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
To access Prospects:
- Enhanced Navigation (sidebar): Click CRM > expand Pipeline subsections > select Prospects.
- Legacy Navigation (top menu): Click the CRM dropdown menu > select Prospects.
Historical prospect data is typically imported during your onboarding. For questions on importing prospect data, contact your Account Manager or our ALIS Customer Support Team.
Navigate the Prospects tab
The Prospects tab houses every prospect profile, along with tools to manage their information, record tasks, and send email.
Filters
Use the filters at the top of the tab to find active prospects, prospects converted to residents, or specific groups of prospects.
Filter |
What it does |
|---|---|
| Search (Prospect or Contact) | Type a name to find any profile matching that text. |
| Stage | The sales-cycle stage the prospect has reached. |
| Score | The likelihood that the prospect will move in. |
| Source | The standardized description of how the lead was added. |
| Marketing Status | Whether the prospect has consented to marketing (Undisclosed, Opted In, Opted Out). Helpful when bulk emailing. See How to Set Prospect Marketing Status. |
| Sales Agent | Narrows prospects by their assigned sales agent. Agents appear here only if they have the right security-role permissions. |
| Product Type | Filters by expected product type (Independent, Assisted Living, Memory Care, etc.). Managed in Company Settings. |
| Room Type | Filters by preferred room type from the Room & Move-In Details section. Options come from your ALIS Floor Plan settings. See How to Configure a Floor Plan. |
| Sort By | Groups profiles by shared characteristics. Defaults to Inquiry. Options are fixed in ALIS. |
| Asc/Dsc | Sorts by the Inquired date, ascending or descending. Defaults to Dsc. |
| Achieved Tasks | Multiselect completed task statuses to filter for profiles with those statuses. |
| No Next Task Scheduled | Shows profiles with "Next: No Task Scheduled." Use the +Create New Task link to assign one. |
| Focus Prospects | Shows profiles flagged as a Focus Prospect, useful for close-managed leads. |
| Show Deleted | Shows previously deleted profiles with a "Deleted" tag and an Undelete option. |
| Duplicates Only | Shows possible duplicate profiles so you can merge them. |
| Hide Converted | On by default; shows only active prospects. Uncheck to see prospects converted to Applicants. |
| Hide Transferred | On by default; shows only prospects at this community. Uncheck to see prospects transferred elsewhere in your portfolio. |
Options for Stage, Score, Source, and Achieved Tasks are managed in your CRM Settings. For configuration assistance, contact your Account Manager.
Bulk Actions
Select profiles with the checkboxes (or the top checkbox to Select All), then choose an action:
Action |
What it does |
|---|---|
| Record Mass Task | Create a task for all or selected prospects, and optionally mark it complete. |
| Bulk Edit | Update Prospect Stage, Score, Sales Agent, and Marketing Status for multiple profiles at once. |
| Email all or selected prospects. Create the email, review recipients, and optionally log it as a task. Use View Email Statuses (top right) to open the Email Center and check delivery. | |
| Delete | Remove profiles from the table. Admins can undelete, and deleting a converted resident removes only the prospect entry, not the resident profile. |
View Prospect or Contact
Click the blue, linked name in the Prospect column or the View Prospect button to open a profile. To edit only the contact, click the linked name in the Main Contact column.
Create New Prospect
When a new lead comes in, click +Create New Prospect to open a page for capturing the prospective resident and their main contact.
Throughout the prospect profile, a speech-to-text microphone is available on the large free-text fields, such as the Story, notes, and health-profile fields. Select the microphone, speak clearly, and ALIS converts your speech into text. It requires a working microphone and a supported browser, and since transcription may not capture punctuation accurately, be sure to review the text before saving.
Top section
- Required fields: Inquiry Date (defaults to today, editable) and Prospect Source (a general description of how the lead arrived, or a specific Referral Source from the Referral Sources tab).
-
(Optional) Story: add notes in the Story field and set the Sales Agent, Stage, and Score to make filtering easier later.
- Story pre-fill templates: If a Prospect Story template is set up, the Story field pre-fills with it when you create a new prospect, giving every profile a consistent structure. ALIS uses your community’s template if one exists, otherwise your company default. On an existing prospect, the template pre-fills only when the Story is still empty, so a story you have already written is never overwritten. To set one up, see Can I create a template to pre-fill a Prospect Story?
- (Optional) Focus on Prospect: check this for strong leads you want to manage closely.
Main Contact Information
- Enter at least the main contact's first name or organization name, or the prospect's first name. You can add the rest later.
- If the prospect is your only contact, check Prospect is their own contact to hide the contact section and require only the prospect's first name.
Health & Move-In / Marketing Details
These fields are optional and editable anytime. Anything in Health & Move-In Details carries over if the profile becomes an Applicant and then a Resident (see the ALIS CRM Reference Guide and the Guide to Adding New Residents).
In Marketing Details, type keywords about how the lead was generated. These become dropdown options for other prospects once you have entered and saved them.
Matching Prospects Found
- As you type the prospect's first name, ALIS flags potential duplicates at the bottom of the page for review before you create the profile.
- If you do create a duplicate, you can merge the profiles (see Navigate the Prospect Profile).
When the required fields are complete, click Save, or Save and Go To to open the new profile.
Navigate the Prospect Profile
The profile opens with an overview and action buttons at the top. Tasks, notes, and email history appear in sections further down the page.
Button |
What it does |
|---|---|
| +Task, +Note, Email | Create tasks and notes, or email the prospect. Each appears in its own section lower on the page. |
| Edit | Edit the story and full profile details on a page that mirrors the create form. |
| Transfer | Available with multiple community environments. Moves the profile and all its details to another ALIS environment. Find it later using the main Prospects filters. |
| More > Clone | Duplicate the profile, for example to split one profile made for two spouses so each can convert and move in separately. |
| More > Merge Profile | Combine a duplicate into another profile. Review candidates in the Potential Duplicate Records section. |
The rest of the page holds sections for the remaining details you need to manage the prospect.
AI Insights
When enabled, AI-generated summaries of the prospect appear in two places:
| Where | What it shows | What it draws from |
|---|---|---|
| Prospect profile | The AI Insights panel, just below the top profile section. Click Generate to produce a Summary, Key Observations, Risk Assessment, and Recommended Next Steps. | The prospect’s profile details, stage and score, health and move-in details, contacts, and recent emails, activities, notes, tasks, and change history. |
| Complete Task pane | A summary of the prospect while you complete a task, so you have context without leaving the pane. | The prospect’s health profile, move-in details (care level and room type), and their 5 most recent emails. |
See AI Features in ALIS: Reference Guide and Generate AI Insights for Prospects for more information. Contact your Account Manager for enablement assistance.