Sales Team Management

This feature allows you to assign Sales Reps to certain clients. Then, once you assign a Sales Rep to a Client, you can tell the system that Sales Reps are only allowed to view their own clients. This prevents them from stealing leads from each other. To control how much your Sales Reps can do, tweak their permissions at the bottom of the Users & Groups screen.

 

*Note: On the Users & Groups screen, if you give an employee permission to " View Client Information" and the "Ability to View All Clients" - the employee will be able to view all of your clients, even if he or she is a sales rep. If you just want Sales Reps to view their own clients, check the box for "View All Clients" for those employees' User Group. Do not check the box for "Ability to View All Clients." 

 

To enable Sales Reps:

1. Toolbox => Setup => Options => General Setup & Options
2. Check the box next to: Sales Team Management
3. Click on the Update button
4. Refresh your Internet browser

 

To make an employee a Sales Rep

1. Look up the employee: Toolbox => Setup => Staff => Staff Management
2. Check the box next to: Sales Rep on the employee profile screen see image
3. Click on the Save button

 

To Assign a Client to a Sales Rep

1. Look up the client (Clients => Lookup Client)
2. On the client's Profile screen, click on the Sales Rep drop-down box on the far right. Select the name of the Sales Rep that you want to assign to this client.
3. Click the Save button

 

*Making the employee a Sales Rep doesn't give them any extra permissions. The only thing that happens is that it allows you to:

• Assign Contact logs to that person
• Assign Client to that person. And if you want, only allow them to see the clients that have been assigned to them.

Each one of your client's Profile Screens has features that will help your Sales Reps track, organize, and manipulate their clients.

 

 

Non-Prospects - This means their Prospect box is unchecked see image

These are clients that you've sold on your services.

• First Contacted: This is the date that you first made contact with this client (in person, over the phone, etc...)
• Close Date: This is the day that your client first paid for your services.

 

Prospects (Prospects) - This means that their Prospect box is checked

Prospects are clients that you hope someday will buy your services. Only Prospects show up on the Sales Forecasting report. To learn more about Prospects, click here

• First Contacted: This is the date that you first made contact with this client (in person, over the phone, etc...)
• Expected Close Date: This is the day that you think your client will start paying for your services.
• Closure Prob%: Basically, you're predicting how likely the odds are that this prospect will buy your services (eventually making them a client). If you type in "80" , then you're giving your prospect 80% odds that they will actually do business with you. You're assuming there's a 20% chance that they won't become a paying client. Like you would with any other customer relationship managing software, you're going with your gut instinct when you fill this in.
• Exp Close Date:This is your guess about when the prospect will close, meaning when they will eventually buy your services.
• Exp Close Amt: This is the amount you think the prospect will pay you when they do finally pay for your services. This amount is figured into the Sales Forecasting Report
• First Contacted: This is the date that you first made contact with the client via email, over the phone, or in person.
• Prospect Stages - You can use this feature to track how close each Prospect is getting to their close date. Examples of stages might be Sent an Email, Interested, Not Interested, Waiting for Signature, etc...
  • If nothing appears here, then you need to enter at least one Prospect Stage here: Clients => Prospect Stages

 

Contact Logs are a great way to manage your communication with Clients, especially the communication between your sales reps and clients/prospects. Every time your Sales Reps contact a client, they can leave a contact log for instance of contact. You can then run Contact Log reports to show how many contact logs your employees have been leaving. You can also create different log types; such as "Phone Call," "Email," "In Person," "Contract Signed," "Billing," "Complaint;" that help you categorize each contact log. By creating relevant log types, the Contact Log report will be able to display contact logs for all of your clients that meet a certain log type. For example, you could run a Contact Log report to show just your customer complains over the past 5 months. Or, you could generate a report that shows how many phone calls your Sales Reps have made in the past week.

 

Contact Log Location

1. Lookup client (Clients => Lookup Client)
2. Click on the Contact Logs button at the top of the screen
3. Click on Add New Contact Log

 

Log Type Location

• You can delete, edit, and add Log Types at the following menu path: Clients => Log Types

 

Contact Log Analysis Report Location

• Follow this menu path: Reports => Clients & Accounts => Contact Logs

Read more about this report by clicking here

 

Assign Contact Logs

You can assign Contact Logs to employees. That employee then needs to follow up with the contact logs. Or, if you want, on the Users & Groups screen you can allow Sales Reps to assign Contact Logs to each other.

 

How would I practically assign Contact Logs?

So if a client called you and said that one of your employees owes them a call, you can create a contact log for that client and assign it to the Sales Rep in question. Then, when your Sales Rep runs the Contact Log Report, they can see what logs have been assigned to them and follow up with the client needing the phone call. Once they follow up, then can check the "Follow Up Complete" box above the Contact Log.

 

Permission & Settings Associated with Followup Contact Logs

• Permission to assign followups: Toolbox => Setup => Staff => Users & Groups => (choose group) Sales Team Management => Edit Other People's Logs/Assign Follow Up's to Other People
• To designate staff that can receive followups: Toolbox => Setup => Staff => Teachers & Staff (look up the staff member) => Check the box titled "Can be assigned followups"

 

How to assign a Contact Log

1. Look up the client (Clients => Lookup Client)
2. Click on Contact Logs
3. Click on Create a New Contact Log
4. Enter a Follow Up date (yes, you must do this before assigning it)
5. Choose a staff member to assign the log to
6. Click on the Add Contact Log button at the bottom

 

How to see what Contact Logs have been assigned to you

• Click here to learn about the Contact Log report

 

If you're using our Sales Team Management feature, then you can assign a sales rep to each client's Profile Screen. With this release, the new Sales by Sales Rep report will actually show you how much each rep's clients spent online. If your reps receive commissions for every sale - whether it's in consumer mode or business mode - then this extra statistic allows you to calculate the amount owed for Online Store sales. Or, you might just be curious about which reps bring in clients that spend the most inside your Online Store.