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Project Admin Center - Project Setup - Sales Process

Project Admin Center - Project Setup - Sales Process

In this article:

About Sales Process

The Sales Process menu item under Project Setup in the Project Admin Center allows a Project Administrator to set up sales processes using triggers (such as an online registration) that automatically notify sales reps to perform activities such as phone calls or emails. As well, email activities can be set to automatically send at a scheduled time so that sales reps can focus on other tasks.

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Triggers can be based on various items or events within Lasso, including:

  • Registrant Registration
  • Registrant Source Type
  • Registrant Rating
  • Registrant History
  • Registrant Follow-up Process
  • Registrant Secondary Source Type
  • Registrant Becomes Purchaser

The Sales Process setup can be very simple or complex depending on your needs. Multiple sales processes can be set up for a single project, to ensure that the many facets of the registrant to purchaser conversion are covered.

About Setting Up Sales Process Automation

Email activities that are triggered via Sales Process in Lasso can be set to automatically send at a scheduled time. This eliminates the need for sales reps to complete these email activities manually, freeing up time to focus on phone calls or appointments.

Sales process automation is set up when creating an email activity as part of a sales process. When Email is selected as the Trigger Activity Type, an Automate box and a Time field will appear. To send out the email automatically, simply check the Automate box and select the Time that you would like the email to be sent out.

Note: The email will be sent out on the scheduled day based on the project time zone. If the time of the scheduled email comes after the email activity is triggered for a registrant on the scheduled day, the email will be sent immediately.

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Automated Email Activities on Sales Center Home Page

Automated email activities will be included in the Email activities for a sales rep on the Sales Center home page. Scheduled emails will show a clock beside the registrant's name. Hovering over the clock will display the date and time that the email is scheduled for.

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Note: If the Select All is used to check all email activities on the Sales Center Home Page, scheduled emails will not  be checked. Scheduled emails can be checked manually and, if checked, will be sent at the time of completion rather than the scheduled time.

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Automated Email Activities on Registrant Profile

The email activity will also be displayed in the Activities panel of the registrant profile. The scheduled email will show a clock beside it. Hovering over the clock will display the date and time that the email is scheduled for. Once the automated email is sent, it will be recorded as a completed activity and will be displayed in the Mass Mail panel of the registrant profile. The completed activity will also display the clock, indicating that it was sent according to the automated schedule.

Scheduled Email in Activities Panel of Registrant Profile

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Scheduled Email Completed in Activities Panel of Registrant Profile

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Scheduled Email Completed in Mass Mail Panel of Registrant Profile

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Need-To-Knows About Sales Process Automation

There are some key things to consider when automating the email activities via Sales Process:

  • The registrant must have a primary assigned sales rep. The email will not be sent, and will remain as incomplete, if no sales rep is assigned as primary.

Note: The primary assigned sales rep is indicated by a yellow star.assignsr.jpg

  • The registrant must have a valid email address. The email will not be sent, and will remain as incomplete, if there is no valid email address.
  • The email will be sent out on the scheduled day based on the project time zone.
  • If the time of the scheduled email comes after  the email activity is triggered for a registrant on the scheduled day, the email will be sent immediately. For example, if the email activity is scheduled to send at 2:30pm, and a registrant triggers the email activity at 4:30pm, the email will be sent immediately.
  • Email activities that are scheduled or have been completed via sales process automation will display a clock beside the activity in the Activities panel of the registrant profile.
  • Once the automated email is sent, it will be recorded as a completed activity and will be displayed in the Mass Mail panel of the registrant profile.
  • The sales rep can re-trigger the email to automatically send by triggering the sales process again from the registrant profile.
  • A sales rep can choose to complete a scheduled email activity ahead of schedule. If the sales rep completes the scheduled email activity before the scheduled time, i.e. sends the email out manually, it will be completed and no longer scheduled to be sent.
  • Once the email activity is successfully sent, the activity be automatically completed with a Complete status. No further emails will be triggered for the sales process activity.
  • If the automation time is updated for the sales process email activity, the new date/time will overwrite existing dates/times for future email activities, and emails will be sent based on the new date/time only.
  • If the automation is removed  from the sales process email activity (Automation box is unchecked), all future email activities will no longer be scheduled, and will not be automatically sent.

Add Sales Process

1 – In the Project Admin Center, click on Project Setup and select Sales Process

2 - On the Sales Process page, under the Add Process panel on the right, you will see blank fields where you can begin to enter your new Sales Process.

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Click on Add Process if needed. addsp2.jpg

3 – Give the Sales Process a Name to easily identify it.

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4 – Select the Registrant Status that will trigger the activity. This field is applicable for only those Lasso clients who are using the Inventory Center or have integrated an inventory management system with Lasso that activates the Registrant Status. If this does not apply to you, select Normal.

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5 – In the Trigger Type field, select the item that you want to trigger the sales process. For example, if you are creating a sales process for Online Registrations, you would select Registrant Source Type.

6 – When you select the Trigger Type, a new field will appear, depending on what you selected as the type. Select the appropriate Trigger.

For example:

      • If you select Registrant Source Type as the Trigger Type, the Source field will appear. If you are setting up a process for leads that submit registrations via the project website form, you would select Online Registration in the Source field.

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      • If you select Registrant Rating as the Trigger Type, the Registrant Rating field will appear. If you are setting up a process for leads who are upgraded to an A rating, you would select A in the Registrant Rating field.

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      • If you select History as the Trigger Type, the History field will appear. If you are setting up a process for leads who have come into the Sales Center for the first time, you would select Visit in the History field.

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7 – Next, there are a set of three boxes:

      • On Insert: Check this box to trigger the sales process when a registrant is added to the system.
      • On Update: Check this box to trigger the sales process following an update to a registrant’s profile.
      • Clear Previous Activities: Check this box to replace existing activities on a registrant's profile with new activities based on a new sales process triggered following an update to the profile.

Note: ALL existing activities will be cleared, not just those that were triggered by a sales process.

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8 – Add a description of the Sales Process in the Notes field.

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Next, you will add the activities that you want generated by the sales process.

9 – In the Activity 1 section, in the Delay By (days) field, select or enter the number of days that should pass before the first activity is generated. Leaving the default of 0 will prompt the trigger the moment someone registers.

10 – In Activity Type field, select the activity. If Email is selected, the Email Template field will appear.

11 – If the Activity Type of Email was selected, in the Email Template field, select the email template that is to be sent. If another activity was selected, skip to the Notes

12 – If you would like the email to be sent automatically, check the box beside Automate and select the Time you want the email to be sent.

Note: The email will be sent out on the scheduled day based on the project time zone. If the time of the scheduled email comes after the email activity is triggered for a registrant on the scheduled day, the email will be sent immediately.

13 – Enter a description for the activity in the Notes field.

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14 – To add another activity, click Add Activity at the top of the Add Process This will bring up an Activity 2 section. If only one activity is needed, skip to Step 17.

15 – In the Activity 2 section, in the Delay By (days) field, select or enter the number of days that should pass before the second activity is generated.

16 – In the Activity Type field, select the activity.

17 – Enter a description of the activity in the Notes field.

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Continue to add as many activities as desired until you are satisfied with your sales process.

18 – Click Save.

The sales processes that you create will be listed under Sales Process.

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Update/Edit Sales Process

To update a sales process, select it under Sales Process and update the fields and/or activities as desired under Edit Process.

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To add an activity, click Add Activity.

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To remove an activity, click Delete.

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Delete Sales Process

To delete a sales process, select it under Sales Process and click Delete Process.

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Sales Process Examples for Online and Walk In Registrations

The following are two typical sales processes for new prospects who either submit their registration via the contact form on the project website or walk in to the Sales Center. With the Source Type (Online Registration or Walk In) as the trigger, two notifications are sent to the assigned sales rep – the first to email the new registrant immediately and then another to follow up with a phone call.

To set up an Online Registration or Walk In Sales Process:

1 – In the Project Admin Center, click on Project Setup and select Sales Process

2 - On the Sales Process page, under the Add Process panel on the right, you will see blank fields where you can begin to enter your new Sales Process.

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Click on Add Process if needed. addsp2.jpg

3 – Give the Sales Process a Name such as Online Registrations or Walk In Registrations, depending on the Source Type trigger you will be using.

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4 – In the Registrant Status field, select Normal, which means the registrant has not become a purchaser.

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5 – In the Trigger Type field, select Registrant Source Type.

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6 – In the Source field, select Online Registration or Walk In, depending on which sales process you are creating.

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7 – Next, there are a set of three boxes that may be checked:

      • On Insert: Check this box to trigger the sales process when a registrant is added to the system.
      • On Update: Check this box to trigger the sales process following an update to a registrant’s profile.
      • Clear Previous Activities: Check this box to replace existing activities on a registrant's profile with new activities based on a new sales process triggered following an update to the profile.

Note: ALL existing activities will be cleared, not just those that were triggered by a sales process.

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8 – Add a short description of the Sales Process in the Notes field.

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9 – In the Activity 1 section, leave the Delay By (days) field at 0. This will prompt the trigger as soon as someone registers.

10 – In the Activity Type field, select Email. This will bring up an Email Template

11 – In the Email Template field, select the email template that is to be sent.

12 – If you would like the email to be sent automatically, check the box beside Automate and select the Time you want the email to be sent.

Note: The email will be sent out on the scheduled day based on the project time zone. If the time of the scheduled email comes after the email activity is triggered for a registrant on the scheduled day, the email will be sent immediately.

13 – Enter an appropriate description of the follow-up activity in the Notes field.

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14 – Click on Add Activity at the top of the Add Process This will bring up an Activity 2 section.

15 – In the Activity 2 section, select or enter the desired number of days in the Delay By (days)

16 – In the Activity Type field, select Phone Call.

17 – Enter an appropriate description of the follow-up activity in the Notes field.

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18 – Click Save.

19 – The sales processes that you create will be listed under Sales Process.

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