CRM Settings

The CRM Settings page is where the various elements of the ALIS CRM can be configured. Manage Prospect Sources, Stages, and Scores, the list of Competitors, as well as CRM Tasks Types and CRM Task Outcomes. This article will cover each of these topics and more.

Access CRM Settings

To access the CRM Settings, navigate to the Settings page, and then click CRM.

Prospect Sources

The Prospect Sources section contains a list of all prospect sources that appear in the Prospect Source field when creating and editing prospects.

Create Prospect Source

To create a new prospect source, click the +Create Prospect Source button. In the Add Prospect Source sidebar, fill out the required Name and Reporting Label fields, and any other applicable information you have regarding the source.

The Reporting Label groups differently named sources together that mean the same thing. This ensures that they are counted together in ALIS HQ reporting. For example: Two separate prospect sources that are named “APFM” and “A Place for Mom” can each be set to the same Reporting Label and thus be counted as a single source in your reports.

Edit/Disable 

Use the Edit button to edit the Name, Reporting Label, and other details of the prospect source.

Clicking the Disable button will remove the prospect source from the Prospect Source dropdown when creating/editing a Prospect profile. 

Copy To 

The Copy To button can be used to copy one or more Prospect Source values from your community to other communities in ALIS. 

Prospect Stages

Similar to prospect sources, the Prospect Stages section displays a list of stages a prospect can be set to in ALIS. 

Prospect Stage Settings

The Choose Default Stage field is required and sets the prospect's stage to this value when they are created in ALIS. By default, this is set to "Prospect - NEW." To change this value, select the desired option from the dropdown and click Save Settings.

The Choose Stages allowed to move to "Applicant" status setting determines what stages trigger a Prospect profile to move from the ALIS CRM into the Incoming tab of the All Residents page (i.e. convert the prospect to an applicant). When a Prospect's stage is updated to one of these trigger stages, the prospect profile is automatically tagged as "Converted to Applicant" and hidden from the prospects list. 

For more information about this workflow, see this How to Convert Prospects to Residents guide. 

The Choose Stages to end follow-up efforts setting determines what stages trigger a Prospect to be highlighted in red in your list of Prospects, indicating to no longer follow up with the prospect. Prospects in these stages will also not be included in reporting 

Adding Prospect Stages

To add a new Prospect Stage, click the +Add Prospect Stage button. Type the name of the prospect stage into the side pane that opens. The Lost to Competitor box can be checked to indicate that, when this option is selected as a stage, the prospect will automatically be tagged as "Lost to Competitor". When finished, click Save.

Edit Prospect Stages

To edit or disable an existing prospect stage, click the Options button and then select Edit.

Disable Prospect Stages

To disable a Prospect stage that was created in error, or will no longer be used, click Options next to the stage and select Disable. 

If any prospects are currently assigned to that prospect stage, you will be prompted to migrate their stages to an enabled stage. Choose the stage in the Migrate To dropdown and click Migrate and Disable.

Re-Enable Disabled Prospect Stages

To re-enable a Prospect Stage that was previous Disabled, click the Show Disabled button at the top of the list, then click the Option button next to the disabled stage and select Enable.

Prospect Story Template

Prospect Story Templates are used to pre-fill the Story field on new prospects and on existing prospects with an empty Story. Stories already written are never overwritten. A community without its own template uses the company default.

For more information, review the following article: Can I create a template to pre-fill a Prospect Story?

Competitors

This feature is behind an entitlement and requires the ALIS team to enable it. Contact your Account Manager or the ALIS Customer Success Team for assistance. 

Sales Checklist

The Sales Checklist is utilized in the Salesperson Experience. The items found in this list are used as a checklist to help salespersons with their daily tasks and workflows. Enable or Disable checklist items here.

CRM Task Outcome Types 

The CRM Task Outcome Types section is used to Add, Edit, and Enable/Disable task outcomes types that appear when performing Prospect Tasks.

Add a CRM Task Outcome Type

To add a new CRM Task Outcome Type, click the +Add Task Outcome button.

In the sidebar, enter the Name of the outcome type, and set whether or not the task goal is considered Achieved or Not Achieved when the task is completed, and click Submit.

Edit a CRM Task Outcome Type

To Edit an existing CRM Task Outcome, click the Edit button next to the item. If the checkbox next to the item is grayed out, then it is a system generated value and the Name cannot be edited, only the goal. Otherwise, both the Name and goal can be edited.

Enable/Disable a CRM Task Outcome Type

To Disable an existing CRM Task Outcome type, click the Disable button next to the item. To re-enable a disabled outcome type, click Show Disable at the top of the list, then click Enable next to the desired item.

Referral Types and Organizations

The Referral Types and Organizations section is used to Create and Edit referral types and organizations, as well as delete organizations that are relevant to prospects.

Referral types are categories that various referring organizations can be grouped into. The list can be filtered to specific referral types and/or organizations by selecting the desired group and/or individual organization in the Referral Types & Organizations dropdown. 

Create a Referral Type

To create a new referral type category, click the +Create Referral Type button. 

In the menu that appears on the right, enter the name of the referral type. If you would like to add multiple referral types, click the +Add Another button, enter the name, and then click Save when finished.

Edit a Referral Type

To Edit an existing referral type, click the Edit button next to the referral type you would like to update. Change the name as desired and click Save.

Create an Organization

To create a new organization, click the +Create Organization button next to any referral type category.

In the menu that appears on the right, enter in the Organization Name and select the desired Referral Type category. Fill out any other information you may have about the organization, and click Save.

Edit an Organization

To edit an existing organization, click the Edit button next to the desired organization. Updated any information as needed and click Save.

Delete an Organization

To delete an existing organization, click the Delete button next to the organization you are looking to remove. A screen will pop up asking you to confirm that you would like to delete the organization.

 If any Referral sources have been associate with the organization, you will be prompted to transfer the source to a new organization. Select the appropriate organization and click Delete and Transfer.

CRM Task Types 

The CRM Task Types section is used to manage the list of values that appear in the Task Types dropdown when creating a CRM Task. CRM Tasks Types can be Added, Edited, and Enabled/Disabled here. Task Types can also be copied across Communities via the Copy To button. 

Add a CRM Task Type

To add a new task type, click the +Add Task button. In the menu that appears on the right, enter the Name of the task type, and fill out any other relevant fields. Once finished, click Submit.

Estimated Time to Complete

This field is used to estimate approximately how long it will take for a particular task to be completed.

Reporting Label

This field is used to group tasks into categories for reporting purposes.

Receive alert for created task?

When this setting is set to 'Yes', an Alert will be sent to any individuals at your community that are signed up to receive CRM Task alerts upon creation of the task.

Receive alert for completed task?

When this setting is set to 'Yes', an Alert will be sent to any individuals at your community that are signed up to receive CRM Task alerts upon completion of the task.

Automatically create for new prospects?

When this setting is set to 'Yes', the task will be automatically created for upon creation of new Prospects in ALIS CRM.

Edit a CRM Task Type

To edit an existing task type, click the Edit button next the desired task type. Update the information as needed and click Submit. To Bulk Edit task types, select the various values you want to Edit, and click the Bulk Edit button.

Enable/Disable a CRM Task Type

To Disable a CRM Task Type, click the Disable button next to the desired task type. To enable the task type, click the Show Disabled toggled, then click Enable next to the disabled task type.

Prospect Scores 

The Prospect Scores section can be used to manage the scores that are applied to prospects throughout the sales process. Prospect scores can be Added, Edited, Set as Default, and Disabled/Enabled here. Prospect scores can also be copied between Communities via the Copy To button.

Add a Prospect Score

To add a new prospect score value, click the +Add New button. 

In the area that appears on the right, type in the Name of the score and enter a Description if applicable. When finished click Save.

Edit a Prospect Score

To edit an existing prospect score, click the Options button next to the score, and select Edit. Update the Name and Description as needed and click Save.

Set Default Prospect Score

To set a prospect score as the default score that prospects are set to upon creation, click the Options button next to the value and click Set Default. A yellow tag will appear next to the value in the list.

Disable/Enable a Prospect Score

To Disable a prospect score, click the Options button next to the value and click Disable. Click Disable in the confirmation window. 

If any Prospect's scores are set to the value you are disabling, you will be notified and prompted to migrate/update their score to a value that will remain active before you can fully disable the value.

To Enable a disabled prospect score, click the Show Disabled button, click Options next to the value you want to Enable,  and click Enable.

Custom Room & Move-In Details Fields

The Custom Room & Move-In Details Fields section allows you to Add and Manage custom fields to prospects' Room & Move-In Details section on their profile. The custom fields can also be Disabled/Enabled as needed.

Room & Move-In Details section on a prospect profile:

Add a Custom Field

To create a custom field, click the +Add Custom Field button.

In the form that appears on the right side of the page, fill out the fields as needed.

Custom Field Name

This is the name of the field you are adding

Field Type:

This is the field type you want the field to be, there are various options to choose from:

Number Only: Only numerical values will eb able to be entered in the field.

Single-Select: Multiple options will be presented to choose from, and a single option can be selected.

Multi-Select: Multiple options will be presented to choose from, and multiple options can be selected.

Text Box: A small text box will appear where a moderate amount of text can be typed in.

Text Area: A larger text area will appear where a large amount of text can be typed in.

Date Input: A field will appear where a date can be entered.

Is Required?

This will set whether the field is required when filling out the Prospect information.

Options:

This will only appear if you are choosing the Single-Select or Multi-Select field types. Enter in the various options to choose from using a comma separated list.

When finished, click Create Custom Field.

Manage a Custom Field

To update or edit an existing custom field, click the Manage button next to the desired field and update any information as needed.

Disable/Enable a Custom Field

To disable a custom field, click the Disable button next to the desired field. To enable a field that has been disabled, click the Show Disabled option, and then click Enable next to the desired field.

Prospect Activity Log

The Prospect Activity Log section allows you to Enable or Disable the Activity log on Prospect profiles. Click the Disable or Enable button next to the desired community.

Activity log on a Prospect profile:

 

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