The ability to convert a Prospect to a Resident when using the ALIS CRM depends on the Prospect Stage selected on the Prospect profile. Only prospects within specific Stages can be moved to the All Residents page and converted to Applicant and then Resident profiles.
Prospect to Resident Steps Overview
- Update the Stage on the Prospect profile to one that has the "allowed to move to 'Applicant'" status. This triggers the the profile to appear in the Incoming tab of the All Residents page.
- In the Incoming tab of the All Residents page, click the Convert to Applicant button. This moves the profile to the Applicant tab and converts the Prospect profile to an Applicant profile.
- On the newly converted Applicant profile, click the Move In button. This moves the profile to the Current Residents tab (your current census) and converts the Applicant profile to a Resident profile.
Review the remainder of this guide to learn how to customize your Prospect Stages and more details on how to complete or revert the conversion steps.
CRM Settings
The Prospect Stages that trigger the conversion steps from Prospect to Resident are configured in your CRM Settings. Only users with the security role permissions can access and manage these settings. For assistance with customizing your Prospect Stages, contact your Account Manager or our ALIS Customer Success Team.
- To access your CRM Settings, click the Settings link at the top right corner of your ALIS screen. Then, click CRM.
- Scroll the Prospect Stages to review which Stages will start the conversion. These are found in the "Choose Stages allowed to move to 'Applicant' status" dropdown.
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- The ALIS default Stages are: Closed Out, Deposit Received, Needs Assessment, and Sold. Select or deselect which Stages you wish to include in this list.
- The ALIS default Stages are: Closed Out, Deposit Received, Needs Assessment, and Sold. Select or deselect which Stages you wish to include in this list.
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- To customize Stages shown in the dropdown menu both in your settings and in the CRM module, you can +Create Prospect Stage or Disable from the existing list of auto-generated options. Once you have created your desired list, make changes to the "Choose Stages allowed to move to 'Applicant' status" dropdown menu as needed.
Convert Prospect to Resident
Update Prospect Stage
- Easily view and update the Prospect Stage from the Prospects tab of the CRM page. This status is displayed in the Stage & Source column.
- Next, update the Prospect Stage to one of the Stages that initiates the conversion. You can use any of the below methods to do this:
- To update the Stage from this main page, click the checkboxes to the left of the Prospect (or multiple Prospects) and then click the Bulk Edit button at the top left of the table. This presents a pop-up for you optionally to set the Prospect Stage, Prospect Score, Sales Agent, and Marketing Status. Click Save to update.
- Alternatively, you can click the linked Prospect's name or the View Prospect button to the right in order to edit the Stage near the top left of the prospect profile page.
Regardless of the method you choose to update the Stage, this action automatically moves the Prospect to the Incoming tab of your All Residents page as long as the prospect's stage qualifies for the conversion. If the Prospect name does not appear in the Incoming tab as you expected, refer to the above CRM Settings section for steps to take to correct this.
Convert to Applicant
- Navigate to the All Residents page > Incoming tab.
- Locate the Prospect name you wish to convert to an Applicant. Click the Convert to Applicant button to the right of the page.
- This opens a pop-up for you to enter in the required and optional fields. Click Create and Go To if you want to view the newly converted Applicant profile and begin filling in profile details.
Move in Applicant
Only take this final step of converting an Applicant to a Resident on the individual's physical day of move-in to your community.
- Navigate to the All Residents page > Applicant tab.
- On the physical move-in day, locate the Applicant name you wish to convert to a Resident. Click the Move In button either on the is main page or on the Applicant profile.
- In the pop-up that appears, make a few confirmations, and click Yes.
- This moves the profile to your Current Residents tab, or your current census, and activates the profile for action-taking and more in-depth reporting across ALIS. All the information you added in the Applicant stage will then be available in the Resident profile and immediately ready for charting, reporting, and generating bills.
Read this Add Profiles to Move In for more information on the Applicant profile and how to leverage it prior to move-in.
How to Revert Conversions
On the Prospects tab of your CRM page, prospects that have been converted are hidden by default.
To view these prospect records, go the filters at the top right of the Prospect table and uncheck the Hide Converted checkbox. This will reveal grayed line items within the table that contain the converted profiles.
- Current Resident back to Applicant - Navigate to the Resident profile. Click More and then Revert Move In at the top of the page. This opens a pop-up for you to confirm this action.
- Applicant back to Incoming tab - Navigate to the Applicant profile. Click the Unconvert button at the top of the page. This opens a pop-up for you to confirm this action.
- Incoming tab back to Prospect - If you have only converted the Prospect to the Incoming tab and need to revert that conversion, all you need to do is update the Stage on the Prospect profile to a Stage that does not trigger the Applicant status. This action will remove the name from the Incoming tab and make the Prospect profile appear as an active Prospect. Review Step 2 of the above Update Prospect Stage section of this guide on how to do this.
Current Resident back to Applicant:
Applicant back to Incoming tab:
Only users with the security role permissions can complete these above reversion actions. For assistance, contact your Account Manager or our ALIS Customer Success Team.
Related Articles:
- Guide to Prospects and Referral Sources
- How To Set Prospect Marketing Status
- How to Generate Mailing Labels for Prospects, Contacts, and Referral Sources
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