Guide to Tasks for Prospects and Referral Sources

The Tasks section of the ALIS CRM allows you to create, assign, and track sales-related activities for both prospects and referral sources to manage your team's workflow. You can easily view, filter, and complete pending items from the main dashboard or efficiently document outreach by completing tasks in bulk.

Access Tasks 

From the dashboard, use the CRM dropdown menu and click Tasks. This takes you directly to the Tasks tab in the ALIS CRM page. Typically, your tasks data is bulk imported during your Onboarding to ALIS and available for you to manage once you navigate to this page. For any questions on importing Tasks data, contact your Account Manager or our ALIS Customer Success Team. 

Navigate the Tasks tab

Within the Tasks tab, you can filter pending tasks by Type of task, Sales Agent assigned to the tasks, and whether the tasks are created for prospects or referral sources (Person). The Print option allows you to generate an agenda document for you or your team.

The options shown for Task Type and Task Outcome are managed in CRM Settings and require specific security role permissions. If you do not have this access and need Contact your Account Manager or our ALIS Customer Success Team. 

Use the main table to view pending tasks and click Mark Complete or Edit to document your actions. When you complete a task, the recorded details save on either the Prospect or Referral source's profile. Use the >Show More link below the Mark Complete button to display notes about the task and details about the contact. 

Within the tasks tab, you have a righthand Community Snapshot section displaying up-to-date information about leasing availability at the building and other occupancy statistics. Click on the blue arrows to expand each section that display specific details for your community per category listed. These metrics can be helpful reference tools when creating and managing tasks for Prospects and Referral Sources. 

To reassign tasks in bulk from one staff member to another, you will need to navigate to the staff member's profile page. Refer to this CRM FAQs article for more information on how to complete this action.

Create and Assign Tasks

CRM Tasks allows you to track and generate reports about sales activity. These tasks are created for specific resident prospects or referral sources and assigned to your sales staff for documentation of completion. Within the main section of the Tasks page, you can view all task due dates in the future, or expired tasks that do not have documented completion. 

1. Within the Tasks tab, click the +New Task button to create a task for an individual Prospect or Referral Source.
   • Note that you can also create tasks from the main table in your Prospects tab (+Create New Task linked under the Assignee & Tasks column), when you go to View Prospect details pages, and in the Referral Sources tab (+Create Task buttons for each Referral Source record).
2. In the pane that opens to the right enter all task details. Indicate who (prospect or referral source) the task is for, and assign the task to yourself or to other members of your sales team.
   • Note that if you do not see a sales team member's name listed in the Assignee dropdown, then they may not be assigned the correct security role or need additional permissions to access this page. Contact your Account Manager or our ALIS Customer Success Team for assistance.
   • You have the option to Mark Complete for the bulk recorded task at this stage. If you choose to mark a task complete at the point of creation, you will be prompted to add the task outcome.
3. Click the Create Task button to add this task to your main tasks page and corresponding profile. 

Bulk Record Tasks

If you have completed a task that applies to groups of prospects or referral sources, you can record this in bulk from either the Prospects or Referral Sources tabs.

1. Update any filters to help you select the group of individuals for whom you want to record the task.
2. Click the checkbox at the top left of the table to select all contacts shown on the table. Use the checkboxes below to deselect or select any you mean to exclude or include in the task record.
3. Click the Record Mass Task button above the table toward the left. This opens the Create Task pane from the right side of your screen for you to fill out the details and outcome of the task. You have the option to Mark Complete for the bulk recorded task at this stage.
4. Click the Create Task button to record for all selected Prospects or Referral Sources. This task is then logged on each profile and in your Tasks reports.

Auto-Create Tasks for New Prospects

CRM Tasks can also be configured to automatically generate follow-up tasks when a new prospect is created. This helps ensure sales teams respond quickly to new inquiries and maintain consistent outreach workflows.

When the Auto-Create setting is enabled for a CRM Task Type, the system automatically creates a task and assigns it to the sales agent listed on the Prospect Profile whenever a new prospect record is added. The task due date is automatically set 24 hours from creation.

Enable Auto-Create Tasks

1. Navigate to Settings.
2. Select CRM.
3. Scroll to CRM Task Types.
4. Click + Add Task to create a new task type, or click Edit on an existing task.
5. In the panel that opens, toggle Automatically create for new prospects? to Yes.
6. Click Submit to save.

Once enabled, a task with that Task Type will automatically be created each time a new prospect is added to the CRM. For more detailed information, refer to this Automatically Create Tasks for New Prospects guide.

Related Articles:

• ALIS CRM Reference Guide
• Guide to Prospects
• Guide to Referral Sources
• Automatically Create Tasks for New Prospects
• Tasks FAQs

For more assistance with ALIS CRM,

Contact our ALIS Customer Success Team:

888.404.ALIS (2547) or support@go-alis.com