Leads
Acting Office is equipped with advanced capabilities to automatically generate leads from various communication channels, including calls, chats, website queries and emails, ensuring that no potential client interaction is missed. Additionally, the system provides a straightforward process for manually adding and managing leads, complete with options to record detailed information such as aliases, lead sources, business details, and follow-up dates.
Adding a new lead
Once the email ID, company’s website and phone lines are integrated with the software, all activities are tracked through the software to identify any new leads without the need for any manual intervention. This helps in ensuring no outside interactions go unattended. If needed, you can also manually add a lead by using the below steps -
Click on ‘+Lead’ to initiate the process. Alternatively, ‘Alt+Shift+L’ can also be used.
Adding a new lead Now go on to enter the basic details of the lead-
Contact - The contact information including first name, last name, phone number and email address.
Alias option - The system provides an 'Alias' option where you can add a short or alternative name for the lead. This is particularly useful for future searches and ensures that the lead can be easily found using either their real name or alias.
Mode - Document the source of the lead using the dropdown menu. Options include live chat, email, referral and others (for any additional sources). Selecting the correct source helps in tracking the effectiveness of various lead generation channels.
Business details and notes - Input the business name and type associated with the lead. Entering the business information here would only save the details and would not add them into the system. There is a separate process for that. Additionally, there is a 'Story' section where you can add any relevant notes or context about the lead. This can be invaluable for providing background information and context for future interactions.
Entering basic details
Click on 'Save' to finalise the lead creation.
This action will store the lead’s details in the system. Once saved, the lead will appear in the lead list with a unique lead ID for quick reference along with all the details. In this list view, we have some quick action buttons namely -
Edit icon - To edit the information of a lead.
Change status icon - To change the status of the lead. Each status is briefed in more detail further in this guide. You can use the keyboard shortcut - ‘Alt+Shift+S’.
If needed, you can add notes for references, which would be saved in leads history tab.
Quick action tools
Managing follow-up date for leads
In order to ensure timely action with all the leads, we have rigorous processes around the follow ups with leads. Even leads are presented on the user’s dashboard as well in accordance with these action dates. For quick actions, the next follow-up date can be selected from the dropdown menu itself. This ensures timely follow-ups and better lead management.
Changing lead status
To further action a created lead, following action could be performed over it -
1. Add Business
To add a business to the lead, update the lead's status accordingly. Input the necessary business details, including the type of business and the company number. Any added business would be shown in the businesses section in the lead profile.
You can mark the businesses as inactive by going into its profile and clicking change status icon.
Select inactive.
Select the reason.
Leave the deactivate linked contacts checkbox ticked in cases where the contacts to a particular business have to be marked as lead lost.
Mention any notes for reference.
Click on 'Save'.
Changing the status of the business as 'Inactive'
2. Lead Lost
A potential lead that could not be converted to a customer due to unforeseen circumstances will be marked as 'Lead Lost'. This status may impact the performance of the team responsible for the lead.
3. Not a Lead
Sometimes, contacts made through calls, chats, or emails may involve individuals who are not interested in the business or are potential scams. These instances are marked as 'Not a Lead' and do not affect the performance of the assigned team.
4. Customer
To convert a lead to customer, update the status to 'Customer'. This option is only available for a lead where a business has already been added.
5. Merge with Existing Contact
In cases of duplicate leads, integrate the new lead's information with the existing contact. Input the contact details with which the particular lead has to be merged and add notes.
6. Link with Business
To add a new lead as a contact to an existing business, use ‘Link with Business’ option. Input the business details and the designation of the lead, along with the notes.
First response to a lead
A first response is the initiator of the conversation with the lead, acting as point of contact. Acting office automatically generates the first response for a lead which can be further changed by using below steps
- Click on the edit icon beside ‘First Response’.
- Select the new first response from the dropdown menu and input a relevant note.
- Click ‘Save’ to proceed.
Lead progression
In order to track lead progress, you can create several stages to get more insights. Once stages have been created from the practice profile, go to a particular lead and select its relevant stage.
Hope this is helpful.
Last updated