Contact & Lead Tracking Overview

Contact & Lead Tracking Overview

Introduction

1Stop has introduced a groundbreaking approach for tracking Contacts throughout every step of their journey, from their initial arrival as a new Lead through the entire sales and installation process, and even if they return as a repeat customer — all while maintaining their complete history along the way. In this article, we provide an overview of how the Contact and Lead Tracking Modules facilitate this advanced tracking. We also cover the Contact Module Blueprint, and related Dashboards and Reports. Finally, you'll find direct links to other pertinent training resources.
The following 6 Modules are involved in automatically updating Contacts and Lead Tracking records.

Contact Module

The Contact Module consolidates all your Leads and Customers in one place, while using advanced automations to enhance efficiency and prevent anyone from being overlooked. Within this module, you can efficiently manage your sales and service meetings, monitor the status of every Contact, and execute Remarketing campaigns to re-engage lost Leads or cross-sell to previous Customers.

For more details, please review the full Contacts Module article.
Info
In 1Stop, a Contact is considered unique as long as it has a different property address. This means you can have multiple Contacts with the same name, email, and phone number, as long as their property addresses differ. This flexibility allows you to efficiently manage Contacts who have multiple home addresses, often involving various projects with different installers.

Lead Tracking Module

The Lead Tracking Module monitors the effectiveness of Lead Sources, Sales Reps, Schedulers, and Rehash Reps. Lead Tracking records are automatically generated each time a Contact initiates a new Lead journey. For example, when a new Contact is added, an automatic Lead Tracking record is created to monitor that Contact's specific journey. Once the journey concludes, the Lead Tracking record is closed. If the Contact returns later, a new Lead Tracking record is automatically generated to track that particular journey. This ensures you have accurate dashboards and reporting for various scenarios, including:
  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).
For more details, please review the Lead Tracking Module article.

Meeting Module

The Meeting Module keeps a record of every Meeting created, presented in a user-friendly List View, and allows you to search and filter Meetings based on a variety of criteria. Additionally, from this module, you can use the Meeting Blueprint to oversee and manage various activities associated with your sales Demos. 

For more details, please review the Meetings Module article.

Canceled Demo Module

The Canceled Demo Module provides access to the details of every Demo meeting that has been canceled. Analyzing the data from these canceled Demos can provide valuable information to help you run your business. Some of the insights that can be obtained from analyzing the canceled Demos include:
  1. Analyze the types of Leads that cancel above your company average
  2. Analyze the top reasons why Demo meetings cancel
  3. Analyze which Users have cancels above the company average
For more details, please review the Canceled Demos Module article.

Quote Module

The Quote Module enables you to create custom-branded Quotes that meet your exact requirements and quickly send them for digital signature. You can also track the progress of each Quote as it moves through every step of the sales pipeline. To begin creating a Quote, simply navigate to the Contact record and click the Add a Quote Transition button within the Blueprint.

For more details, please review the Quotes Module article.

Sales Module

The Sales Module serves as the central record for managing the entire sales and installation process. When a Quote is sold, either through electronic signing or by manually marking a Quote as "Sold," a Sale record is automatically generated. The Sales Module has several primary functions:
  1. Approval for Demos: For Demos, management must approve the Sale to make it an official Sale for the company.
  2. Master Job Status: The Sales Module includes a master Job Status field that identifies the status of the Job. This field is updated in real-time and is synchronized across all related modules. This ensures that the entire team is fully aware of the status of each Job.
  3. Collection Process Management: The Sales Module also manages the full collection process. It provides a real-time overview of the Customer's open balance. After a Job is completed, the collection process typically starts with the Balance Due state, where the Customer still owes a remaining balance. It may progress to sending a lien notice to the Customer and, if necessary, filing a lien. In some cases, involving an attorney may be required for further action.
For more details, please review the Sales Module article.
The following 4 Blueprints are utilized to facilitate the automatic updating of Contact and Lead Tracking records.

Contact Blueprint

The Contact Blueprint establishes a standardized process that all team members must adhere to when managing a Contact's journey, from its initial status as a new Lead to its final outcome as either a Sale or a Lost Opportunity. It enables efficient and effective Contact management, ensuring that each Contact consistently undergoes the essential steps and actions required to successfully progress through its journey.

For more details on the Contact Blueprint, please review the Contact Blueprint Overview article.

Meeting Blueprint

The Meeting Blueprint establishes a standardized process that all team members must follow when managing Demo meetings, or any other meeting types your company needs to Confirm and Issue. It also provides a standardized process for the Scheduling Team to cancel Demos.

For more details on the Contact Blueprint, please review the Meeting Blueprint Overview article.

Quote Blueprint

The Quote Blueprint establishes a standardized process that all team members must follow when managing a Quote through the sales pipeline. It ensures that all team members stay informed about the current State of each active Quote and that every Quote follows the same steps — from its initial creation to its final outcome, either as Sold or Lost.

For more details on the Contact Blueprint, please review the Quote Blueprint Overview article.

Sales Blueprint

Coming Soon

Lead Tracking Dashboards

Dashboards offer a comprehensive analysis of key metrics that help monitor and manage the effectiveness of your Leads, Schedulers and Sales Reps.  Following are the some of the key Dashboards impacted from the Lead Tracking records. 

Lead Performance Dashboard

The Leads Performance Dashboard offers a comprehensive analysis of key metrics to help optimize lead generation and performance. The following are the components included in the Lead Performance Dashboards. For more detail, please review the Dashboards - Lead Performance article.
  1. Lead Performance - Based on Lead Add Time
  2. Leads Added This Week, This Month, This Quarter and This Year
  3. Sources This Week, This Month, This Quarter and This Year
  4. Net Sold This Week, This Month, This Quarter and This Year
  5. Lead Source by Add Time - Last 7 Day, Last 30 Day, Last 90 Day & Last 180 Day
If you sell multiple Products there can be a Product Lead Performance Dashboard for each of your major products.

NSLA for Lead Source Dashboard

The NSLA (Net Sold per Leads Added Index) is a metric used to evaluate the effectiveness of Lead Sources in generating Sales. This metric is calculated by adding up the total amount of net sales generated within a specified period, based on the Lead Added Time of leads. Then, this total net sold amount is divided by the total count of all Leads that were added during that period. The NSLA metric provides insights into how well the different Lead Sources are performing to help guide how you should invest your marketing funds. The following are the components included in the NSLA for Lead Source Dashboard and for more detail on these components please review the Dashboards - NSLA for Lead Sources article.
  1. NSLS Last 7, 30, 90 & 180 Days Based on Lead Add Time
If you sell multiple Products there can be the above components at the product level such as below.
  1. NSLA by Product Last 7, 30, 90 & 180 Days Based on Lead Add Time

NSLS for Schedulers Dashboard

The NSLS (Net Sold per Leads Set Index) is a metric used to evaluate the effectiveness of Schedulers in setting Demos for Sales Reps. This metric is calculated by adding up the total amount of Net Sales generated within a specified period, based on the set time of Leads. Then, this Net Sold Amount is divided by the total count of all Leads that were Set during that period. The NSLS metric provides insights into how well Schedulers are able to set up Demos in a way that leads to successful Sales. While the ultimate closing of a Sale depends on the performance of the Sales Rep, effectively setting up the Demo in the right manner can have a significant impact on the overall success of closing that particular Contact. The following are the components included in the NSLS for Schedulers Dashboard and for more detail on these components please review the Dashboards - NSLS for Schedulers article.
  1. NSLS Last 7, 30, 90 & 180 Days Based on Set Time
If you sell multiple Products there can be the above components at the Product level such as below.
  1. NSLS by Product Last 7, 30, 90 & 180 Days Based on Set Time

NSLI for Sales Reps Dashboard

The NSLI (Net Sold per Leads Issued Index) is calculated by summing up the total Net Sold Amount for a specified period, based on the Lead Meeting Time. This amount is then divided by the total count of all Issued Lead Meeting Times during that period. NSLI provides insights into the effectiveness of Sales Reps in capitalizing on Leads and converting them into Sales. The following are the components included in the NSLI for Sales Reps Dashboard and for more detail on these components please review the Dashboards - NSLI for Sales Reps article.

Sales Team Performance Dashboard

The Sales Team Performance Dashboard offers a comprehensive analysis of key metrics that help monitor and manage the performance of your Sales Reps.  Data for this dashboard is derived from Lead Tracking and Sales records. The following are the components included in the Sales Team Performance Dashboard. For more details, please review the Dashboards - Sales Team Performance article.
  1. Issued This Week, This Month, This Quarter and This Year
  2. Net Sold This Week, This Month, This Quarter and This Year
  3. Net Canceled This Week, This Month, This Quarter and This Year
  4. Sales Rep by Lead Meeting Time - Last 7 Day, Last 30 Day, Last 90 Day & Last 180 Day

Scheduler Performance Dashboard

The Scheduler Performance Dashboard offers a comprehensive analysis of key metrics that help monitor and manage the performance of your Schedulers.  Data for this dashboard is derived from Lead Tracking and Canceled Demo records.  The following are the components included in the Scheduler Performance Dashboard and for more detail on these components please review the Dashboard - Scheduler Performance article.
  1. Set Time This Week, This Month, This Quarter and This Year
  2. Issue Time This Week, This Month, This Quarter and This Year
  3. Canceled This Week, This Month, This Quarter and This Year
  4. Scheduler by Set Time - Last 7 Day, Last 30 Day, Last 90 Day & Last 180 Day
  5. Schedulers by Issue Time - Last 7 Day, Last 30 Day, Last 90 Day & Last 180 Day
The following are training articles associated with each module.

Contact Training Articles

Meeting Training Articles

The following training articles cover various topics related to the overall contact process.
  1. Set Sales Demo and Service Call Meetings
  2. Add 2nd Sales Rep to Existing Sales Demo Meeting
  3. Modify Sales Demo and Service Call Meetings
  4. Cancel Sales Demo and Service Call Meetings
  5. Set a Rehash Meeting
  6. Set 2nd Sales Demo Meeting: Different Product and Different Sales Rep
  7. Set 2nd Sales Demo Meeting: Different Product and Same Sales Rep
  8. Set Other Meeting Types
  9. Issue Sales Demo, Service Call & Rehash Meetings

Lead Tracking Training Articles

Coming Soon

Quote Training Articles


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