Project Admin Center - Project Setup - Registrant Settings - Follow-up Process
In this article:
- About Follow-Up Process
- Add Follow-up Process Option
- Update/Edit Follow-up Process Option
- Link Follow-up Process to Automated Sales Process
- Delete Follow-up Process Option
About Follow-up Process
Follow-up Process options are set up in the Project Admin Center to allow sales reps to select from a list identifying where a registrant is at in the sales process. This is different from the Rating field which is generally used to describe the qualification of a registrant such as A,B, C, or Agent, Purchaser, etc.
Selecting an option in the Follow-up Process field can serve as a classification marker for the sales rep. If a Follow-up Process is associated with a Sales Process, it can trigger the automatic assignment of sales activities to be completed. The specific activities as defined when creating each Sales Process will appear in the Activities section of the sales rep’s Sales Center home page once the process is triggered.
Examples of how to use the Follow-up Process field:
- To classify the registrant
A client creates a dropdown of four options: 1) interested; 2) viewed property; 3) in contract negotiations; and 4) sale complete. When a sales rep is on a registrant profile, they can manually select the option that applies to any assigned registrant at any given time, to identify how far along the registrant is in the process. - To classify the registrant and trigger automated activities
A client has three defined follow-up processes from which a sales rep can choose depending on the needs of the client. The processes begin at varying schedules after initial contact: 1) two weeks; 2) one month; and 3) three months. The three follow-up options are created as a dropdown in the Follow-up Process field. Three corresponding sales processes are linked to the follow-up options. The Sales Rep makes initial contact with the Registrant and determines that the follow-up process should begin in two weeks as this best suits the Registrant's needs. The Sales Rep selects Follow-up Process 1 in the Follow-up field in the Registrant Profile. This will trigger the sales activities that were created and associated with Follow-up Process 1, e.g. phone call two weeks after intial contact.
To manage Follow-up Process options:
1 - In the Project Admin Center, click Project Setup and select Registrant Settings.
2 - Click on the Follow-up Process tab.
Add Follow-up Process Option
1 - In the Project Admin Center, click Project Setup and select Registrant Settings.
2 - Click on the Follow-up Process tab.
3 - Click on Add Follow-up.
4 - A new line will appear. Enter the Follow-up Option in the space provided. Double-click in the Description field to enter a description if desired.
You can enter your Follow-up Process options in two ways:
- Click on Add Follow-up multiple times to add as many fields as you need and then go back and enter your Follow-Up Process options in the spaces provided; or
- Click on Add Follow-up, enter your Follow-up Process options in the space provided, and then click on Add Follow-up again and repeat the process as many times as needed.
Note: If there is a sequential order to your options and you are entering them one at a time, start entering the final one first as each new option you enter will appear above your most recent entry.
5 - Click Save.
Update/Edit Follow-up Process Option
1 - In the Project Admin Center, click Project Setup and select Registrant Settings.
2 - Click on the Follow-up Process tab.
3 - Double-click on the Follow-up Process you want to change and edit as desired.
4 - Click Save.
Warning: Editing a Follow-up Process Option will permanently change the information for all associated registrant details and reports. Any Follow-up Process options that are edited will be updated wherever they are used throughout Lasso, including registrant details and related reports. If you wish to keep any record of old Follow-up Process options, create new ones instead of editing existing types.
Link Follow-up Process to Automated Sales Process
Before proceeding, ensure that you have already created the Follow-up Process that you want to link to an automated Sales Process.
1 - In the Project Admin Center, click Project Setup and select Sales Process.
2 - Click on Add Process.
3 - In the right panel of the screen under Add Process, begin to complete the fields in the Sales Process section.
4 - In the Name field, enter a name for the Sales Process.
5 - From the dropdown in the Trigger Type field, select Registrant Follow-up Process.
6 - From the dropdown in the Registrant Status field, select the Status that you want the sales activity to be based on:
- Normal and Purchaser - all registrants are included in the Sales Process
- Normal - registrant who have not yet purchased are included in the Sales Process
- Purchaser - only registrants who have purchased are included in the Sales Process
7 - From the dropdown in the Follow-up Process field, select the Follow-up Process that you want to link to the Sales Process you are creating.
8 - Check On Insert or On Update or both.
- If only On Insert is checked, an activity will be triggered only when a registrant is first added to the database.
- If only On Update is checked, an activity will be triggered only when an existing registrant’s profile is updated with the appropriate Registrant Status.
9 - In the Notes field, add notes or a description if desired.
10 - Under Activity 1, enter information about the sales activity that you would like triggered.
11 - In the Delay By (days) field, enter the number of days that should occur between the initial trigger and the sales activity. For example, if a phone call should be made 1 day after a new registrant signs up online, enter 1 in the space provided.
12 - In the Activity Type field, select the activity that should occur. If Email is selected, another field will appear which will allow you to select the Email Template that you want to send.
13 - In the Notes field, add notes or a description if desired.
14 - Add additional Activities for the Sales Process if desired by clicking on Add Activity. Another Activity section will appear and you can enter activities as you did for the first one. For example, if a sales rep should call a registrant 5 days after the initial email, you can add the phone call as a second activity 5 days later.
15 - Click Save.
Delete Follow-up Process Option
1 - In the Project Admin Center, click Project Setup and select Registrant Settings.
2 - Click on the Follow-up Process tab.
3 - Click on the Follow-up Process Option you want to delete.
4 - Click on Delete Follow-up.
5 - You will be asked if you are sure you want to delete the selected item(s). Click Yes.
Warning: Deleting a Follow-up Process option will permanently remove it from all registrant details. Please ensure you update your registrants to a new Follow-up Process option (if applicable) prior to deleting any items.