Prospect Management

Navigation Path

SR > Prospects tab

SR > Prospects > (Prospect Name) Record

Notes

Users add qualified prospects from leads captured via walk-ins or emails.

Steps

1. Select the Add Prospectlink.
2. Complete all required information marked with a red asterisk.  Include any additional, non-required information gathered from the prospect.
1. Use text fields to enter prospect First Name and Last Name.
2. Use pull-down menu to select Prospect Type Code. [Unassigned is default code if none is chosen.]
3. Use date text field or Pick Day link to enter Date Visited.  The system default is the current date.  An earlier date can be entered if the prospect's visit date occurred prior to the current date.
4. Use pull-down menu to select Associated Sales Represponsible for follow-up.  The system default is the sales associate logged into the BuildTopia system.
3. As applicable, complete information for Co-Prospect.
4. Select Save and Continue to proceed to the survey for this prospect - OR - select Save and Add Another to add another prospect and return to the survey at a later time.
5. Select Reset to delete all information and re-start the input process.
6. Select Cancel to return to the Prospects tab default screen.

Note: In addition to first and last names, the prospect's email address is critical in searches and deduplication of multiple prospect records. The user should make every effort to obtain the prospect's email address for web-based communication.

Navigation Path

SR > Prospects tab > (Prospect Name) Record > Edit

Notes

• The prospect record includes the following actions and sub-tabs with individual screens to further manage communication and follow-up with prospects.
  • Summary - includes prospect data record, plus a compilation of all information collected in the following sub-tabs. Each area includes a link to add or create new items of each type.
  • Survey - displays a living record of prospect responses to the user's survey questions. Answers may be modified at any time.
  • Workups - displays pricing estimates created for the prospect including base house, options, NSOs and change orders.
  • Tasks - lists all To Do tasks attached to the prospect, both open and completed/dismissed, with links to execute each task type.
  • Financials - displays financial pre-qualification data collected from the prospect, based on loan programs entered in the system.
  • Broker Agent Info - displays the record of the broker agent associated with this prospect.
  • Mortgage Company Info - displays the record of the mortgage company associated with this prospect.
• When the Prospect Type Code is edited for a Prospect or Buyer, new Follow Up Campaign tasks are automatically assigned. The user may elect to delete any open tasks (from previous Follow Up Campaigns) at this time, or leave those tasks in place.

Steps

1. Select the Edit link from any prospect record.
2. Enter information in data entry fields.
3. Select Save to complete the edit, or
4. Select Cancel to return to the prior screen.

Notes:  Additional actions available from the Prospects tab:

• Email :
  • The user may email the prospect directly from this link
  • Available sales email templates are displayed for use from the drop down menu, and attachments may be selected from the document library
  • The Email is tracked in the Prospect's email history tab, tagged to this Prospect
• Delete - the user may delete the prospect record here, if no workup has been created in the prospect's record.

Navigation Path

SR > Prospects tab

Notes

The Prospects tab displays the default list of all prospects and co-prospects, sorted in Prospect Type Code order.

Search Prospect Steps

1. To filter for a more focused search, selecting one or more of the following filters will automatically re-filter and display the resulting list:
1. Enter data in the Search field to filter for characters in the prospect name or within the email address.
2. Use the pull-down menu to select My Prospects or All Prospects.
3. Use the pull-down menu to select one or all Type Codes.
4. Use the pull-down menu to select a specific prospect status.
2. The resulting filtered list can be further sorted in numerical or alpha sequence by selecting any blue column header link.

Advanced Search

For a more granular search, the Advanced Search link allows the user additional data fields to filter by specific parts of the prospect record, such as prospect first or last name, date entered, and sales rep. (Show me) Follow steps for Search Prospects above.

Cross Project Search Steps

To find a prospect who may be registered in multiple projects, the Cross Project Prospect Search returns a list of prospect records where the prospect name and / or email address match.

Steps

1. Use the text field to enter all or part of the prospect's first or last name.
2. Use the text field to enter all or part of the prospect's email address.
3. Select the Search button.

The search returns all matching prospects within all projects where the current user is a project participant.

The user then has the option to:

• View Prospect - Opens the prospect record in the project
• View Project Prospect List - Opens the prospects list for the project

Navigation Path

SR > Prospects > New WIK Prospects link

Notes

For instruction on setting up and launching the BTWebKit Prospect form from your website, see:

• Generate BTWebKit Prospect Form and
• Configure BTWebKit XML

When your builder's website is generating leads and driving them to the BuildTopia project, they register as an integer at the New WIK Prospects link. The WIK prospect has been presented an online survey as a part of registration and the answers are included in the WIK Prospect record. It isn't necessary to include every question on your project survey online, though you may.

The prospect type code is automatically coded as a Web Lead.

Steps

1. Select New WIK Prospects link.
2. Review the WIK prospect record:
   • Edit the record if appropriate, and Jump to Survey, Save, or Cancel
   • Review the Survey if desired, Save Survey or Cancel
   • Delete the prospect record if an obvious duplicate or a bogus registration
3. If satisfied with the WIK Prospect record, select the check box in the Accept column and the Submit button.
4. Accepted WIK prospects are populated in the Prospects tab with the Prospect Type Code and Sales Rep assigned in Project Setup > Setup > Generate BTWebKit Prospect Form > Setup.

Description

The User has multiple opportunities to track Prospect / Buyer Comments and Notes throughout the sales experience:

Prospect FollowUp Comments

SR > Prospects > Add Prospect

SR > Prospects or Buyers > Edit

Steps

1. Enter text in Comments field.
2. Select Save button.

Notes:

• Comments entered at Prospect / Buyer record Edit are visible only on the Prospect or Buyer record screen, and do not track the date of entry or user information who entered the comment.
• Comments entered here are linked to Visit Date and Visit Type, and are available for On Demand Reporting in People data sets > Prospect / Buyer Information section via Comments checkbox.

Prospect / Buyer Notes

SR > Prospects or Buyers tab > [Prospect or Buyer Name] > Add Note

1. Enter text in Add Note field.
2. Select Save button to enter the note [multiple Notes may be entered separately by selecting Save after each].
3. Select Finish button when all Note entries are complete.

Notes:

• Notes may be added to Prospect or Buyer record at any time after the Prospect had been entered in the system.
• When Notes are added the system captures the User's name and date, and are then displayed in the Prospect or Buyer Summary screen.
• Notes entered here are available for reporting in People data sets > Notes section.

Buyer Comments

SR > Buyers tab > [Buyer Name] > Add Comments

1. Enter text in Add Comments field.
2. Select Add Comment button to enter the comment [multiple Comments may be entered separately by selecting Add Comment after each].
3. Select Cancel button when all Note entries are complete.

Notes:

• Comments may be added to Buyer record at any time after the Prospect has submitted an offer in the system and changes to a Buyer.
• When Comments are added the system captures the User's name and date, and are then displayed in the Buyer Summary screen.
• Comments entered here are available for reporting in People data sets > Prospect / Buyer Information section via Comments checkbox.