Scheduling Tours
Step 1: Through a CONTACT SEARCH find your contact
Step 2: Select their name and update contact information if necessary and save
Step 3: Select TOUR from the ADD NEW ACTION drop down menu
Step 4: DATE BOOKED will default to today’s date, change if needed
Step 5: Status will remain SCHEDULED
Step 6: If accommodations are needed mark ACCOMMODATIONS: YES and complete the remaining fields as needed
Step 7: TOUR DATE/TIME is the date and time of the appointment
Step 8: Select TOURED: DID NOT COMPLETE TOUR until tour is completed.
Step 9: Select SCHEDULED: SCHEDULED IN ADVANCE unless Walk-in tour.
Step 10: Select BOOKED BY: NAME that booked the appointment. Will default to assigned agent.
Step 11: TOURING EXEC is who will be touring the appointment. Will default to assigned agent.
Step 12: Select SAVE
Completing Appointment that Toured
Step 1: Search the prospect in database, then choose their scheduled tour in the EVENT HISTORY
Step 2: You could also choose the CALENDAR tab from the homepage and choose the prospects name from the scheduled tour date
Step 3: Update STATUS to COMPLETED
Step 4: Update ACTION CYCLE
Step 5: Update LEAD STATUS (if needed)
Step 6: Enter all TOUR NOTES
Step 7: TOUR DATE/TIME should be day and time toured
Step 8: TOURED field will be changed to COMPLETED TOUR
Step 9: SCHEDULED field should already be marked SCHEDULED IN ADVANCE
Step 10: BOOKED BY will show who booked the tour
Step 11: TOURING EXEC will be the agent that toured them
Step 12: Select SAVE
Canceling Tours:
Step 1: Search the prospect in database, then choose their scheduled tour in the EVENT HISTORY
Step 2: You could also choose the CALENDAR tab from the homepage and choose the prospects name from the scheduled tour date
Step 3: In the TOUR DETAILS update the STATUS to CANCELLED
Step 4: Select SAVE
Walk-In Tour
Step 1: Search the prospect in the database to verify if they are already in the system
Step 2: If in the system update CONTACT INFORMATION, SALES EXECUTIVE, ACTION CYCLE and LEAD STATUS; if not in the system enter the lead and select SAVE.
Step 3: Select TOUR from the ADD NEW ACTION drop down menu
Step 4: DATE BOOKED will default to today’s date
Step 5: Update STATUS to COMPLETED
Step 6: Enter all TOUR NOTES
Step 7: TOUR DATE/TIME is the date and time of the walk in
Step 8: TOURED field should be changed to COMPLETED TOUR
Step 9: SCHEDULED field should be changed to WALK-IN
Step 10: TOURING EXEC should be the name of the sales executive who toured them
Step 11: Select SAVE
Walk-In No Tour
Step 1: Search for the prospect in the database to verify if the lead is already in the system
Step 2: If in the system update CONTACT INFORMATION, SALES EXECUTIVE, ACTION CYCLE and LEAD STATUS; if not in the system enter the lead and select SAVE.
Step 3: Select TOUR from the ADD NEW ACTION drop down menu
Step 4: DATE BOOKED will default to today’s date
Step 5: Update STATUS to COMPETED
Step 6: Enter all TOUR NOTES
Step 7: TOUR DATE/TIME is the date and time of the walk in
Step 8: TOURED field will be changed to DID NOT COMPLETE TOUR
Step 9: SCHEDULED field will be changed to WALK-IN
Step 10: TOURING EXEC is sales executive who met with them
Step 11: Select SAVE
Deleting Tours:
If you make a mistake and enter a tour twice the tour can be deleted. If you do not have the permissions to delete a tour, you can contact your Lead Administrator and ask them to delete it for you.
Step 1: Go to the TOUR RECORD that you would like to delete
Step 2: Change the STATUS to CANCELLED
Step 3: Select SAVE
Step 4: Go back into the cancelled TOUR RECORD and at the bottom in red you will see a DELETE button
Step 5: Select DELETE
Step 6: If you are sure that the tour can be deleted, select OK
NOTE: There is an Online Report that can be used to cross reference the Tours that have been entered into the system with the Tour Manifest (front desk manual log). You can run this report as often as you like to make sure that all of the Tours are entered properly. To run this report follow the instructions below
Step 1: Select ADMIN tab
Step 2: Select VIEW ONLINE REPORTS
Step 3: Under TOURS section, select TOUR REGISTER
Step 4: Enter your Start and End Dates
Step 5: Run Report
Step 6: Cross-reference with Weekly Manifest and correct any mistakes that you see
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