Technical Documentation: Managing Lead Flow for Maximized Conversions

This documentation provides a detailed guide on managing your lead flow to maximize conversions and effectively monitor your business pipeline. This process is essential for business owners to ensure they are aware of their financial pipeline and follow up with leads efficiently.

1. Introduction to Opportunities and Pipelines

• Access the Opportunities section. This example uses a dance leads pipeline, but the process is applicable to other pipelines like after school, evening programs, EMA programs, parkour, and summer camps.

2. Managing Fields and Opportunity Details

• Navigate to the “Manage Fields” button.

• Click on “Other Details” and enable the “Last Stage Change Date.”

• Apply this setting to all pipelines to track opportunity sources (e.g., Facebook, Google, referrals) and values.

3. Understanding Opportunity Value

• Opportunity value is predetermined on your homepage. For instance, the VIP program value is used for after school programs.

• Use opportunity value to inspire follow-ups by showing potential revenue, such as $3,000 for a single lead.

4. Monitoring Lead Activity

• The “Last Stage Change Date” helps identify inactive leads. Regular follow-ups are essential, typically twice a day.

• Sales cycles consist of a phone call, voicemail, text message, and email. Ensure your admin handles calls and texts, as emails are usually automated.

5. Updating Sales Cycles

• Move leads through sales cycles by dragging cards to update their status and opportunity value.

• Conduct follow-ups twice a day to maintain engagement.

6. Confirming Free Memberships

• Move leads to “Free Membership Confirmed” when they commit to a trial. This stops automated emails, preventing redundant communication.

7. Managing Contacted and Waiting Leads

• Use “Contacted Waiting Stop Emails” for leads that require follow-up but should not receive further emails.

• Add notes for context, such as personal circumstances affecting lead availability.

8. Task and Appointment Management

• Create tasks for follow-ups with specific details, such as dates and times.

• Book campus tours directly from the contact card by selecting a date and location.

9. Handling Lost, Abandoned, and Won Leads

• Utilize “Lost,” “Abandoned,” and “Won” categories to track lead outcomes:

  • Lost: The lead chose not to proceed.

  • Abandoned: The lead is unresponsive after multiple attempts.

  • Won: The lead became a client.

10. Analyzing Lead Data

• Analyze recent lead data to understand trends, such as the percentage of leads won, lost, or abandoned.

• Use this data to refine your lead management strategy and improve conversion rates.

By following this detailed guide, business owners and admins can effectively manage their lead flow, ensuring higher conversion rates and better financial oversight.