4.2 Lead Management Manager Reference Guide - Version 3
4.2 Lead Management Manager Reference Guide - Version 3

4.2 Lead Management Manager Reference Guide

Version 3
Printed on June 06, 2020
4.2 Lead Management Manager Reference Guide - Version 3
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4.2 Lead Management Manager Reference Guide
4.2.1 Getting Started
    4.2.1.1 What is it?
    4.2.1.2 Why use it?

4.2.2 Logging in

4.2.3 Manage Sales People

4.2.4 View Alerts

4.2.5 Override Salesperson

4.2.6 Manager Reports

4.2.7 View Prospects/Homeowner Review
Updated May 9, 2008    
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4.2.1 Getting Started
4.2.1.1 Lead Management - What is it?
Lead Management is an Internet based computer program designed to assist the Ashton Woods sales staff in contacting potential buyers who have visited our communities.

If you go and visit most new home communities, little follow-up is ever conducted among people who visit the communities. To complement the product and community design differences we have established versus our competitors, Ashton Woods is committed to building a world-class selling organization that follows up with potential buyers.

Lead Management is an easy-to-use computer program that assists you with contact management and helps perform an email, letter and phone contact program specially designed for each potential buyer.

As you learn more about Lead Management and it’s capabilities you will see it is a contact manager, office assistant and personal organizer.
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4.2.1.2 Lead Management - Why use it?
Lead Management is a tool that makes you - the Ashton Woods Sales Representative – more efficient and effective. Combined with your world-class selling skills the combination will produce the best-selling communities in the area.

How does Lead Management make you more efficient? By entering in your potential buyers (commonly referred to as traffic) contact information, Lead Management then starts a process designed for each buyer to help you provide email, phone and written follow-up. It provides reminders when each step is to be accomplished – freeing you from keeping track of the details and concentrating on the keys aspects of selling. It’s an office assistant by printing out letters for you, filing past correspondence and allowing you to keep a paper trail of past contacts and conversations. It’s a personal organizer by providing contact information for all of your potential buyers and a calendar through with you can communicate with your sales manager.

However, the most important reason for using Lead Management is it will help you sell more homes. How often have you wanted to clone yourself to accomplish all of the tasks you needed to perform within a day? Our most successful sales people tell us that lead-management is almost that good. It’s performs the mundane tasks that high-potential sales people typically don’t like to do to free you up for what you do best, and that is sell homes.
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Updated May 9, 2008    
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4.2.2 Logging in
Welcome to the Ashton Woods Lead Management Module. This user's guide will help you to quickly and easily learn to navigate this site. By learning to use the Lead Management Module (LMM) you will be able to communicate with your prospects, organize your selling tasks and communicate more effectively with your fellow city administrators, sales managers and sales representatives.

First, access the Lead Management Module (LMM) by typing the following address into your web browser: presales.ashtonwoodshomes.com/lm

Now, sign in by clicking the mouse on the user name. See the sample sign in screen below.
Type in the user name assigned by your sales manager and press enter. Click on the password box, enter your assigned password and press enter. You now have access to your user screen.

Below is a sample sales manager’s screen in the Lead Management Module:
The Ashton Woods Homes LMM allows the sales manager five major functions within the selling process. They are:
1-Manage Sales People
2-View Alerts
3-Override Salesperson
4-Manage Reports
5-View Prospects-Homeowner Review
Let’s look at each section of the sales manager’s function.
Updated May 9, 2008    
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4.2.3 Manage Sales People
First access the sales manager’s screen by typing in your user name and password. Your first tool bar lists all the functions for managing your sales staff. To display all staff and the communities to which they are assigned, simply click on “display all sales staff.” You will have a scroll down menu that you can use to access each sales person and all of their community activity. Simply scroll down to the sales person you wish to see and click the blue box that says “view prospects.”

By clicking on “list prospects”, you can see each prospect, which community they have visited and which sales person is currently assigned to them. Their buying qualifications and date of first visit will also be listed.

Clicking on “archived prospects” shows the same screen as previously, except all prospects that are no longer active are listed as archived.

The “Add Prospect” screen operates the same as it does for a sales representative. This will allow a sales manager to add a prospect in the case that the prospect visits a community and only a sales manager is present in the model home. Simply click on this menu item and fill in all pertinent information about the prospect.
Remember: All items marked with a red asterisk (*) are required in order for the prospect to be registered.
The “Edit/Delete” a prospect allows the sales manager to make changes to a prospect’s status or to delete them altogether. This would occur if you were covering for an absent sales rep.

To generate labels for mailings, simply click on the “generate labels” icon and follow the on screen instructions for size and type of labels you desire.
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4.2.4 View Alerts
The ability to view alerts allows the sales manager the option of overriding a sales person that is absent, tardy or just not performing up to standards. You can view the alerts in a number of ways. Each sales person will be listed and by clicking on their name you will be able to see all of their prospects and the alert status for each one.
Alerts can be viewed any number of ways:
  • Salesperson Location-This will display all the alerts for any particular subdivision and list all sales people in that community.
  • Number of Alerts-Clicking here will give you a list of each sales rep and the total number of alerts.
  • Alphabetical Listing-This is the same information that can be found under “number of alerts”, however it is alphabetized in case you are managing a large number of sales reps.
  • A, B, C and D Prospects: By clicking here, you will be able to access a list of alerts that will be determined by the prospect’s ability to buy.
Updated May 9, 2008    
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4.2.5 Override Salesperson
This will allow you to override a sales person and manage their prospects in their absence. This gives you complete access to a prospect and they can be edited, deleted or archived as needed in the absence of the salesperson. Simply click on the pull down menu, access the sales rep you wish to override and click the blue box that says, "override sales representative". You now have access to the salesperson's prospects and can override them as needed.
Updated May 9, 2008    
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4.2.6 Manager Reports
The sales manager is responsible for all reporting to the area and division sales vice presidents. You can manage all your reporting needs through the LMM. There are several reports in the LMM. They can all be accessed through a pull down menu on the sales manager's main screen. Simply scroll down to the report you wish to generate and click the blue box that says, "go". This will take you to each individual reporting screen.
Manager Reports
Report Name Report Type
Salesperson Report Scroll down and pick the community, staff and time span. Click the box that says "generate report" and a daily, weekly or monthly report for any or all sales people will be generated.
Prospect to Sale Report by Agent For this report, simply choose the community and time span you wish to view, click "generate report" and the LMM will produce a report that lists each sales manager, salesperson, community and prospect and how long it took to generate a sale for each.
Change in Status Report Simply choose a time span and a report will be generated that will show a subdivision's change in status to reflect changes in sales managers and/or sales staff.
Active Prospect Rating Report Here you can choose to display your active prospects by either salesperson or community or you can generate both reports. You will be asked to choose either a salesperson or a community and then choose the level of prospects you wish to see. Usually, only A and B prospects would be entered for this report. Click on the "generate report" box and community or sales person will present your data.
Lost Buyer Report Scroll down and pick a community and a time frame and a report will be generated that will list all lost buyers for that time period and the reason that they will not be purchasing an Ashton Woods home.
Prospect Alert Report Scroll down and pick a community and a time frame and the LMM will generate a report that lists all prospects, their salesperson and their alerts for that time period.
Traffic Report by Day Here you can get a report on community traffic by week, month or quarter, or if you need to, even a daily time period. Simply enter the time period you wish to see, click "generate report" and you will get a report of all traffic for that period in every community.
Traffic Report by Hour Here you can see all the traffic by hour in one community or all communities. Simply choose the community you wish to view, time period and click on "generate report".
Traffic Report by Source Here you can see all the traffic by source. These sources will be those that were reported when a prospect first visited a community and related how they came to hear about Ashton Woods Homes. For example, Newspaper C, Flyer A or Sign B. Again, choose either one or all communities and a Page 7 of 7 time frame and generate your report. See the Lead Management Administrative Assistant in your city for a list of source codes.
Traffic Report by Income Choose one or all communities and a time frame. Generate your report and all prospects will be grouped based on sales potential as a percentage of income.
Traffic Report by Zip Code Choose one or all communities and a time frame. Generate your report and all prospects will be listed based on zip code.
Sales Report by Source Choose one or all communities and a time frame. A sales report by source will be generated when you choose the "generate report" option.
Prospects by Week This will allow you to see, on a 52-week basis, all prospects based on either community or sales person. Choose a year. Next choose EITHER a sales rep or a community. Click "generate report". You will now be able to see a yearly summary of all prospects for a particular community or salesperson.
Lost Buyer Report By Division Select by week, month, quarter or enter a time span. The report will generate the Lost buyer by Division, broken down by community, and the reasons why the lead was lost.
I-Blast Report Select I-Blast, staff person, and enter a time span. The report will generate the dates and times of when the particular I-blast was sent out.
I-Lead Detail Report Select by week, month, quarter or enter a time span. The report will generate a list of prospects and the dates they were assigned to a particular sales agent (most leads will fall under the ISC category; it will be rare for any other type of agent to get an I-lead).
I-Lead Summary Report Select by week, month, quarter or enter a time span. The report will generate I-lead totals by Agent name in the specified period of time. (Most leads will fall under the ISC category; it will be rare for any other type of agent to get an I-lead.)
Active Prospects Summary Report Select by week, month, quarter or enter a time span. The report will generate ABCDI Leads entered into the system by staff in the specified period of time.
Purchaser Profile Summary Report Select Community and week, month, quarter or enter a time span. The report will generate all leads that are currently under contract in the system for the particular Agents under the Sales Manager. Marketing details (e.g. plan purchased, sales range price, first time homebuyer, most important factor in decision to purchase) are displayed in the report.
Realtor View Report Report generates a list of cooperating realtors in the sales process. Basically this is an informational tool only.
Registration Card Summary Report Select by week, month, quarter or enter a time span, then select sold status and communities. The report will generate all leads (by sold status) that are in the system for the specified time period, for the agents under the Sales Manager. Marketing details such as Age, Marital Status, What features are most important to you, etc… are displayed in this report.
Converted To Sale Report Select by week, month, quarter or enter a time span. The report will generate a list of prospects that have converted to a sale in the specified time period. This report is broken down by Agent, and lists the details such as: Lead name, date converted, and totals.
Converted To Sale Summary Select by week, month, quarter or enter a time span. The report will generate a summary of each Agents total sales in a specified time span.
Updated May 9, 2008    
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4.2.7 View Prospects/Homeowner Review
This function allows a sales manager full access to all the tools at the disposal of the sales rep. Here you have a duplicate tool bar menu that allows full access to all prospects, their status, and all alerts in every community. For any questions on usage of this tool bar, please read the user’s guide for sales agents.
To exit the LMM at anytime, click "LogOut" at the top right hand corner of the screen.
Updated May 9, 2008