Automatically Create Tasks for New Prospects

The Automatically Create Tasks for New Prospects setting allows your team to automatically generate CRM tasks when a new prospect is created. This helps ensure timely follow-up with new inquiries and supports consistent outreach workflows for sales teams.

About Auto-Creating Tasks

Communities commonly use this feature to support speed-to-lead outreach by automatically generating follow-up tasks when a new inquiry is received. 

Task examples include: 

• Call Outreach

• Initial Follow-Up Email

• Tour Scheduling Outreach

This helps ensure every new lead receives timely follow-up and reduces the risk of missed inquiries. 

Tour Tracking Considerations

When using automated outreach tasks as part of the sales process, keep the following in mind:

• Sales performance is typically measured from Inquiry → First Tour.
• Each prospect can have only one Initial Tour.
• Any additional tours are considered Subsequent Tours (Retours).
• Multiple family members touring still counts as one Initial Tour for that prospect.

Enable Automatic Task Creation

Follow these steps to configure a CRM task type to automatically generate when a new prospect is created.

1. Navigate to Settings > CRM.
2. Scroll to CRM Task Types.
3. Choose one of the following:
   • Click + Add Task to create a new task type.
   • Click Edit next to an existing task type.
   • Select multiple tasks using the checkboxes and use Bulk Edit.
4. In the panel that opens on the right, locate Automatically create for new prospects? and change the toggle to Yes.
5. Update any additional task details if needed.
6. Click Submit to save. 

Once enabled, the selected task type will automatically generate when a new prospect is created.

How Auto-Created Tasks Works

When a new prospect is created:

1. ALIS detects the prospect creation event. 
2. Any CRM Task Types with Auto-Create enabled are triggered.
3. A task activity is created using that task type. The task due date is automatically set to 24 hours in advance. 
   • Note: It will show as "Due in 2 Days" to include the current and subsequent days. 
4. The task is assigned to the sales agent listed on the Prospect Profile for follow-up. 

Task types without Auto-Create enabled will not generate tasks automatically.

Auditing Auto-Created Tasks

Audit in Settings:

The CRM Task Types grid includes a Properties column that displays Auto-Create when the setting is enabled for a task type. This allows administrators to quickly identify which tasks will automatically generate for new prospects. 

Audit in ALIS: 

• Review generated tasks by printing the task list (PDF table format) from the Tasks tab

• Navigate to Reports > CRM Reports > Tasks. Filter by Task Type, Assignee, Person Type (Prospect), and more for quick identification. 

Contact your Account Manager for questions regarding reporting labels for ALIS HQ Dashboards. 

Related Articles: 

• Tasks FAQs
• Guide to Tasks for Prospects and Referral Sources

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