead belongs. As you manage your inquiries from lead to booking, this tool provides you with a way to track and report on lead status.

To edit the pipeline step for your lead, click the pencil icon in the upper right corner of this panel and select the applicable pipeline step before hitting Save. 

Lead Calendar

Here you can see all date-based items related to your lead, including:

  • Potential event date
  • Hold date
  • Venue bookings
  • Appointments
  • To-dos
  • Food & beverage delivery, service, and pickup dates/times

Select "Add to Calendar" in the upper left to add an Appointment or To-do directly from this calendar. Select "Change view" to navigate between month, week, day, list, or venue timeline views. 

Date/Time Conflicts

This area of the dashboard appears either bright red (indicating a conflict) or bright green (indicating no conflict). To view existing conflicts, click "View conflict".

For more about settings for date/time conflicts, see Configuring Alerts for Event/Venue Time Conflicts.

Status

This panel allows you to:

  • Convert your lead to a booked event NOTE: You can also convert your lead to a booked event by using the Book Event button at the top of the page. 
  • Place the lead On Hold (or manage your hold for the lead). 
  • Update the Lead Source.
  • Update the Event Type.
  • Update the Target Budget.
  • Close the lead. 
  • Delete the lead.

Headcounts

This panel allows you to update and save the Estimated, Actual, and Minimum headcounts for the lead. NOTE: Please be aware of the fact that these headcounts do not use any data from the Attendee List tool. These numbers must be updated manually to maintain control over any changing financial calculations using this data (i.e., invoice or budget line items).

Tags
Here you can apply Tags to the Lead so you can runs searches and Reports based on Tags.

Contacts, Vendors, and Venues

Contacts
Under this tab you can assign Contacts to the Lead, which does two things:

  • It allows those Contacts to access the Lead if you have given them access to your account.
  • It lets you and other users assign those Contacts to items inside of the Lead's tools like To-Do's.

Vendors
Under this tab you can add Vendors to the vendor list inside the Lead. It DOES NOT give vendors access to the Lead or to the account.

Venues
Under this tab you can assign one or more Venues to the Lead and designate the dates/times those venue spaces/rooms are booked. These Venue assignments will also display on the master Calendar in Venue view.