Contact & Lead Tracking Automations

Contact & Lead Tracking Automations

Introduction

Automations power all of your Funnel Dashboards, Net Sold per Lead Dashboards and a host of other dashboard and reports related to your Scheduling, Lead and Sales performance. These automations are always working behind the scenes to ensure the ongoing accuracy of your data. This article provides an overview on the key automations in the Contact and Lead Tracking modules. 

Contact Automations

Coming Soon

Lead Tracking Automations

A new Lead Tracking record is automatically created in the following three scenarios:
  1. When a New Contact is created (i.e., new Incoming Leads).
  2. When a Contact is moved from Remarket back to a new Incoming Lead.
  3. When a "Other Product Sales Rep" is added (i.e., a different sales rep is scheduled to sell a different product than was initially pitched).
Info
In the rare event that a Lead Tracking record was not created automatically, you have the option to manually add one from the Contact, Quote, or Sale record. For detailed instructions, view Add a Lead Tracking Record article .
The following are the 12 actions that result in the Lead Tracking records being automatically updated.
  1. Contact Field Updates - If the Contact's Product, Lead Source and/or Lead Category fields are updated, any related Active Lead Tracking record are auto-updated accordingly.
  2. Not Able to Set a Sales Demo Meeting - If a Sales Demo Meeting cannot be scheduled within 10 days of a Contact entering the Attempted to Set State, 1Stop will automatically move the Contact to the Rest State. The Contact will remain in the Rest State for 30 days by default. After this period, it will be automatically move to the Remarket State, and the Tracking Status field in the Lead Tracking record will be updated to "Not Active."
  3. Sales Demo Meeting Created - When a Sales Demo Meeting is created, active related Lead Tracking records Funnel field is updated to "Set" if the Lead Tracking record Sales Rep field is empty or if the Sales Rep field matches the Meeting's host field. In addition, Meeting details included who set the Meeting are added to the Lead Tracking record.
  4. Sales Demo Meeting is Canceled - When a Sales Demo Meeting is Canceled, the related Lead Tracking record is updated to remove the Meeting details. However, the Funnel field will remain as "Set". Additionally, a Canceled Demo record is created to facilitate reporting on all Canceled demo meetings. This allows for better tracking and analysis of canceled demos separately from the main Lead Tracking record.
  5. Sales Demo Meeting is Issued - When a Sales Demo Meeting is issued, the Funnel field in the related Lead Tracking record will be updated to "Issued". Furthermore, specific information will be added to identify the person or entity who Issued the meeting. This allows for clear identification of the individual issuing the Sales Demo meeting within the Lead Tracking process.
  6. Sales Demo Meeting Occurs but No Quote Given - If the Sales Rep Meets with the Contact, but will not be providing a Quote, they will select the Close - Met No Quote Transition on the Contact record. Upon completing this Transition, the funnel field on the related Lead Tracking record will update to Met if 1) there is an active Lead Tracking record where the Sales Rep field matches the Contact Owner field and 2) the related Lead Tracking record has the Funnel field marked as "Set" or "Issued".  Additionally, upon completing this Transition, the Contact will auto-move to the Rest State. The Contact will remain in the Rest State for 30 days by default. After this period, it will auto-move to the Remarket State and update the Tracking Status field in the Lead Tracking record to "Not Active."
  7. Quote is Added for the Contact - When a Quote is created, active related Lead Tracking records Funnel field is updated to "Quote" if the Lead Tracking record Sales Rep field is empty or if the Sales Rep field matches the Quote Owner field.
  8. Quote is Ultimately Lost - When a Quote moves to the Lost State, and there are no other active Quotes or active Sale records associated with it, the related Contact will move to the Quote Lost Review State. By default, the Contact will remain in this Quote Lost Review State for 30 days. After this period, it will automatically move to the Remarket State and update the Tracking Status field in the Lead Tracking record to "Not Active".
  9. Quote is Sold - When a Quote is Sold and the resulting Sale record is then approved by Management, the related Lead Tracking record Funnel Field is updated to "Sold", the Net Sold Amount is increased by the Sale's Net Sold Amount and the Number of Sales is increased by 1.
  10. Quote is Sold by Not Approved by Management - If the Sale record associated with a Sold Quote is Not Approved, the the related Lead Tracking records will not be updated as the Quote will remain active in the Not Approved State so the team has an opportunity to try to save the Quote. The default setting in 1Stop moves this Quote to the Lost State after 7 days if not successfully saved prior to then.
  11. Approved Sale is Later Canceled by Management - If a Sale record is approved by management but then later canceled the following related Lead Tracking fields will be updated:
    1. Funnel - If there are not active or Completed related Sale records associated with Lead Tracking record, and if there are no active Quotes still being pursued, then the Funnel field will be updated to "Sales Canceled".
    2. Tracking Status - If there are not active or Completed related Sale records associated with Lead Tracking record, and if there are no active Quotes still being pursued, then the Tracking Status field will be updated to "Not Active".
    3. Net Sold Amount - The Net Sold Amount from the Sale record will be subtracted from the existing Net Sold Amount on the Lead Tracking record.
    4. Canceled Amount - The Net Sold Amount from the Sale record will be added to the existing Canceled Amount on the Lead Tracking record. 
    5. BTD Amount - If the Sale's Bank Turn Down field is "Yes" then the Net Sold Amount from the Sale record will be added to the existing BTD Amount on the Lead Tracking record. 
    6. Number of Sales - The existing Number of Sales on the Lead Tracking record will be reduced by 1.
  12. Sales is Completed and Closed - When a Job installation is completed and the customer balance is fully paid, your team should initiate the Sale Completed Transition. This transition will move the Sale to the Sale Closed State.
    If there are no other active Sales records or active Quote records associated with the Contact, the Contact record will move to the Remarket State. Additionally, the related Lead Tracking record's Tracking Status field will be updated to "Not Active". This indicates that the sales process for that particular Contact and Lead Tracking records have been completed and no further action is required.


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