Guide to Prospects

The Prospects tab of the ALIS CRM allows you to add and organize potential residents with key information like inquiry date and referral source. You can then track and manage these prospects by filtering, viewing, and updating their profiles individually or in bulk.

Access Prospects 

From the dashboard, use the CRM dropdown menu and click Prospects. This takes you directly to the Prospects tab in the ALIS CRM page. Typically, your Prospect 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 Prospect data, contact your Account Manager or our ALIS Customer Success Team.

Navigate the Prospects tab

The Prospects tab houses all of your prospect profiles and contains a lot of helpful tools for effectively managing their information, recording tasks, and completing email communication. 

Filters

The top section of this tab contains many filters for helping you access details of any active prospect, prospects who have been converted to residents in ALIS, and filter the records to view specific groups of prospects. 

• Search (Prospect or Contact) - Type the name of a Prospect or Contact that you would like to locate, and ALIS will populate any profile containing that name or matching string of characters.
• Stage - This refers to the stage of the sales cycle that the Prospect is in after a specific point of contact. The options found in this menu are managed in your CRM Settings. For assistance updating these, contact your Account Manager or our ALIS Customer Success Team.
• Score - This refers to the likelihood that the Prospect will move in to your community. The options found in this menu are managed in your CRM Settings. For assistance updating these, contact your Account Manager or our ALIS Customer Success Team.
• Source - This refers to the Prospect Source, which is a standardized description for how the lead was added. The options found in this menu are managed in your CRM Settings. For assistance updating these, contact your Account Manager or our ALIS Customer Success Team.
• Marketing Status - This refers to whether the Prospect has consented to receive marketing materials (Undisclosed, Opted In, Opted Out). This filter can be especially helpful when bulk emailing marketing materials. Refer to this How to Set Prospect Marketing Status guide for more information.
• Sales Agent - This filter is helpful for narrowing Prospects by the Sales Agent the profile is associated to. In order for a sales team member to appear in this list, they must have the appropriate security role permissions. For assistance updating these, contact your Account Manager or our ALIS Customer Success Team.
• Product Type - Use this filter to identify Prospects whose expected Product Types (i.e., Independent, Assisted Living, Memory Care, etc.) have been set on their profile. Product Types are managed in Company Settings. For assistance updating these, contact your Account Manager or our ALIS Customer Success Team.
• Room Type - This refers to preferred room type selected in the Room & Move-In Details section of the Prospect profile. Room type options shown in this dropdown are based on your ALIS Floor Plan settings. Refer to this How to configure a community Floor Plan for more information. For assistance updating the Floor Plan, contact your Account Manager or our ALIS Customer Success Team.
• Sort By - This dropdown allows you to group profiles on the page based on like characteristics, and the ALIS default is set to 'Inquiry'. The options in this menu are hard-coded in ALIS and cannot be adjusted.
• Asc/Dsc - This toggle allows you to sort profiles in Ascending or Descending order, which is based on the Inquired column date show in the table on this page. The ALIS default is set to 'Dsc'.
• Achieved Tasks - This dropdown allows you to multiselect completed task statuses in order to filter for profiles with those statuses. The options found in this menu are managed in your CRM Settings. For assistance updating these, contact your Account Manager or our ALIS Customer Success Team.
• No Next Task Scheduled - When this checkbox is selected, any profile with the "Next: No Task Scheduled" status found in the Assignee & Tasks column will be displayed on this page. There is a +Create New Task link directly below for easy access to create and assign a task.
• Focus Prospects - This status can be useful for highlighting strong leads with which you want to be managing closely. When this checkbox is selected, any profiles who have been set as a * Focus Prospect will display in the table.
• Show Deleted - Use this checkbox to display any profiles that have been previously deleted. These profiles will appear with a "Deleted" tag amidst your active Prospects. You will also see the "Undelete" button as an option should you want to make the profile active again.
• Duplicates Only - Use this checkbox to pull up any Prospect profiles that have matching characteristics and may be duplicates. If there are duplicates, you have the ability to merge the profiles.  
• Hide Converted - The ALIS default has this checked, meaning that the page defaults to only displaying active Prospects. Deselect the checkbox to view any Prospects who were converted to Applicants.
• Hide Transferred - The ALIS default has this checked, meaning that the page defaults to only displaying active Prospects associated with this community. Deselect the checkbox to view any Prospects who were transferred to another community in your ALIS portfolio. 

Bulk Actions 

There are a few bulk actions you can take when multiselecting Prospect profiles from the table. You can click the checkbox at the very top of the table to Select All or multiselect profiles of your choice by clicking the checkboxes to the left of each profile overview.

• Record Mass Task - This option allows you to create a task for all Prospects or only those selected. You can also 'Mark as Complete' the task if applicable.
• Bulk Edit - When you click this button, a pop-up appears with optional fields to update profiles. You can edit the Prospect Stage, Prospect Score, assigned Sales Agent, and Marketing status for multiple profiles at a time.
• Email -  This option allows you to email all Prospects or only those selected. You will be prompted to create the email, review recipient emails, and optionally record the action as a task. Once you've sent an email, click the View Email Statuses button at the top right of the table. This takes you to the Email Center where you can view the delivery status and other recipient details for your email.
• Delete - Use this to remove profiles from view on this table. An administrator can always 'undelete' the profile, and converted residents will only remove the prospect entry, not the resident profile. 

View Prospect or Contact

To view or edit an individual Prospect profile's details, either click the blue hyperlinked name in the Prospect column. Alternatively, click the View Prospect button on the right side of the table. If you want to update the Prospect contact only, click the linked contact's name in the Main Contact column.

Create New Prospect

Once your sales team has completed the initial phases of Onboarding to the ALIS CRM and imported your CRM data (if applicable), you will need to manually create Prospect profiles when you get new leads. To begin this process, click the blue +Create New Prospect button. This takes you to a page where you will capture more details about the prospective resident and their main point of contact.

Create Prospect top section

• At the top of the page, required fields are the Inquiry Date (this defaults to today's date and can be edited) and the Prospect Source (this is either a general description of how we received the prospect, or a specific Referral Source contact which managed in the Referral Source tab of the CRM page).  
• All other fields are optional, but can be beneficial to managing your lead. Consider writing notes about the prospective resident in the Story section and using the above dropdown menus to assign the Sales Agent, update the Prospect Stage and Score, etc. to make filtering for this profile easier later.
• If you are creating a profile for a strong lead with which you want to communicate and manage closely, we recommend clicking the * Focus on Prospect checkbox.

Main Contact Information

• At a minimum it is required to enter either the main contact's first name and/or organization name, or the prospect's first name. All of these details can be updated at a later date once more information is gathered.
• If the only contact information you have is the Prospect, click the Prospect is their own contact checkbox. This will hide the contact information section and only require that you enter the First Name in the Prospect Information section.

Health & Move-In / Marketing Details

The fields within these sections are entirely optional and can be edited at a later date. Any information captured in the Health & Move-In Details section will remain in these fields if the profile is converted to an Applicant and then a Resident. For more information, refer to this ALIS CRM Reference Guide and the Guide to Adding New Residents.

Type directly into the fields found in the Marketing Details section to add specifics keywords about how the lead was generated as it relates to your Marketing campaign(s). These fields appear as dropdown menus, however options will only be available to select for another Prospect once you've typed them in and created the profile.

Matching Prospects Found

• When you go to enter the first name of your Prospect, ALIS will detect if there are any potential duplicates. If the name entered matches any existing profiles, ALIS will highlight those at the very bottom section of this page for you to review prior to creating the new profile.
• Should you accidentally create a duplicate, you can always merge the profiles. Refer to the below Navigate the Prospect profile section below for more information.

Once all required Prospect information has been entered, click the Save button at the bottom right of the page to create the prospect. You can also click Save and Go To to immediately view the profile details.

Navigate the Prospect profile 

In your new Prospect's profile page, you can edit any existing details, add more personal and professional contacts, add tasks, notes, health and move-in details, and add compliance documents. Contacts and other profile information fields will remain if the profile is converted to an Applicant and then a Resident.

The top section of the profile contains a profile overview and buttons to help efficiently take actions.

• +Task, +Note, Email - Use these top buttons to create tasks, notes, and send emails to this prospect. Tasks, notes, and email history details will appear in the corresponding sections towards the bottom of this page.
• Edit - Use this button to edit the story and profile details in depth. When you click Edit, you are directed to a separate page that mirrors the one you saw when you created the original profile.
• Transfer - If you have multiple community environments in ALIS, you will have the Transfer button available. This allows you to move the prospect profile and all details from on of your ALIS environments to another. You will still be able to access the transferred profile by using filters on the main Prospects page.
• Use the More button to complete either action:
  • Clone - This allows you to duplicate the profile. An example of when you might find this feature helpful is if you created a single Prospect profile for two spouses. By cloning the original profile, you can split out the spouse profiles to be able to individually convert them to applicants and move each of them in.
  • Merge Profile - This allows you to combine details from one profile to another duplicate profile. An example of when you might use this is if two profiles for the same person were made accidentally. The profile page contains a Potential Duplicate Records section for you to review and determine if a merge is necessary.

The remainder of the page contains different sections for you to fill out other relevant details and manage your prospect effectively. 

AI Insights

This feature is currently limited-release enablement only. For more information, please contact your Account Manager.  

When enabled, the AI Insights panel sits just below the top profile section and generates a short, plain-language read of the prospect with one click. 

Click Generate to produce a summary, organized into four sections:

• Summary, Key Observations, Risk Assessment, and Recommended Next Steps are drawn from the prospect's profile, notes, tasks, contacts, and activity. It highlights engagement signals (upcoming tasks, tours, quiet notes) and suggests concrete follow-ups. 

Click the header to collapse or Regenerate for a fresh read. The summary is AI-generated, so verify before acting.

For more information, refer to this Generate AI Insights for Prospects guide.

Related Articles:

• ALIS CRM Reference Guide
• Guide to Tasks for Prospects and Referral Sources
• Guide to Referral Sources and Organizations

For more assistance: 888.404.ALIS (2547)  |  support@go-alis.com