The ALIS CRM provides an all-in-one solution for you to manage your entire sales lifecycle by tracking prospects, nurturing referral sources, and tracking team tasks. Streamline the move-in process by seamlessly converting a prospect into a resident, ensuring all information flows directly into their profile.
Navigate the ALIS CRM
Efficiently access the ALIS CRM by using the CRM dropdown menu found at the top of your dashboard.
Click any of those options to open the CRM and navigate directly to one of those specific tabs.
Company Prospect Search
In the main CRM page, you have a unique tool designed to help you locate specific profiles across your entire organization. This is particularly useful if you manage multiple communities within your ALIS portfolio and need to identify where a lead or contact currently exists.
Click the Company Prospect Search button at the top of the main CRM page.
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In the pop-up, use the search bar to find matching records. Toggle between three search modes:
Name: Search by the Prospect or Contact's first or last name.
Email: Locate profiles using a recorded email address.
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Phone: Search using a 10-digit phone number.
Note: Phone searches specifically target Home Phone numbers for a 'Main Contact'.
As you type, ALIS will auto-populate the results table below.
The search returns a high-level overview of any matching Prospect profiles and their associated contacts. The results table provides several key data points:
Community Association: Identify which community the profile is actively associated with.
Comprehensive History: The list includes active prospects, deleted or closed-out profiles, and Prospects that have already been converted to Applicants.
CRM tabs
The ALIS CRM comprises of 5 tabs: Tasks, Prospects, Referral Sources, Referral Organizations, and Email Templates. Continue reading the below sections of this article to learn more about what each tab contains and how you can use these most effectively.
Tasks tab
This tab allows you to track and generate reports about sales activity. You can create and manage tasks for Prospects or Referral Sources and assign these tasks to a sales team member for documentation and completion. The Community Snapshot section also provides valuable insights about leasing availability and other occupancy statistics. Refer to this Guide to Tasks for Prospects and Referral Sources article for more information on how to use the features in this tab.
Prospects tab
This tab is where all Prospect profiles are housed and managed. You can create new profiles, add contacts, and store key profile information that will automatically transfer to the Resident profile should the individual move in. You can also complete a variety of bulk actions, such as recording tasks and sending emails to selected recipients. Refer to this Guide to Prospects article for more information on how to use the features in this tab.
Referral Sources tab
Referral Sources are your lead-generating contacts. These individuals are categorized by Referral Organization and Referral Type. You can assign tasks for these Referral Source contacts to a member of your sales team. In this location, you can view, add, and edit active or disabled contacts, export the contact details to Excel, and create tasks. Refer to this Guide to Referral Sources and Organizations article for more information on how to use the features in this tab.
Referral Organizations tab
Within this tab, you can add and manage Referral Sources by the organization they are associated with and categorize these organizations by type. Using this tab is similar to managing an address book. Refer to this Guide to Referral Sources and Organizations article for more information on how to use the features in this tab.
Email Templates tab
This tab allows you to create and store email templates for efficient and consistent communication. You can add as many templates as needed and save them in this location. When you send an email to an individual or in bulk, you will be able to simply select one of the saved templates instead of having to retype email messages.
Convert Prospects to Residents
When using the ALIS CRM, you can easily convert a Prospect profile to a Resident profile to streamline your move-ins. Converting a Prospect to a Resident depends on the Prospect Stage selected on the Prospect profile. These Stages are configured in your CRM Settings page. Refer to this How to Convert Prospects to Residents guide for detailed instructions on how to complete this process.
CRM Integrations
ALIS integrates with a variety of sales and marketing software for you to seamlessly manage your entire sales lifecycle across platforms. These apps provide specialized Customer Relationship Management (CRM) systems, marketing automation, and lead generation services to nurture relationships and increase occupancy. For more information, refer to ALIS App Store Reference Guide and the CRM section of the ALIS App Store Offerings.
If your team is already using one of our available integrations, contact your Onboarding Manager, Account Manager, or our ALIS Customer Success Team to initiate app installation. When the integration is set up, you will learn how to create Applicants in ALIS with the click of a button in our partner's software.
You will also have access to the partner software providers' in your CRM dropdown. Simply click on the name in the menu to navigate directly to their login page.
CRM Alerts
You can assign staff members to the CRM Alerts Category to receive a notification within the Alert Center on the ALIS Dashboard and/or in an email. By default, this category contains multiple alert event options:
Refer to these Alerts Settings and How to Manage ALIS Alerts guides for more information on how to set these up for staff.
CRM Reports
From your dashboard, navigate to Reports at the top of the page. Scroll to CRM Reports to view valuable exportable data related to all activity within the ALIS CRM. Only users with the specific security role permission can view these reports.
CRM Reports descriptions:
- Generation Statistics provides the number of new prospects organized by their Prospect Source per community in ALIS.
- Move in Statistics is similar to Generation Statistics, but differs in that it provides the number of new move-ins organized by their Prospect Source per community in ALIS. Data shown here displays only those Prospects that have been converted to Resident profiles in ALIS within the filtered date range.
- Prospect Activity shows all actions taken by staff per active prospect within the filtered date range. You can click the "+" sign to the left of the Prospect name to expand a section that shows all activity on that profile and which staff member completed each action.
- Prospect Contacts, Prospect Details, and Referral Source Details provide contact information, and the latter are two filtered by date of creation in ALIS. These can all be exported to a mail merge template in order to create mailing labels. Refer to this Generate Mailing Labels for Prospects, Contacts, and Referral Sources for step-by-step instructions on how to do this.
- Prospects Without Tasks displays Prospect tasks activity based on the "Last Completed Task Date". The Summary section at the bottom of this report shows the total number of tasks recorded per Sales Agent.
- Staff Tasks Summary contains individual tabs for Task, Referral Source, and Referral Organization creation and completion details per staff member. The Community tab shows all Prospect and Referral Source task completion status (Completed/Incomplete) per community.
- Tasks allows you to view task details such as Assignee, Due Date, Completed dates, and Task Outcomes per the filtered date range.
Related Articles:
- Guide to Prospects
- Guide to Referral Sources and Organizations
- Guide to Tasks for Prospects and Referral Sources
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