Tour Management

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