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Sales Center - Update Multiple Registrants via Registrant List

Sales Center - Update Multiple Registrants via Registrant List

In this article:

About Updating Multiple Registrants via Registrant List

You may want to add to or update several registrant profiles with the same information. Rather than going into each individual profile, Lasso gives you the ability to make updates to multiple registrants at one time via registrant lists and the Perform Action functionality.

Depending on your permissions, you can perform the following actions on a list of registrants:

  • Add History - create a history entry, e.g. Phone Call
  • Add Activity - create an activity
  • Add Notes - create a note
  • Associate with Another Project - create an association to other projects
  • Campaigns - add Registrants to an existing campaign
  • Change Contact Preference - update to a new contact preference
  • Change Exclude from Traffic - change whether registrants should be included or excluded in the traffic count for reporting
  • Change Follow-up Process - update to a new follow-up process
  • Change Rating - update to a new rating
  • Change Source - update to a new source type
  • Change Secondary Source - update to a new secondary source type
  • Delete Registrants - permanently delete registrants from the current project
  • Groups - Add to - add registrants to a group
  • Groups - Remove from - remove registrants from a group
  • Opt-Out - opt out registrants from receiving mass mails
  • Outside Realtor - Assign - assign a realtor to the registrant list
  • Outside Realtor - Unassign - remove a realtor from the registrant list
  • Sales Reps - Assign - assign sales reps to the registrant list
  • Sales Reps - Unassign - unassign sales reps from the registrant list
  • Update Questions - update answers to selected questions

To access Perform Action:

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select the action from the dropdown.

Add Activity via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Add Activity in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

6 – In the Type box, select the Activity you want to add to each registrant profile.

7 – If you selected Email as the Activity, select the appropriate Email Template from the dropdown. If not, skip to the next step.

8 – In the Activity Date box, select a date for the activity.

9 – In the Notes, enter applicable notes.

10 – Click Save.

11 – A message will pop up saying that the action is in progress. Click Close Window.

Add History via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Add History in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – In the Type box, select the History item you want to add to each registrant profile.

6 – Select a History Date and Time.

7 – In the Subject box, enter a Subject.

8 – In the Body, enter a description.

9 – Click Save.

10 – A message will pop up saying that the action is in progress. Click Close Window.

Add Notes via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Add Notes in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – Type the Note in the space provided.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Add Registrants to Groups via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Groups - Add to in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – To add the registrants to an existing group, check the box beside the appropriate group name. To add the registrants to a new group, type the name of the group in the space provided.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Add/Remove Registrants to/from Campaign via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Campaigns in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – If you want to add registrants to the mass mail list of a campaign, select the campaign in the dropdown and click on Add Registrants. If you want to remove them from the mass mail list of a campaign, select the campaign and click on Remove Registrants.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Assign Realtor via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Outside Realtor - Assign in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – In the Search For field, type at least 3 letters of the realtor's name (first or last) and select the realtor from the list that comes up. This will move the selected realtor from the Realtor List side to the Selected Realtor side.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Assign Sales Reps via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Sales Reps - Assign in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were checked off will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – Beside Distribution, choose the way you want the registrants to be distributed among the sales reps.

Distribution options:

a) Assign to selected sales rep(s): Each sales rep that you select will be assigned to the registrants in the list. 

b) Distribute evenly among selected sales rep(s): The registrants will be assigned alternately to the selected sales reps. For example, if you check Sales Rep 1 and Sales Rep 2, Sales Rep 1 will be assigned the first registrant, Sales Reps 2 will be assigned the second registrant, and then back to Sales Rep 1 for the third registrant and so on.

6 IF  you want one of your selected sales reps to be the Primary Rep, check the box beside Override existing primary sales rep with the selected. For registrants that already have a primary rep assigned,    the sales rep that you assign as the primary rep will replace the existing rep as primary.

7 – Under Sales Reps, check the box(es) beside the sales rep(s) you want to assign to your registrant list and select one as Primary Rep. You must  select a Primary Rep.

  • If registrants do not have an assigned sales rep, the sales rep that you select as Primary Rep will be assigned as the primary rep. 
  • If registrants already have a primary assigned sales rep and you want that rep to remain the primary, do not  check the box beside Override existing primary sales rep with selected.
  • If you want the rep that you selected as Primary Rep to replace the existing primary rep(s), make sure you have checked the box beside Override existing primary sales rep with selected.

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8 – Click Save.

Note: If you have not selected a Primary Rep, you will get an error message.

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9 – A message will pop up saying that the action is in progress. Click Close Window.

Associate Registrants to Another Project via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Associate with Another Project in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – In the Distribution section, select whether you want to:

  • Assign to selected rep(s) - Each sales rep that you select will be assigned to the registrants. You must also select one of the reps as Primary Rep. For example, if you check Sales Rep 1 and Sales Rep 2 with Sales Rep 2 as primary rep, both sales reps will have all registrants assigned to them and Sales Rep 2 will be the primary rep.
  • Distribute evenly among selected sales rep(s) - Registrants will be assigned alternately to the selected sales reps. For example, if you check Sales Rep 1 and Sales Rep 2, Sales Rep 1 will be assigned the first registrant, Sales Rep 2 will be assigned to the second registrant, and then back to Sales Rep 1 for the third registrant and so on.
  • Do not assign to any sales rep (unassigned) - Registrants will not be assigned to any sales reps.

6 – Beside Project, select the project in the dropdown.
7 – If you chose to assign the registrants to specific sales reps, check the boxes beside the sales rep names and select one of them as Primary Rep.
8 – Click Save.

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9 – A message will pop up saying that the action is in progress. Click Close Window.

Change Contact Preference via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Change Contact Preference in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – Select the New Contact Preference in the dropdown.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Change Exclude Registrants from Traffic Report via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Change Exclude from Traffic in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – In the dropdown beside Exclude from Traffic, select Yes to exclude the registrants from the Traffic Report or No to include them.

6 – Click Save.

changeexc.jpg

7 – A message will pop up saying that the action is in progress. Click Close Window.

Change Follow-up Process via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Change Follow-up Process in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – Select the New Follow-up Process in the dropdown.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Change Rating via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Change Rating in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – Select the new Rating in the dropdown.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Change Secondary Source via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Change Secondary Source dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – Select the New Secondary Source in the dropdown.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Change Source via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Change Source in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – Select the New Source in the dropdown.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Delete Registrants from Project via Registrant List

Warning:
Once you have deleted registrants from a project, you cannot undo the action. Deleting a registrant will permanently remove the registrant and all associated registrant details from the project. This will not, however, remove the registrant from other projects they are associated to. If you wish to keep a record of inactive registrants in a project, you could choose to identify them with a registrant rating rather than deleting them.

Note: If a registrant you want to delete has outstanding appointments, assigned inventory, or reservations on any  project, the registrant will not be deleted until all associations have been removed or appointments have been completed.

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Delete Registrants in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – Click on Delete.

6 – A message will pop up saying that the action is in progress. Click Close Window.

Sales Center

The registrants will be permanently removed from the project.

Note: As mentioned above, if the registrant has outstanding appointments, assigned inventory, or reservations on any  project, the registrant will not be deleted until all associations have been removed or appointments have been completed.

In instances where a registrant deletion was attempted but failed, the Audit Log in the registrant profile will display Registrant Delete Failed. Click Go to detailed list and then click the magnifying glass to view the details.

Opt Out Email Addresses via Registrant List

Registrant email addresses that are opted out will either be opted out of all projects or only specific projects, depending on how your client has been set up for Opt TypeClient or Project. If your client Opt Type setting is Client,  opted-out email addresses will be opted out of all projects. If your client Opt Type setting is Project, opted-out email addresses will be opted out of only the specified projects. Please contact your Lasso Client Director or Lasso Support to inquire about or change your Opt Type setting.

Opted-out email addresses for registrants that have been deleted and then added back in will remain opted-out.

Warning: You cannot  opt a registrant back in or send the registrant an opt-in request after they have been opted out.

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Opt-Out in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were checked off will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – To opt out the registrants, click Save.

6 – A message will pop up saying that the action is in progress. Click Close Window.

Delete Registrants from Group via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Groups - Remove from in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were checked off will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – Check the box beside the group from which you want to remove the registrants.

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6 – A message will pop up saying that the action is in progress. Click Close Window.

Unassign Realtor via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Outside Realtor - Unassign in the dropdown.

unassignrealtor2.jpg

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – In the Search For , type at least 3 letters of the realtor's name (first or last) and select the outside realtor from the list that comes up. This will move the selected realtor from the Realtor List side to the Selected Realtor side.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Unassociate Registrants from Project via Registrant List

First Step – Associate Registrants to another Project

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Associate with Another Project in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – In the Distribution section, select whether you want to:

a) Assign to selected rep(s) - Each Sales Rep that you select will be assigned to the registrants. For example, if you check Sales Rep 1 and Sales Rep 2, both sales reps will have all registrants assigned to them.
b) Distribute evenly among selected sales rep(s) - The registrants will be assigned alternately to the selected sales reps. For example, if you check Sales Rep 1 and Sales Rep 2, Sales Rep 1 will be assigned to the first registrant, Sales Reps 2 will be assigned the second registrant, and then back to Sales Rep 1 for the third Registrant and so on.
c) Do not assign to any sales rep (unassigned) - Registrants will go into an Unassigned category in the new project.

6 – Beside Project, select the project in the dropdown.
7 – If you chose to assign the registrants to specific sales reps, check the boxes beside the sales rep names to select them.

8 – Click Save.

9 – A message will pop up saying that the action is in progress and you will receive notification to your Inbox when complete. Click Close Window.

Note: Wait for the notification that the action is complete before proceeding to the next step.

Second Step – Delete Registrants from the Project

10 – With the same registrant list, mouse over Perform Action above the list and select Delete Registrants.

Sales Center

11 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

Sales Center

12 – Click on Delete.

Sales Center

13 – A message will pop up saying that the action is in progress. Click Close Window.

Sales Center

The registrants will be permanently removed from the project.

Unassign Sales Reps via Registrant List

Note: You will be able to unassign Sales Reps from Registrants only if you have a Sales Manager role.

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Sales Reps - Unassign in the dropdown.

4 – A new window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: To preview the list of registrants, click on View Registrants.

5 – Check the box(es) beside the Sales Rep(s) you are unassigning.

6 – Click Save.

7 – A message will pop up saying that the action is in progress. Click Close Window.

Update Answers to Questions via Registrant List

1 – In the Sales Center, pull up a registrant list.
2 – Click Select All above the list to select everyone or check the boxes beside the names of the registrants you want to update.
3 – Mouse over Perform Action above the list and select Update Questions in the dropdown.

4 – The Answers Update window will pop up. The name of the registrant list as well as the number of registrants that were selected will be displayed. Ensure that this is correct before proceeding.

Note: The Answers Update window will show all questions that are associated to the project:

  • For questions that allow multiple answers (Checkboxes and Multiple Dropdown), you have the option of either adding answers to the existing ones or replacing them with a different set of answers.
  • For questions that allow only one answer (Radio Buttons, Single Dropdown, and Manual Input), changing the answer will replace  it.

5 – Beside each question that contains the answer(s) you want to update, check the box beside Change Answers.

a) For questions that allow multiple answers, if you want to add  answers to the existing ones, select Add Selected Answers and then select the additional answers from the list.

For example, for all the selected registrants in your list, you want to add ‘Gym’ as an answer to the amenities question.

  • Check the box beside Change Answers.
  • Click on Add Selected Answers.
  • Select the answer(s) you want to add – in this case, ‘Gym’.
  • Click on Next Step.

For all the selected registrants in your list, ‘Gym’ will be added to the answers for the amenities question in the Questions section of their registrant profiles.

 b) For questions that allow multiple answers, if you want to replace the existing answers with a different set, select Replace Answers and then select the new answers from the list.

Using the same example as above, for all selected registrants in your list, you want to replace  the answers to the amenities question with the answer ‘Gym’.

  • Check the box beside Change Answers.
  • Click on Add Selected Answers.
  • Select the new answer(s) – in this case, ‘Gym’.
  • Click on Next Step.

For all the selected registrants in your list, ‘Gym’ will replace  the answers for the amenities question in the Questions section of their registrant profiles.

c) For questions that allow only one answer, you only have the option to replace the existing answer.

For example, for all the selected registrants in your list, you want to replace the answer to the type of unit question with ‘1 Bedroom + Den’.

  • Check the box beside Replace Answer.
  • Select the new answer (or enter it in the space provided if you are updating a manual entry answer).
  • Click on Next Step.

For all the selected registrants in your list, ‘1 Bedroom + Den’ will replace  the answers for the type of unit question in the Questions section of their registrant profiles.

Warning : If Replace Answer(s) is selected for a question and no answers are selected or the ’-‘ option is selected from the dropdown list, the existing answer(s) will be removed  from the selected registrant profiles. If Add Selected Answers is selected for a question and no  answers are selected or the ’-‘ option is selected from the dropdown list, the existing answers will remain as is.

6 – Once you have made your selections and clicked on Next Step, a Confirmation window will pop up with details describing the action that will occur for each selected question upon update. Review your updates carefully.  If they are correct, click Save.

 7 – A message will pop up saying that the action is in progress. Click Close Window.