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Sales Center - Manage Registrant Lists - Custom Lists, Built-In Lists, and Groups

Sales Center - Manage Registrant Lists - Custom Lists, Built-In Lists, and Groups

If you prefer to watch how to Create Custom List, click play below:

 

In this article:

View Registrant Lists

The Custom Lists (Dynamic Lists) and Groups (Static Lists) panels on the Sales Center Home Page provide you with quick access to saved custom registrant lists and groups as well as predefined (Built-In) registrant lists, including registrants added in the last 7 and 30 days. You can also create and manage custom lists (including list sharing) and groups.

The panels on the home page allow you to click through to:

  • My Registrants by Rating – Registrant that are assigned to you, grouped by rating
  • Custom Lists (Dynamic Lists) – Saved custom registrant lists (lists that automatically add or remove registrants according to the list criteria)
  • Built-in Lists – Standard registrant lists
    • Everyone – All registrants
    • Unassigned Registrants – Registrants that are not assigned to a sales rep (you will see this only if you have a Sales Manager role)
    • Prospects - All registrants if you are not using the Inventory Center to assign Purchasers to inventory; If you are using the Inventory Center, these are the registrants that do not have a Status of Purchaser
    • Purchasers – Registrants that have a Status of Purchaser and are assigned to a unit in the Inventory Center
    • Registrants Added in the Last 7 Days – Registrants with a Registration Date within the last 7 days, including the current day
    • Registrants Added in the Last 30 Days – Registrants with a Registration Date within the last 30 days, including the current day
    • Invalid Registrant Email Addresses – Registrants whose email addresses are invalid due to typos, etc.
  • Groups (Static Lists) – Registrant lists saved as groups (registrants within the list must be manually added or removed)

Note: Users who have a Sales Rep Role will see only their assigned registrants when pulling a registrant list. Users with a Sales Manager Role will see all registrants.

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About Custom Lists and Groups

In addition to the Built-in Lists that are displayed on the Sales Center Home Page, you can create your own registrant lists using the Custom List or Group functions. These allow you to create a list of registrants from the database by selecting a set of criteria and saving that list for future recall.

Difference between a Custom List and a Group:

  • A Custom List is dynamic, meaning that each time it is generated, registrants will be added or removed from the original list according to the list criteria.
  • A Group is static, meaning it contains only the original list of registrants each time it is generated, regardless of whether the selected criteria still applies to the registrants within the Group or new registrants match the criteria. Registrants in a Group can only be added or removed manually.

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Clicking on the Lists menu item at the top of the page also provides you with links to your saved custom lists, predefined lists, and groups. Create new custom lists and manage groups from here as well.

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Create Custom List

Note: A Custom List is dynamic, meaning that each time it is generated, registrants will be added or removed from the original list according to the list criteria. A Group is static, meaning it contains only the original list of registrants each time it is generated, regardless of whether the selected criteria still applies to the registrants within the Group or new registrants match the criteria. Registrants in a Group can only be added or removed manually.

1 – On the Sales Center Home Page, click on Lists and select Create custom list from the dropdown OR click on the + button in the Custom Lists panel.

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This brings up the custom list page which allows you to select the criteria on which you want to base your registrant list. Each field is optional. For example, if you don't specify any criteria, Lasso will pull all of your registrants. If you specify a source type of Online Registrant, a list of only those registrants with a source type of Online Registrant will be pulled from the database. The more criteria you specify, the more targeted your list will be.

You can select criteria from:

Dates – Registrant Created Date, Registration Date, Last Visit Date, Last Contact Date, Last Activity Date, Activity Date, Reservation Date, Mass Mail Date, Rating Change Date
Questions – Questions associated to the Project
Mass Mail Status – Failed, Pending, Sent, Not Sent
Project Information – User-created Registrant Groups, Sales Reps
Contact Information – Contact Preference, Opted Status, Contact Details, Contact Type, Activity Type
Sales Details – Rating, Follow-up Process, Registrant Status, Source Type, Secondary Source Type, Working with a Realtor, who the Registrants were entered by, Campaigns
Basic Information – Name Title, Gender, Company, Relationships
Address Information – City, State/Province, Zip/Postal Code, Country
Other Information – Notes

Note: To do a wildcard search, use %.

2 – Select your criteria.

Note: To select more than one option in a single field, hold down the Ctrl key. The green check Sales Center beside each heading means that the registrant list generated will include only those registrants with the selected criteria. If you click on the green check Sales Center, it will change to a red x Sales Center. This means that the registrant list generated will exclude registrants with the selected criteria.

For example, in the Rating section, you select A and B:

a) With Sales Center and A and B selected, a list will be generated containing only those registrants with A and B Ratings.

b) If you change Sales Center to Sales Center, and A and B are selected, a list will be generated containing all registrants with Ratings other than A and B.

3 – If you want to save your list so that you can access it at any time from your Sales Center Home Page, enter a name in the Save list as text field. If you don't need to save it, leave the Save list as field blank.
4 – Click Go.

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A registrant list will be generated based on the selected criteria. If you saved the list, it will be accessible on the Sales Center Home Page on the Custom Lists panel.

Clicking on the saved list will open it in a new browser window.

Create Group

Note: A Group registrant list is static, meaning it contains only the original list of registrants each time it is generated, regardless of whether the selected criteria still applies to the registrants within the group or new registrants match the criteria. Registrants in a Group can only be added or removed manually. A Custom List is dynamic, meaning that each time it is generated, registrants will be added or removed from the original list according to the list criteria.

1 – On the Sales Center Home Page, click Lists and select Create groups OR click on the button.

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2 – Type the name of the Group in the space provided beside Create a New Group Called.
3 – Click Go.

This will create a new Group to which you can begin to add registrants.

Note: You can edit the name of the Group by clicking on the pencil Sales Center beside its name or delete it by clicking on the red x Sales Center.

4 – Pull up a registrant list or create a custom list.

5 – Select the registrants that you want to add to the Group by checking the boxes beside their names in the list or click on Select All to select everyone.

6 – Click on Perform Action above the list.
7 – Select Groups - Add to.

8 – In the popup window, check the box beside the name of the Group to which you want to add the registrants. The spaces provided below the Group name allow you to create new groups on the spot.

9 – Click Save. You will receive notification in your Inbox once the registrants have been added to your Group.

Groups can be viewed and managed in the Groups panel of the Sales Center Home Page. Click on the Group name to generate the list OR click Lists and select the group.

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Share Custom List

Once you’ve created a custom list, you have the option of sharing the list with other sales reps. The sales reps with whom you choose to share your list will see it on the Custom Lists panel of the Sales Center Home Page when they log in.

Note: Custom lists can only be shared within a community/project. Custom lists cannot be shared between communities/projects.

1 –  On the Sales Center Home Page, click Manage list sharing in the Custom Lists panel.

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2 – You can choose to share a list with all sales reps on the project or just a select few.

If you want to share a custom list with all sales reps, check the Global box beside the name of the list and click Save.

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Global will be indicated under Shares, meaning the list can be viewed by all sales reps.

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OR

If you want to share the list with specific sales reps, click on the handshake icon Sales Center under Shares.

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In the window that comes up, check the boxes beside their names and click Save.

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The sales reps that you checked will be listed under Shares. Only the listed reps will be able to view the custom list.

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Share Group via Custom List

Once you’ve created a registrant group, you can share the group with other Lasso Users via Custom Lists. The sales reps with whom you choose to share your list will see it in the Custom Lists panel of the Sales Center Home Page.

Note: Custom lists can only be shared within a community/project. Custom lists cannot be shared between communities/projects.

1 – On the Sales Center Home Page, click on the + button in the Custom Lists panel.

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2 – Under Project Information and My Groups, click on the group you want to share.

3 – Beside Save list as:, enter a name for your group.

4 – Click Go. This will generate the group as a custom list.

5 – Go back to the Sales Center Home Page.

6 – Your group should now be listed in the Custom Lists panel. Click Manage list sharing.

Note: The group will also be listed in the Groups panel.

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7 – You can choose to share the group with all sales reps on the project or a select few.

If you want to share the list with all sales reps, check the Global box beside the name of the list and click Save.

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Global will be indicated under Shares, meaning the list can be viewed by all sales reps.

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OR

If you want to share the list with specific sales reps, click on the handshake icon Sales Center under Shares.

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In the window that comes up, check the boxes beside their names and click Save.

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The sales reps that you checked will be listed under Shares. Only the listed reps will be able to view the custom list.

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View Saved Custom List Criteria

1 – On the Sales Center Home Page, click the Update/Edit button in the Custom Lists panel.

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2 – View the selected criteria.

Update/Edit Saved Custom List

1 – On the Sales Center Home Page, click the Update/Edit button in the Custom Lists panel.

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2 – Adjust the criteria and/or list name as needed and click Go.

Delete Saved Custom List

1 – On the Sales Center Home Page, in the Custom Lists panel, mouse over the empty space to the right of the custom list you want to delete. Two buttons will show. One will direct you to the custom list page where you can view and update criteria. The other will remove the list.

2 – Click the X to delete the list.

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