The Prospects Dashboard
When you open the Prospects page, you are presented with a high-level summary of your current pipeline.
Performance Metrics
At the top of the page, four cards provide immediate data:
Total Prospects: The total number of leads currently in the system.
New Leads: Prospects in the "New" or initial contact stage.
Meetings Booked: A count of prospects who have progressed to a formal meeting.
Converted Prospects: The number of leads that have successfully transitioned to active clients.
Finding and Filtering Prospects
Below the stats, you can organize the list to focus on specific segments:
Stage Badges: Click on specific stage names (e.g., "Contacted," "Proposal Sent") to filter the table to only show prospects at that step.
Global Search: Use the search bar to find prospects by name, email, phone number, or suburb.
The Table: Each row displays essential contact information and a color-coded stage indicator. Clicking on a prospect's name will open their Prospect Detail page.
Managing Prospect Details
The Prospect Detail page is the primary workspace for updating information and recording every interaction with a lead.
Detailed Information (Right Panel)
The right side of the screen contains the prospect's profile, including:
Contact Info: Email, phone, and address.
Consultant: The staff member assigned as the primary contact for this lead.
Logistics: The date the lead was created and its current priority level.
Tracking Activity
The main section of the page is a chronological log of all interactions. Each entry records:
Date: When the interaction occurred.
Event Type: The specific nature of the contact (e.g., "Meeting Booked").
Tags: Descriptive labels used to categorize the specific details of that event.
Notes: The written narrative of the interaction.
Recording New Activities
To add an entry to the log, click the Add Note button. This opens a modal where you must select an Event Type. This choice is critical as it changes what the form requires:
Date and Staff Requirements: Depending on your organization's settings, certain event types (like "Meeting Booked") may require you to enter a Follow-up Date or assign a Follow-up Employee.
Tag Selection: The tags available for you to select are filtered based on the Event Type you choose. This ensures that you only apply relevant labels to the record.
Customizing Your Workflow (Settings)
Administrators can customise how prospects are managed by navigating to Sales Settings.
Configuring Stages
In the Stages table, you can define the steps in your sales pipeline.
Default Stages: These are protected stages required for system reporting (e.g., "Conversion" or "Closed Lost").
Requirements: For each stage, you can toggle two important settings:
Has Date: If enabled, the system will force users to select a date when recording this event type in a prospect's file.
Is Employee Assigned: If enabled, users must select a staff member to be responsible for the follow-up.
Setting Custom Tags
In the Tags table, you can create specific labels to add more detail to your notes.
Naming: Give the tag a clear name (e.g., "High Interest" or "Initial Assessment").
Linking to Stages: When creating a tag, you select which Stages it belongs to. A tag will only appear as an option in the "Add Note" modal if you have selected one of its associated stages as the event type. This keeps your data clean and ensures staff are using the correct terminology for each phase of the process.