MANAGING ACTIVITIES...

Transcription

1 Sales Center Guide GETTING STARTED... 2 LOGGING INTO LASSO... 2 FINDING YOUR WAY AROUND... 3 CONTACTING SUPPORT... 3 ACCESSING THE SALES CENTER... 3 SALES CENTER TIPS... 5 SEARCHING FOR A REGISTRANT... 5 SORTING COLUMNS IN LISTS OR REPORTS... 7 CHANGING THE COLUMN DISPLAY IN REGISTRANT LISTS... 7 CHANGING YOUR PREFERENCES... 8 ADDING A REGISTRANT FROM THE SALES CENTER HOME PAGE... 9 ADDING A REGISTRANT FROM AN EXISTING REGISTRANT PROFILE EDITING REGISTRANT INFORMATION VIEWING THE REGISTRANT PROFILE ADDING OR UPDATING A RATING FOR A REGISTRANT ADDING REALTORS LINKING A REALTOR TO A REGISTRANT ADDING RELATIONSHIPS BETWEEN REGISTRANTS ADDING A NOTE TO A REGISTRANT PROFILE MANAGING ACTIVITIES ADDING AN ACTIVITY FROM A REGISTRANT PROFILE COMPLETING AN ACTIVITY FROM A REGISTRANT PROFILE VIEWING SCHEDULED ACTIVITIES FROM THE SALES CENTER HOME PAGE ADDING APPOINTMENTS IN THE REGISTRANT PROFILE UPDATING AN APPOINTMENT ADD CONTACT HISTORY TO THE REGISTRANT PROFILE ING FROM A REGISTRANT PROFILE VIEWING REGISTRANT LISTS CREATING A CUSTOM REGISTRANT LIST SAVING A CUSTOM REGISTRANT LIST SHARING A CUSTOM REGISTRANT LIST CREATING A REGISTRANT GROUP MANAGING REGISTRANTS IN A GROUP ADDING A REGISTRANT TO A GROUP FROM A REGISTRANT PROFILE SENDING MASS MAIL REPORTS SALES CENTER REPORTS Lasso Data Systems User Guide Page 1

2 GETTING STARTED Logging into Lasso Lasso is a hosted, online software application. To use it, you must have an Internet connection and a Web browser. To log in: 1. Connect to the Internet. 2. Enter in the address of your Web browser. 3. Enter your Username and Password in the spaces provided. 4. Click Sign In. Enter your username Enter your password Click Sign In Reset your Password Access Help Center or Lasso Support This brings you to Lasso s Home Page, which provides access to your projects. Note: To allow Lasso pop-up windows, turn off your browser's pop-up blocker or make an exception for the mylasso.com URL. To reset your password, click on Forgot Password? on the Lasso Login page. If you have forgotten your username, please support@lassocrm.com or call Lasso Data Systems User Guide Page 2

3 Finding your way around From the Home Page, depending on your user account permissions, you will be able to click on the following icons to access: Client Admin Center - Manage user accounts, Registrant questions, terminology, Registrant and project settings, and news postings as well as define specific business rules. Project Admin Center - Set project preferences, create sales processes, add inventory options and upgrades, manage sales rotation, hide inventory, create self-serve Registrant updates, and set up website tracking. Inventory Center - Import inventory, manage contracts and inventory activity, store documents like floor plans and/or sales agreements, and monitor sales projections. Sales Center - Import existing contacts, add and manage Registrants, add Realtors/Brokers, access templates, create marketing campaigns, and track media costs. Mail Center - Access , calendar, and contact information. Help Center - View Help Files on functionality as well as access guides, release notes, and webinars. Contacting Support support@lassocrm.com Phone: Accessing the Sales Center On the left side of the Lasso Home Page, you will see a list of your projects in alphabetical order under the heading. Click on the project name to log into the Sales Center for that project. Click on a Project to log into its Sales Center Note: The functionality that you see and have access to in the Sales Center will depend on the permissions that you have been given by your Lasso Administrator. If you have a Sales Manager Role, you will see an additional section called My Sales Reps which gives you access to each Sales Reps list of Registrants. You will also have access to their sales activities in the Activities section. Lasso Data Systems User Guide Page 3

4 This will take you to the Sales Center Home Page, where you can manage your Registrants and sales activities Lasso menu item Access the Mail Center and projects 2. Marketing menu item Manage Templates, Campaigns, and Media Spend 3. Outside Realtors menu item Add Realtors/Brokers 4. Registrant menu item Add and search for Registrants, and manage duplicates 5. Reports menu item Access sales and traffic reports 6. Mail Center Access your project-specific Lasso account 7. Projects button Access the Sales Centers for your other projects 8. Project Admin Center Manage project-related settings 9. Inventory Center Manage contracts and Purchaser information (if applicable) 10. Sales Center Sales Center Home Page icon 11. My Custom Lists button Create, manage, and save user-specified lists 12. My Groups button Create, manage, and save user-specified groups 13. Downloads button Access all export files 14. Registrant and Inventory Search icons Access Registrant and Inventory search pages 15. Quick Search bar Search for Registrants by first or last name 16. User Preferences Set your preferences related to and display as well as change your password 17. Information icon Access Help Center 18. Activities Click into sales activities that need to be completed 19. Mass Mail Stats View and mass mail delivery statistics 20. My Registrants View lists of Registrants by rating 21. My Lists View lists of Registrants by prospects, Purchasers, and invalid addresses 22. Custom Lists View and manage user-specified lists 23. My Groups View and manage user-specified groups 24. Calendar Click into your appointments for the day and month 25. My Appointments View your appointments for the month at a glance 26. My To Do List Set reminder activities for yourself 27. Deposit, Project, and Reservation Stats View the status of inventory for your project Lasso Data Systems User Guide Page 4

5 SALES CENTER TIPS Searching for a Registrant To quickly locate a Registrant, you have two options: a) Enter the Registrant s first or last name into the Quick Search bar. As you type, names containing the letters you are typing will appear in a dropdown. Click on a name to go to the Registrant Profile. b) Click on the Registrant Search icon to bring up the Registrant Search page. Registrant Search icon Quick Search bar You can also bring up the Registrant Search page by going to the Registrant menu item and clicking on Registrant Search in the dropdown. Lasso Data Systems User Guide Page 5

6 On the Registrant Search page, enter the criteria for your search, e.g. Last Name, and click on the Search button (above Basic Search section or below Date Range section). Note: A percent sign (%) acts as a wildcard search. Insert % before your search criteria to search for all results with the criteria in the details. Lasso returns the results of its search by listing all matching Registrant records on the Registrant Search page. Click on the name of the Registrant for whom you want to access the details. If there is only one Registrant that matches the criteria you entered, you will be taken directly to the Registrant s Profile. Lasso Data Systems User Guide Page 6

7 Sorting Columns in Lists or Reports Sort the information in your lists or reports by clicking on the column headings. The first click on a column heading will sort the data in an ascending order while a subsequent click will sort in a descending order. For example, if you want to sort your Registrant list by name, click on the Name column. This sorts the list in ascending order by last name. Clicking on the Name column again will sort the list in descending order. Changing the Column Display in Registrant Lists Customize the columns that are displayed in your Registrant lists so that you view, at a glance, the information that is relevant to you. You can change the columns that are displayed in the list as well as change the column default on which the list is sorted. To change the column display in a list: 1. Click on the Grid icon located in the left top corner of the Registrant List. Lasso Data Systems User Guide Page 7

8 2. Click on the Sort Column dropdown and select the column on which you d like to sort your Registrant list. 3. Beside Sort Order, select A-Z for an ascending list or Z-A for a descending list. 4. Check the boxes beside the columns that you want your list to display. 5. Click Save. Changing your Preferences Click on your name in the top right corner of the page to adjust your personal settings. The Preferences page will allow you to change the following: Change your password Display the number of Registrants by Rating on the Home Page Set your default address Display Groups on the Home Page Expand or collapse the information in the Alerts & Helpful Stats Search across all Registrant contact info Search across all projects when searching for Registrants Lasso Data Systems User Guide Page 8

9 MANAGING REGISTRANTS Adding a Registrant from the Sales Center Home Page To add a new Registrant to the database from the Sales Center Home Page: 1. Click on the Registrant tab and select Add Registrant. 2. In the Basic Information section, enter the Registrant s First Name, Last Name, and Source Type (these are required) and any other details, including selecting the Contact Preference as this will determine the form of communication the Registrant receives, i.e. Any, , Mail, Phone, No , No Contact. Adding a Rating helps to categorize the Registrant. 3. Once you are satisfied with your entries, click Save. Note: If you do not want the system to check for duplicate addresses in the database, check the box beside Skip Duplicate Check. If the box is not checked, the system will not allow you to save if it finds another Registrant with the same . Skip Duplicate Check Address First Name Last Name Phone Numbers Rating Source Type Contact Preference Questions Assigned Sales Reps Lasso Data Systems User Guide Page 9

10 Adding a Registrant from an Existing Registrant Profile To add a new Registrant when you are in another Registrant s Profile: 1. In the Registrant Profile, click on Registrants and select Add. 2. Enter the Registrant s First Name and Last Name (these fields are required) and any other details. Note that Walk In is the default Source Type. 3. Click Create Registrant. Possible Duplicates 4. You will be taken to the Edit page for the newly added Registrant. Enter additional information such as answers to questions if applicable. Your entries will be saved automatically. Click on Back to Profile to manage Activities or History. Lasso Data Systems User Guide Page 10

11 Note: When you make a change on the Edit page, you will see spinning green arrows at the top to indicate the change is taking place. The arrows will disappear once the change has been saved. v Editing Registrant Information To edit a Registrant s details: 1. Open the Registrant Profile that you want to edit. 2. Click on Edit. 3. Edit the information as desired and click Back to Profile. Your changes will be saved automatically. Lasso Data Systems User Guide Page 11

12 Viewing the Registrant Profile Once a Registrant has been added to the database, you can access their details at any time by viewing their Registrant Profile. To do this, use the Registrant Search function or click through from a predefined or custom Registrant List. From the Registrant Profile, the Menu Bar allows you to add or edit information about the Registrant as well as record sales activities, send s, and assign Realtors/Brokers. Update Registrant details and manage sales activities Basic details including contact information Activities Sales details including Rating, Source Type, Assigned Sales Rep(s) Appointments Reservations History Associated Projects Relationships with other Registrants Notes Associated Lawyers Associated Realtors Purchased Unit Questions Audit Log Lasso Data Systems User Guide Page 12

13 Adding or Updating a Rating for a Registrant Ratings are typically used to classify Registrants based on their interest level and pre-qualification. As you take your Registrants through the sales qualifying process, you can assign them a predefined Rating that identifies their buying potential. This field can also be used to label types of Registrants, such as Realtor or Purchaser. Categorizing Registrants with predefined criteria allows you to manage your communications and sales activities more effectively. Lasso provides default Rating Types which Administrators can add or edit as needed to suit the internal sales processes of their specific organization. These are A, B, C, D, N (default rating for all new Online Registrants), Not Interested, Not Qualified, Purchaser, and Realtor. To add or update a Rating for a Registrant: 1. Open the Registrant Profile for which you want to add or update a Rating. 2. Under Sales Details, click on the dropdown in the Rating field and select the appropriate rating. The rating will be updated automatically. Once a Rating is defined for a Registrant, it can be adjusted at any time. To see changes that have been made to a Registrant s rating, click show rating history. This will show you all Rating changes. Click hide rating history to collapse. Lasso Data Systems User Guide Page 13

14 Adding Realtors Realtors are stored in a separate database from Registrants within a Project. Once they have been entered, they can then be associated to Registrants and Inventory. To add a Realtor to the Realtor Database: 1. From the Sales Center Home Page, hover with your mouse over the Outside Realtors menu item. a) If you want to include a Realtor Company with the Realtor information, click on Add Outside Realtor Company. b) If you are adding only the Realtor, click on Add Outside Realtor. 2. If you clicked on Add Outside Realtor Company, enter the company details as needed and then click on Add Outside Realtor. 3. Once you have clicked on Add Outside Realtor, enter the details as needed. If you entered an Realtor Company, you will be able to select it from the dropdown in the Company field. 4. Click Save. Note: Clicking on the Outside Realtors menu item will bring up the list of Realtors in the database. Lasso Data Systems User Guide Page 14

15 Linking a Realtor to a Registrant To link a Realtor to a Registrant: 1. Open the Registrant Profile to which you want to associate the Realtor. 2. Click on Actions and select Realtor. 3. In the Realtor Search field, start typing the Realtor s name (first or last) and select the appropriate Realtor from the list that comes up. 4. The selected Realtor s name and details will appear. Click Assign Realtor. Once linked, the Realtor will be listed in the Realtors section of the Registrant Profile. Note: When a unit of inventory is purchased, the Realtor that is associated to the Purchaser in the Registrant database is automatically linked to the contract. Lasso Data Systems User Guide Page 15

16 Adding Relationships between Registrants You can create links between Registrants in a Project database via the Relationship functionality. You might want to do this for Registrants such as family members or Registrants that are investing together. To add a Relationship between Registrants: 1. Open one of the Registrant Profiles for which you want to create a Relationship. Note: The Registrants you are linking must both be in the database before adding the relationship. 2. Click on Actions and select Relationship. 3. In the Create Relationship window, in the Registrant Search box, type at least 3 letters of the Registrant`s name (first or last) with whom you want to create the relationship. Select the appropriate name from the list that comes up. The selected name will appear to the right. Lasso Data Systems User Guide Page 16

17 4. Select a Relationship in the dropdown. 5. Click Create Relationship. Relationships associated to each Registrant are listed in the Relationships section of the Registrant Profile. To go to the other Registrant s Details Page, click on the Registrant s name in the Relationships section and click Go to profile. Lasso Data Systems User Guide Page 17

18 Adding a Note to a Registrant Profile You can use Notes to keep track of additional information relating to your Registrants such as special requests or preferences. To add a Note to a Registrant: 1. Open the Registrant Profile to which you want to add a Note. 2. Click on Note. 3. In the Create Note window, enter the note details in the space provided. 4. Click Create note. Notes are listed in a chronological order on the Registrant Profile. Note: Click More to expand the Notes section and Less to collapse. Lasso Data Systems User Guide Page 18

19 MANAGING ACTIVITIES Adding an Activity from a Registrant Profile You can schedule sales activities such as phone calls or s with your Registrants using the Activity function in the Registrant Profile. The activities you add will appear in the Activities section on the left side of the Sales Center Home page. However, they will not be added to the calendar displayed on the right. If you want them to appear in the calendar, use the Appointment function. To add an Activity to a Registrant: 1. Open the Registrant Profile to which you want to add an Activity. 2. Click on Actions and select Activity. 3. In the Create Activity window, click on the dropdown in the Type field and select an activity. Lasso Data Systems User Guide Page 19

20 4. If you select an Activity other than , skip to the next step. 5. If you select as the Activity Type, an Template field will appear. In the dropdown, select the template that you want to send. Note: You can preview the template by clicking on Preview beside the dropdown. Preview selected template 6 - Select the Date that you want to send the activity. 7 - In the Comments section, add any notes you want to include about the activity. 8 - Click on Create Activity. The newly created activity will appear in the Activities section of the Registrant Profile, which is divided into activities that are Overdue, Today, Upcoming, and Completed. If you left the date as the default, which is the current date, the activity will appear in the Today section. If you scheduled the activity for the future, it will show in the Upcoming section. To expand or collapse the details of a section, just click on the heading. Lasso Data Systems User Guide Page 20

21 The newly created activity will appear in the Activities section of the Registrant Profile. Completing an Activity from a Registrant Profile To complete an Activity: 1. Open the Registrant Profile for which you want to complete an Activity. 2. In the Activities section, click on the activity you want to complete. Note: If the activity is not showing, expand each category by clicking on the heading to display the associated activities. 3. If the activity is other than or appointment, skip to Step #4. a) If the activity is , click on Compose . The Mail page will come up, including the template that was selected when the activity was added. Note: In order for the to be recorded as History, you must send it through Lasso or an address that has been integrated with Lasso. If you click on Complete activity rather than Compose , the activity will move to the Completed category but will not record as history. Lasso Data Systems User Guide Page 21

22 b) If the activity is an appointment, please refer to Complete an Appointment for instruction. 4. For activities other than , enter a Subject and add Comments if desired. 5. If you would like to add the completed activity to the Notes section of the Registrant Profile, check the box beside Copy to Notes. 6. Click Create history. The activity will be listed in the History section and will move to the Completed category in the Activities section. If you selected Copy to Notes, it will also show as a note in the Notes section. Note: When you complete an activity, the number in the category heading temporarily shows as orange to indicate the change. Lasso Data Systems User Guide Page 22

23 Viewing Scheduled Activities from the Sales Center Home Page You can access your scheduled activities from the Sales Center Home Page as well as from the Registrant Profile. The Activities section on the Sales Center Home Page lists the types and number of activities you have scheduled. You can click on an Activity Type to view the scheduled activities. For example, clicking on the Activity Type will bring up a list of Registrants that need to be ed. Clicking on a Registrant s name in this list will take you to the Registrant Profile where you can complete the activity. To view scheduled Activities: 1. Click on an Activity Type in the Activities section of the Sales Center Home Page. 2. This brings up a list of Registrants, Activity Dates, Activity Details, and Notes for the selected Activity Type. Click on a Registrant Name to view the Registrant Profile. Lasso Data Systems User Guide Page 23

24 Adding Appointments in the Registrant Profile You can schedule and book appointments with your Registrants using the Appointment function in the Registrant Profile. When you use the Appointment function, your appointment dates will be bolded in the calendar on the Sales Center Home Page. Use this function when you want to see, at a glance, your appointments for the month. To add an Appointment in the Registrant Profile: 1. Open the Registrant Profile for which you want to add an Appointment. 2. Click on Actions and select Appointment. 3. Enter the Details of the appointment, including the Subject, Location, Date, and Time. 4. Check the box beside Make Appointment Public if you want this appointment to show in your Lasso colleagues calendars. Leave it unchecked if you want the appointment to show only in your calendar. 5. Click Create appointment. Lasso Data Systems User Guide Page 24

25 The appointment will be listed in the Appointment section of the Registrant Details Page. Completed Appointments move to History Appointments will also appear in the **My Appointments** section of the Sales Center Home Page. Lasso Data Systems User Guide Page 25

26 Updating an Appointment To update an Appointment: 1. Open the Registrant Profile for which you want to update an appointment. 2. Click on the appointment in the Appointments section. 3. Click Edit appointment. 4. Edit the details as needed. 5. Click Update appointment. The appointment will be updated in the Appointments section of the Registrant Profile and the Sales Center Home Page. Lasso Data Systems User Guide Page 26

27 Add Contact History to the Registrant Profile Lasso provides a quick and easy method of tracking correspondence with Registrants. This functionality is called History because it is a history of the type of contact that has been made with a Registrant, such as phone calls, appointments, or s. When adding history, use the Copy to Notes function to add the history details to the Notes section as well as the History section. The most recent three History items are prominently displayed on the Registrant Profile. Click More or Less to expand or collapse the number of items showing. To add History to a Registrant Profile: 1. Open the Registrant Profile for which you want to add History. 2. Click on History. 3. Select the Type of history in the dropdown. Lasso Data Systems User Guide Page 27

28 4. Enter a Subject for the history item. 5. The Date will default to the current day and time. Adjust if needed. 6. Enter details in the Comments space. 7. If you would like to add history item to the Notes section of the Registrant Details Page, check the box beside Copy to Notes. The item will be listed in the History section of the Registrant Details page and, if you selected Copy to Notes, it will also show as a note in the Notes section. Lasso Data Systems User Guide Page 28

29 ing from a Registrant Profile To send an from the Registrant Profile, other than through Activities: 1. Click on Mail. 2. In the Mail window, type a Subject and your message or select from the Template list. 3. Once the details of your are complete, click Send. Access Templates Lasso Data Systems User Guide Page 29

30 Viewing Registrant Lists Lasso provides predefined lists from which you can choose to display a particular group of Registrants. To view a predefined Registrant List: 1. From the Sales Center Home Page, click on the desired list under My Registrants or My Lists. a) My Registrants lists your Registrants according to their Rating. b) My Lists groups Registrants into: - Everyone all Registrants assigned to you - Prospects your assigned Registrants who are not yet Purchasers - Purchasers your assigned Registrants who are in the contract process in the Inventory Center - Invalid Registrant Addresses your assigned Registrants with invalid addresses 2. This brings up the selected list of Registrants in a new browser window. Note: You can sort the list by clicking on a column heading. Clicking on a heading once will sort the list in ascending order and clicking again will sort in descending order. Clicking on a Registrant name will take you to the Registrant Profile. Lasso Data Systems User Guide Page 30

31 Creating a Custom Registrant List You can create your own Registrant Lists in Lasso using the Custom List functionality. This allows you to create a list of Registrants from the database by selecting a set of criteria. To create a Custom List: 1. From the Sales Center Home Page, click on My Custom Lists. This brings up a form that allows you to select the criteria on which you want to base your Registrant List. Each field is optional. For example, if you don t specify any criteria, Lasso will pull all of your Registrants. If you specify a Source Type of Online Registrant, a list of only those Registrants with a Source Type of Online Registrant will be pulled from the database. The more criteria you specify, the more targeted your list will be. Lasso Data Systems User Guide Page 31

32 2. Select your criteria. The beside each heading means that the Registrant list generated will include only those Registrants with the selected criteria. If you click on the, it will change to an. This means that the Registrant list generated will exclude Registrants with the selected criteria. For example, in the Rating section, you select A and B : a) With and A and B selected, a list will be generated containing only those Registrants with A and B Ratings. b) If you change the to an, and A and B are selected, a list will be generated containing all Registrants with Ratings other than A and B. 3. Once you ve selected your criteria, click Go to generate the Custom List. The list of Registrants will open up in a new window. Click on a name in the list to access the Registrant Profile. Lasso Data Systems User Guide Page 32

33 Saving a Custom Registrant List When you create a Custom List, you have the option of saving the list for future reference. A saved Custom List is dynamic meaning that each time you run it, a current list of all Registrants with the specified criteria will be generated. This differs from Groups described in the Create a Registrant Group section, which is static meaning that the addition or deletion of Registrants must be made manually. To save a Custom List: 1. Select the criteria for your Custom List, e.g. Registrants with a Rating of A and B. 2. Save the name of the list in the Save List As field. 3. Once the list has been given a name, click Go. The Custom List will open up in a new window. Lasso Data Systems User Guide Page 33

34 The list you saved can be viewed and managed in the Custom Lists section of your Sales Center Home Page. Click on the name to generate the list. Note: Clicking on the beside the name of the Custom List will allow you to edit the criteria. If you change the name of the list, a new list will be created in addition to the original one. Delete a list by clicking on red. Lasso Data Systems User Guide Page 34

35 Sharing a Custom Registrant List Once you ve created a Custom List, you have the option of sharing the list with other Lasso Users. The Users with whom you choose to share your list will see it in the Custom Lists section when they log into the Sales Center Home Page. To share a Custom List: 1. On the Sales Center Home Page, click on Manage Shares beside the Custom Lists heading. 2. If you want to share a Custom List with all Sales Center Users, check the Global box beside the name of the list and Save. Global will be indicated under Shares, meaning the list can be viewed by all Sales Reps. If you want to select the Users with whom you want to share the list, click on the handshake icon under Shares, check the boxes beside their names under Sales Reps, and click Save. The Sales Reps that you checked will be listed under Shares. Only the listed Reps will be able to view the list. 3. Click Save. To delete a Custom List, click the beside its name. Lasso Data Systems User Guide Page 35

36 Creating a Registrant Group If you want to save a specific set of Registrants for future reference and do not want it to be automatically updated with the addition of new Registrants to the database, you can create a Group. Groups, unlike Custom Lists, are static meaning that once you have saved a Group, each time you retrieve it, it will contain the same Registrants. Registrant additions to or deletions from a Group must be made manually. To create a Group: 1. From the Sales Center Home Page, click on My Groups. 2. Type the name of the Group in the space provided beside Create a New Group Called. 3. Click Go. c c 4. This will create a new Group to which you can begin to add Registrants. Note: You can edit the name of the Group by clicking on the or delete it by clicking on the beside its name. Lasso Data Systems User Guide Page 36

37 Managing Registrants in a Group To add Registrants to or remove them from a Group: 1. Pull up a Registrant List from the links on the Sales Center Home Page or create a Custom List. 2. Select the Registrants that you want to add to or remove from a Group by checking the boxes beside their names in the list. 3. Click on Perform Action above the list: To add Registrants to a Group, select Groups - Add to from the dropdown. To remove Registrants from a Group, select Groups - Remove from. 4. Check the box beside the name of the Group for which you want to add or remove the Registrants. If you are adding to a Group that has not already been created, type in the name of the new Group in the blank space provided. 5. Click Save. You will receive notification in your Inbox once the Registrants have been added to or deleted from your Group. Existing Group Create New Group Lasso Data Systems User Guide Page 37

38 Groups can be viewed and managed in the My Groups section of your Sales Center Home Page. Click on the Group name to generate the list. Lasso Data Systems User Guide Page 38

39 Adding a Registrant to a Group from a Registrant Profile To add a Registrant to a Group from a Registrant Profile: 1. Open the Registrant Profile you d like to add to a Group. 2. In the Sales Details section, click on show unassigned groups. 3. Check the box beside the name of the appropriate Group to add the Registrant to it. Note: You can remove the Registrant from a Group by unchecking the box beside the name of the Group. Lasso Data Systems User Guide Page 39

40 Sending Mass Mail Lasso s Mass Mail functionality allows you to send mass s to multiple Registrants as part of a marketing effort to provide information. To send a Mass Mail to Registrants: 1. Pull up a list of Registrants to whom you want to send a Mass Mail. You can use a predefined list, a Custom List, or Group. 2. Click on Select All above the list to select everyone or check the boxes beside the names of the Registrants to whom you want to send the Mass Mail. 3. Once your Registrants are selected, click on Mass Mail in the menu bar. 4. In the Mass Mail window that comes up, select the template that you would like to send. You can choose to send the mass mail or the Registrants Primary Only or to all associated addresses by selecting Yes or No in the dropdown. Click on the magnifying glass to open a preview of the template. 5. Click Send to send your Mass Mail. Note: Before sending a Mass Mail to selected Registrants, be sure it will be viewed correctly by sending to test accounts first. Lasso Data Systems User Guide Page 40

41 REPORTS Sales Center Reports There are many standard reports available in the Sales Center. Specific report permissions are needed to access each report. 1. Activity Reports Listing of scheduled sales activities including Registrant details and whether activities have been completed 2. Availability Board Information on inventory, including plan type, contract status, and price as well as assigned Sales Reps and Purchasers 3. Campaign Summary Details on campaigns launched, including start and end dates and budget versus actual dollars spent 4. First and Last Contact and Comments Report - Listing of Sales Reps first and as well as most recent contact with Registrants over select time period 5. Geographical Statistics on Registrant population by City, Country, State/Province, Zip/Postal Code; drill down to Registrant listing for a selected region 6. Mass Mail Summary Statistics on mass mails sent including opens, click-throughs, and forwards, as well as complaint and opted-out rates; drill down to Registrant details 7. Media Spend (textual) Summary of media spending, Registrant signups during spend period, and media cost per Registrant 8. Media Spend (graphical) Graphical representation of selected media spend categories for selected date range; breakdown by publication, cost per Registrant, and breakdown of Registrants by publication 9. Outside Realtors Listing of Realtors/Brokers and the number of Registrants and Purchasers they are associated with on a project; drill down to Registrant/Purchaser details 10. Prospect Purchaser Analysis Statistics for the How Heard question and associated answers broken down by Prospects vs. Purchasers along with a conversion rate 11. Purchaser List List of Purchasers and their basic information as well as contract and completion dates 12. Registrant History - List of Registrants with contact history over select time period; click through to Registrant details 13. Registrant Reservations Reservation details including price range, priority, unit preferences, deposits, and status 14. Registrant Traffic Weekly statistics on Registrant sign-ups, contact history, ratings, and questions answered 15. Registrant Website Analytics - Website pages that Registrant visits; Sales Reps sent notifications each time Registrants visit the project website 16. Sales Rep Appointments Details of Sales Reps appointments including whether they ve been completed; drill down to Registrant details 17. Sales Registrant Contacts Daily details of Sales Reps contact with Registrants 18. Suite Summary Details of individual inventory including sale price, contract status and dates, Purchasers, options and upgrades, and storage information, as well as square footage, plan types, color schemes, maintenance and legal fees, and associated Sales Reps and Realtors 19. Website Analytics Specifics on sites that prospects are coming from as well as Registrant website activity Page Views Page URLs and page titles that were clicked on along with the number of times that each page was viewed Traffic Visit dates as well as the number of new visitors, return visitors, total page views, average page views, and registrations Referrers Sites that visitors have come from, including referrer name referrer type, and number of visitors and registrations along with their conversion rate Keywords Words that were typed in the search field and the number of times each was entered Lasso Data Systems User Guide Page 41