Posted by Diane Gross, Last modified by Diane Gross on 06/24/14 05:12 PM
Lead Management is the component most used by Sales Representatives to create and manage their Leads and Opportunities, and by Sales and Executive Management to create, view, assign and manage Leads and Opportunities.
Lead Management Dashboard
The opening page within Lead Management is a “Dashboard”. At this screen Users may search for, review and open existing leads. Leads and Opportunities are shown under My Opportunities in each Lead Stage. User rights can be assigned in the system configurator to allow Managers and Executives or Sales Admins the ability to view and edit leads under My Employees. For those users with Share rights they can view and edit leads with those users they’re sharing.
From the Lead Management Dashboard users can view existing Opportunities by clicking on the plus sign next to My Opportunities. WeOpportunity lists phases or stages of Leads/Opportunities within the system for each user as follows:
Note: The plus sign will only appear next to Opportunities after a Lead has been assigned to the User by the Lead Center or another User with the rights to assign Leads; or, if a Lead has been created by a User.
My Employees – As defined above under Lead Management Dashboard “My Employees” appears only to those who have the rights to see other people’s leads. Once you have clicked on the plus sign next to a phase or stage, the number of Leads or Opportunities within each stage is also displayed. To open a Lead/Opportunity, highlight it and click.
The Lead or Opportunity summary will show in the left hand panel. Click “Open” and display the information recorded when the Lead was created and any additional information added as the Lead is developed into an Opportunity and “In Progress”.
Sample Dashboard Views:
Example 1: Sales Manager Dashboard
Example: Sales User Dashboard
Assign Leads from Lead Management
You can assign a lead from your dashboard to users, groups or offices. You simply click on the record with the left mouse button and drag to the user, group or office as shown below. Leads to be Assigned are leads that are passed to an office. In this example, a lead was created and passed to the White Plains office. Jack Shepard is the branch manager of that office. It will be up to Jack to assign the lead to a sales representative. When a lead is passed to an office the branch manager receives an email notification that a lead is waiting to be assigned. Until it’s assigned to a user the lead will not have “ownership". Only the branch manager(s) will have access to these leads until they are assigned an owner.
After clicking “OK", WeOpportunity will provide a window in which the User can write a note that will be passed as part of the Lead Summary email that will be sent to the new owner of the Lead.
The newly assigned Owner of the Lead/Opportunity will receive an email message with the personal note and summary information for the Lead/Opportunity, including the ability to click on WeOpportunity and log in, as shown previously.
Lead Management Dashboard Review
Filtered Searches - to find existing Leads/Opportunities, utilize the provided filters for date ranges, My Opportunities, My Employees Opportunities, Leads to be Assigned or All.
Search Window - enter a specific criteria such as: Customer Name, Street Name or Address, State, Zip Code, Opportunity ID number, etc.
Open Last Lead - to re-open the last Lead/Opportunity viewed or worked on, click on the Open Last Lead button.
Leads - My Opportunities, My Customers, My Employees (depends on User Rights), All.
Once the filters have been selected, click the magnifying glass icon. Leads/Opportunities that meet the filter criteria will show on the Dashboard below My Customers or Leads to be Assigned.
My Opportunities: all Leads and Opportunities owned by the User will be listed under My Opportunities under each Lead Stage. Click on the arrowheads to open and view Leads/Opportunities within each stage.
My Employees: if the User has the right to view Leads/Opportunities of others, they will be able to view Leads/Opportunities for each User under My Employees. Information will only start to show once a User has created a Lead.
My Customers: Leads/Opportunities are automatically included under My Customers and can be viewed by clicking open the arrowheads at each customer name.
If Users are assigned in multiple Offices, each will be listed under the Office they report to. They will have separate User Names, login IDs and passwords for each Office. Click on the plus sign(s) next to each Office name to see the Users listed under each Office (Based on User rights), click on the plus sign next to each User name to see their specific Opportunities and Customers. To see what each User has in each Opportunity Stage, click on the User’s name on the right side of the screen and the Detail window will appear for the User.
Click on the arrow next to each item (i.e. Lead) and the system will show the Opportunities in each stage for that person.
To see specific detail for each User, click on My Employees, select the Office and then click on the User name. Click “open" the plus sign next to the Stage of the Opportunity(ies) to open or review each. For a specific opportunity, click on the Opportunity and it will open directly from the Dashboard screen.
The Opportunity will open and display the most recently recorded information such as: the Lead Stage, Lead Origin, Lead Source, Market, Type of Sale, Estimated Budget value, Estimated RMR value, estimated Proposal Due Date, Notes, Tasks and Schedule, Contacts, Locations, History and Messaging.
The example below shows a User’s Dashboard who has the rights to view specified employees and their Opportunities (My Employees). The list of Employees managed by or shared with this User are also shown on “Sales People" tab on the right side of the Dashboard screen.
Example 2: Sales Person Dashboard
To Find and Open an Existing Lead by Prospect/Customer: there are two ways to search for Leads/Opportunities for existing prospects/Customers.
1) Enter the Customer/Prospect name in the Search window (set appropriate Date Range and Filter By) criteria. Press the search icon or enter.
2) Click on the arrowhead at “My Customers" on the Dashboard, a list of all Customers and Sites created by the User will appear. Click “open" the arrowhead next to each Site and then each Stage under Site. Click on any Lead/Opportunity within each Stage to open and manage the Lead/Opportunity.
Lead stages provide part of the common language established for the Sales Team within WeOpportunity. A description of each Lead Stage is shown below. Lead Stages are important for accurate and insightful reporting within WeOpportunity. Reports can be sorted by Lead Stage, per User, Office, Region and a number of other details (User “Reports" and the “URG").
WeOpportunity automatically sorts Leads by Lead Stage and shows each Lead/Opportunity under its appropriate Stage at the Lead Management Dashboard for each User and, for Lead Center only User, at the Marketing Dashboard. Click on “My Opportunities" to see the Lead Stages. Click the arrowhead button next to each Stage to see the Leads/Opportunities in each Stage.
Depending on User Rights, you may also be able to see the Leads/Opportunities of people who work with or for you under “My Employees".
Lead Stages within WeOpportunity are as follows:
Lead – An Opportunity that has been recorded in the system and is a) waiting for assignment, b) assigned or c) started by a Sales User and resides within WeOpportunity for further development and management by that User.
In Progress – An Opportunity that is actively being worked on. The User has likely added Notes, Products & Services, Tasks and Schedule items, updated Stages, recorded budget and Pipeline information, etc. and is actively working the Lead to move it toward an “RFQ" (request for quote) or other Stage such as: On-Hold, No Sale (Lost) or Deactivated.
RFQ – the Opportunity is at a Request For Quotation Stage, to be “moved" to WeEstimate for estimate creation. When an Opportunity is saved in the RFQ Stage in WeOpportunity, a new estimate will be automatically created and available on the WeEstimate Dashboard for estimate details.
No Sale – the Opportunity has been lost and is no longer viable. (Loss reasons are defined within WeOpportunity specific to your company and chosen by User).
On-Hold – An Opportunity that is still active however the Prospect/Client is not ready to move forward at this time.
Deactivated – use this stage for Opportunities that were created incorrectly, in error, perhaps were duplicated, etc. There is no “delete" button in the system so that data is not inadvertently removed.
To Create a New Lead in Lead Management
To create a Lead/Opportunity within Lead Management click on New Opportunity at the Lead Management Dashboard.
At New Opportunity enter the prospect/customer name. WeOpportunity will automatically start searching the database for that name after the fourth character. As needed, enter additional characters for more specific searches. Always search the database first to validate existence or not of the record to avoid multiple entry.
To create a lead for an existing Customer/Prospect and an existing Site, select the existing Site address by clicking on it. Select GO at the lower left of the screen. To create a lead for an existing Customer/Prospect and a new Site, click on the Customer name and select GO at the lower left of the screen.
Tip: If there are existing Leads/Opportunities for the selected Customer or selected Site, they will be shown at the Existing Leads tab. See below for viewing existing Leads/Opportunities.
Tip: View Existing Leads/Opportunities for a Customer or Site: To see existing leads for any Customer or Site location, first select either a Customer Name or a Site location at the New Opportunity tab. If there are existing Leads/Opportunities for that Customer or Site address, the Existing Leads tab will be highlighted in “orange" and indicate the total number of existing Leads/Opportunities for either the Customer name or the selected Site address.
Click the Existing Leads tab to see a listing of the Leads/Opportunities. Each will show in summary, including the Stage, basic information for that Lead/Opportunity and the owner of the Lead/Opportunity.
Click on any Lead/Opportunity to view additional detail, open the Lead/Opportunity or add and save a note (without opening the Lead/Opportunity). Click the Add button to save any added notes. Notes are time, date and User name stamped when saved. For any notes made by mistake, simply add an additional note to disregard previous.
Record Lead Information: after selecting the GO button, WeOpportunity will present the Opportunity Customer and Contact information screen. Record Customer information, for instance: social media links, verify or record new Site address information.
Contact: Search the database for existing Contacts by entering a Contact name to search the database, exisitng Contacts will be presented in the drop down. Select a Contact from the Contact drop down or to add a new Contact complete the Contact information fields or import a Contact from Outlook, Google or a VCard using the Import Contact buttons.
Import Contact: to import a Contact from Outlook or Google, use the Import Contact button. WeOpportunity will open a seach window on the User’s Outlook or Google contacts. Type in the name to search on and select search. Select the desired Contact and click to import that Contact information directly into WeOpportunity.
To import a VCard, save the VCard to your Desktop first. Use the Import VCard button in WeOpportunity to enable a search and import of the selected VCard from your Desktop. Select the VCard and click ok.
Contact Type: select a Contact Type for each Contact. Contact Type designation enables search on and sorting of specific Contact Types at the Contact Screen and creation of Contact Type lists for creation and use of Message Groups. When adding addresses, for either the Customer or Contact, utilize the Copy buttons to copy address information from a Customer to a Contact, or Contact to a Customer.
Is Residential: for companies selling to Residential Markets, the “Is Residential" button, when checked, will automatically create a new Customer Name as Last Name, First Name. This helps to ensure a nomenclature is followed as new Residential Customer Names are added to Customer Names in the database.
Update Existing Contact: Contact information for contacts created within WeOpportunity can be updated and saved by clicking the Update Contact button before selecting Continue. Updated Contact information will not update other third party databases.
Select the Continue button to move to the next screen and record information for this Lead. Please Note: Fields with a red * are required fields by your Company. (See screen shot below from the Opp Info tab shown after the initial Customer and Contact screen)
In the screen shot above, it is easy to tell that this Lead came from the Prospecting Dashboard because none of the required fields were selected when the Lead was created. Before saving the Lead, select the Lead Origin, Lead Source and any other required fields.
The Opportunity Information Screen
At the Opportunity Information screen, using the drop down menus and information boxes, complete the required/additional information for this Opportunity. Reminder: those fields designated as “required" by your Company will have a red asterisk *.
Tip: depending on the device you are operating from (i.e. laptop, tablet, iPad, smartphone) the arrangement of information items at the Opportunity Information screen may change. All items are there, just in a different order as the screen is adjusted to the screen size of your device of choice.
Managing Leads: after a Lead/Opportunity is created, managing changes is easily completed by updating information at the Opp Info (Opportunity Information) tab and other tabs within the Opportunity. Updates to the Opportunity will be included in the History tab and at the Audit URG (Universal Report Grid). The Audit URG is visible and useable based on User Rights.
The Opp Info Tab: if a Lead/Opportunity was passed from the Lead Center, it may include questions and answers from a Questionnaire used when the Lead was recorded. Questionnaires are designed by your company to help qualify the prospect and provide sales personnel more specific information in what the Prospect is interested in. Questions and answers will show below the Shared User information area on the Opportunity Info screen.
The Opp Info tab includes specific information for each Lead. Lead information assists Sales People in pursuit of specific Opportunities from a strategic perspective. Lead information can also help to identify important trend data for better marketing, sales, product and service delivery, etc.
Record the Lead Origin. The Lead Origin answers the question: How did this Lead come to us?
The Lead Source is the marketing effort. The Lead Source answers the question: What is the marketing effort that generated this Lead?
The Market is the vertical market this Lead is in. The Market selection answers the questions: Which vertical Market does this Lead fit?
Type of Sale
The Type of Sale is used differently by differed WeSuite Clients. The Type of Sale answers the question: what kind of potential sale is this? Examples may be: general product/service categories, types of sales such as: bid, box sale, negotiated sale, etc.
Each data point above provides you and your company report trend data that when proactively recorded and tracked can make sales decisions, strategies and direction more intelligent and easier. To record data, simply select the drop down menu and click on the appropriate answer for each field.
Best Practice Tip: even if your company does not “require" recording of Lead Origin, Lead Source, Market and Sales Type, it is a Best Practice to record this information. The trend and report data provided helps initiate better sales prospecting, offering of products and services, targeting of Market verticals and understanding of successful types of sales. All designed to help you make smarter, better decisions.
Tip: Remember to save changes and selections by clicking the Save button after updating information on the Opp Info screen.
EST Budget / EST RMR
Record the estimated Budget (the estimated Outright Sale amount) and if selling recurring revenue services, the estimated “RMR" (recurring monthly revenue) a successful sale may bring.
Name the Opportunity with a Job Title. The Job Title is typically a concise description of what the Customer would be purchasing. The Job Title will transfer to WeEstimate at the time this Lead/Opportunity moves to the request for quote “RFQ" stage. Within WeEstimate, the Job Title transfers to the Job or Project Title on the Cover Page, potentially “RE:" line at the Cover Letter for Proposals and may also transfer to an area of Contracts documents. The Job Title will also show on the Job and Customer Summary Reports and the URG within WeEstimate.
Proposal Due Date: Record a due date for the proposal.
Installation Date: Record the estimated installation date for the project.
To record the progress of the Opportunity within the Pipeline, select a pipeline stage from the Pipeline dropdown. Pipeline is the expectation that this Opportunity will move into an Estimate stage and can indicate the expectation to “close" or win the sale. Your company has defined the percentage expectation and what each means according to your sales template. After selecting the expectation percentage/meaning, WeOpportunity will show and estimated value of the Pipeline as a percentage of the Estimated Budget “EST Budget" (Outright Sale) and Estimated RMR “EST RMR" (Recurring Monthly Revenue). The values will show only if there is a recorded EST Budget and EST RMR value and after the Pipeline stage is selected.
Tip: Remember to click on Save after updating information on the Opp Info screen.
The Progress indication is a “points" value. Points are “earned" based on values your company has assigned to completion of the various sales Tasks recorded at the Task & Schedule tab. When a Task is recorded as “complete" at the Task & Schedule tab, the Progress area is updated with the total earned points for the Opportunity. There is also a Points gauge showing the Points earned on the left hand navigation panel showing the summary information for the Lead/Opportunity.
To select or update an Opportunity Stage, click on the Stage drop down on the Opportunity Information screen and select the appropriate Stage. Click “Save". (Review Stages explained previously in this document.)
Status changes for each Opportunity are important for keeping Opportunities up to date and accurate for managing and reporting purposes related to the Opportunity. Additionally, for moving Opportunity information from WeOpportunity to WeEstimate for creation of Estimates/quote, Proposals, Contracts and completing or closing the Opportunity with a “Won" (sold) status, “Lost" status, or other status available in WeEstimate. Lost and Sold status’ from WeEstimate report to WeOpportunity at the Universal Report Grid “URG" and within the status of each Opportunity. For “sold" or “Won" estimates from WeEstimate, the actual sold Outright Sale and/or RMR (recurring monthly revenue) dollar amounts will be included at the WeOpportunity URG. (See WeOpportunity Reporting).
BIG TIP!! If using WeEstimate and QuoteAnywhere, there is no need to change the Stage in WeOpportunity to “sold". In fact, we do it for you automatically, when you win an Estimate in WeEstimate or QuoteAnywhere. So, “don’t touch that dial" because it may skew your sales reporting and we don’t want that. You Rock and we want you to get full and proper credit for your sales!
Add Products & Services:
To add products and services, click on the “Add" button at the Products & Services area. Select by entering a search into the Search box and clicking the search icon (magnifying glass) or scrolling and checking the boxes next to the Products & Services to be added. Click the Add button to save.
The Products & Services will be recorded for the Opportunity. To delete items selected prior, simply click on the red “x" box next to items to remove. To add additional items, select “Add" and the Products & Services menu of items will appear with the search window. Search for specific items by entering the item name and clicking on the search icon, check the box next to each Product & Service item to add.
To select or view other Users who may share the Opportunity, click open the Shared Owners portion of the Opportunity Information screen. Select Add to search for and select additional Shared Owners. After selecting the Add button, a window will open enabling a personal note to the selected Shared Owner(s). The added note will be included in the body of the Shared Owner email template sent to the named Shared Owner(s). The email includes Lead/Opportunity information and a link into WeOpportunity so that they named Shared Owners have immediately information and access to the Lead/Opportunity.
Notes for this Opportunity can be entered at the Notes Tab. For Leads that were created and passed from the Lead Center, Notes added from the Lead creator will be included with a time and date stamp indicating the history.
Tasks & Schedule Items
Tasks & Schedule items can be added to Leads and Opportunities to assist in tracking movement on the Opportunity. The goal is to continue working the Lead through an In Progress stage to a Request For Quote “RFQ" stage (at which time the Lead/Opportunity moves into WeEstimate for quoting), through a Sold stage in WeEstimate. The stage on the Opportunity Information screen will automatically change to “In Progress" once the first Task or an Appointment is added to the Lead. For all other Stage changes, the User selects the current stage from the drop down and selects Save. Depending on the stage, the system may prompt for additional information such as a Loss Reason. When a Lead/Opportunity is moved into the RFQ stage, a window of information to be verified is “popped", once the “Save" is selected, the Opportunity will transfer to WeEstimate and be waiting on the WeEstimate Dashboard for estimate/quote creation.
Tasks can be added to a Lead/Opportunity and either included on the Opportunity schedule (and sent to you Outlook calendar), or simply added as a reminder or “to do". To add a Task, click on the Tasks & Schedule tab, click on “Click here to add new item".
To add a Task or schedule a calendar event within an Opportunity there are two methods. Either add a Task at the top half of the screen (shown above) or move down to the Opportunity calendar and add a scheduled event there.
Adding a Task at the top half of the screen is easy and great when you want to track “to dos" that do not have to be on your schedule or calendar. Here’s how:
1. At the Task & Schedule Tab, select “Add New Record".
2. A new Task line will show. Select a color category for the Task from the drop down (if desired).
3. To schedule the Task, check the “Schedule" box. If using the Outlook Exchange Server or Google automated sync service, the Task will automatically show on your Outlook and Google calendars. If not using Outlook Exchange Server, after checking the Schedule box, the Task will be sent to your email with the event reminder to be added to your Outlook calendar. (Hint: Be sure to set up email preferences in “My Settings".)
4. If the Task is to be marked as “Important", check the red circle with the “!"box. You may also want to be sure to add that important item to your calendar.
5. The green check checkbox is checked when a Task is completed. After checking the box and checking “Update", the Task will show as complete, any points related to the Task will apply and show at the Opportunity Summary panel and on the Opportunity Information Tab.
6. Select the appropriate Task from the Task Name drop down list. Each task on the list may have completion points associated with it. The points will tally as the tasks are completed (see note above). The point tally moves the Opportunity Progress gauge toward completion providing a visual idea of how far along the Opportunity is toward an RFQ (Request for Quote) stage or a Sold stage.
7. If the Task is to be scheduled, select the Start date and time and the Due On date and time. The system will default the end time/date to 1 hour from the start time/date if no end time is specified.
8. Enter a Note specific to the Task. Notes will transfer to the Opportunity calendar and to the Outlook appointment event, if entered here and selected to be a Scheduled event.
9. To include the Task on the Opportunity Calendar, check the Schedule box. Scheduled events will show on the Opportunity Calendar (below), on the Global Schedule and if auto-synch with Outlook or Google calendars, on those calendars. Notes: Tasks will be sent automatically to Outlook or Google Calendar depending System Configuration settings and settings in My Settings. (See My Settings below.)
10. Select “Update" to save any changes.
11. If a Lead was passed with an Appointment already scheduled, the Appointment box will be checked and a Task will automatically be entered for that Appointment. The Lead status will show as “In Progress". The Appointment will also show on the Opportunity Calendar and the Global Schedule.
The Opportunity Schedule is available at the Task & Schedule tab below the area to add Tasks. The Calendar appears automatically. To enable more room for viewing, the Task list (top half of the screen) can be collapsed by clicking on the arrow next to Tasks. The Schedule can also be expanded or collapsed by clicking the arrow icon next to Schedule.
Tip: if you know you need to add a scheduled event or Task, move right down to the Opportunity calendar, click on the desired date and fill in the information in the pop up window. Tasks will automatically go to your Outlook/Google calendars (when using the WeOpportunity Auto-Sync Service) or email you a calendar event if not using MS Outlook Exchange Server or Google.
Tasks with the “Schedule" box checked will automatically be added to the calendar within the Opportunity. They will also appear on the Global Schedule (viewable by User Rights). Hovering over a scheduled item on the Schedule, will show the details for that item including: the selected Task, the Notes for that task, the date and time.
Tip: Tasks scheduled on the Opportunity Calendar automatically move to your Outlook or Google calendars (MS Outlook Exchange server required for Outlook). The “Location" field automatically includes the Site address of the Opportunity and the “Subject" line automatically includes the Customer name – you may also add more information at this line. The description (Outlook) will include additional information you add and the selected Task description. This is how Outlook works! Sorry, we can’t include more than they let us but, that’s enough to make you dangerous and you can always log into WeOpportunity to get more!
Contacts & Locations Tab
The Contacts & Locations Tab includes location and contact information associated to date with this Opportunity. Select the Details or Contact tab to view locations or contacts. To Add a Location, select the Add button for locations and complete the information in the Add Location window, select Save. To add a Contact, select the Add People button at the Contact area and complete the information in the Add Contact window, select Save.
The Message Tab allows messages to be sent to specific people from within WeOpportunity. The Message will be sent as an “email". Messaging does not take the place of your standard email however, is a handy way to send a message to other people working this Opportunity or to a Prospect.
The History Tab within the Opportunity provides a running update of major changes to the Opportunity record. In the event that more than one User is making changes to an Opportunity record, the changes for Status and Tasks will be updated with the date, time, type of change and User ID that made each change.
RFQ Status – Moving to WeEstimate
When an Opportunity is ready to be quoted and an estimate is needed, the Opportunity Stage needs to change from “In Progress" to “RFQ". The RFQ Stage will transfer the Opportunity to WeEstimate, create a waiting Estimate at the Dashboard for the User to continue creating the estimate, proposal and contract documents.
To change an Opportunity to the RFQ Stage, from the “Stage" drop down select the “RFQ" Stage. Select Save.
The following message window appears stating that once you select the RFQ stage, you will not be able to change the status back. Select Ok or cancel.
The next window appears providing a summary of the information being transferred to WeEstimate. Required fields are indicated with red * asterisks.
Project Name and Job Title should auto-fill from the Opportunity. Complete each if they have not automatically filled.
Where are you Quoting?: the Quoting Region will auto-fill with the User’s default Office Region. The selection may be changed depending on the User’s Rights to quote from other Regions.
Market: if a Market was selected during Lead/Opportunity management it will auto-fill based on the Market selected for the Opportunity.
Job Type: using the drop down, select the Job Type. Please note: If integrated with SedonaOffice accounting ERP, Job Type selections will be read from SedonaOffice.
Sale Type: if a Sale Type was selected during Lead/Opportunity management, it will auto-fill from the Sale Type selected in the Opportunity. If none was selected, select now.
Pricing Contract: if this Opportunity will be quoted/estimated within WeEstimate using a Fixed Price Contract, you can make the Pricing Contract selection in WeOpportunity.
Project Engineers assigned to this Estimate: if desired, select a Project Engineer for assistance with the Estimate in WeEstimate.
BIG TIP! Please Note: Once an Opportunity is saved in the RFQ Stage, it cannot be reversed and transferred again to WeEstimate. This is due to reporting and tracking functionality between WeOpportunity and WeEstimate. An Opportunity can only transfer to WeEstimate one time. You many continue managing and adding events, appointments, notes, etc. in WeOpportunity for this Opportunity.
Select “OK" to continue this Opportunity as an Estimate in WeEstimate. Select “Cancel" to continue this Opportunity before selecting “OK" and saving to WeEstimate. Please note: select the job billing address in WeEstimate. The System will indicated that the Opportunity was updated successfully signaling the transfer to WeEstimate occurred successfully. The Opportunity will show in WeOpportunity under the RFQ stage on the Lead Management Dashboard and on the WeOpportunity URG.
In WeEstimate, the Opportunity will show as an Estimate BIN on the WeEstimate Dashboard. Double click at the J1/Job level to open and create the Estimate.
The Global Schedule enables viewing of all calendar Tasks, Events, Appointments, and events from Outlook/Google calendar for each User and multiple Users simultaneously (depending on User Rights).
User checkbox selections to determine whose appointments to view. The default view includes the User’s scheduled Tasks and events. Uncheck your Tasks if you do not want them included. Check the boxes of the people in each office to include, or check all members of the Office by checking the box next to the Office.
Group By: Group multiple calendars: horizontally (side-by-side), vertically or none (appointments will be layered on each other).
Select “Synchronize Appointments" to synchronize the appointments of the selected Users. You will receive a message indicating an error if a User is not connected to MS Outlook auto-synch. Select “Go". The Global Calendar will update with calendar appointments for all selected Users.
At the Global Schedule new events can be scheduled, recurring meetings can be created, existing Leads and managed. New events, appointments or meetings created at the Global Schedule are not associated with Opportunities. Schedule meetings/appointments for Opportunities within the Opportunity at the Opportunity Calendar.
Schedule non-Opportunity related events, meetings, appointments from the Global Schedule. Meetings will automatically transfer to Outlook (with MS Exchange Server auto-synch) and Google calendars. For those not using Outlook Exchange Server, use settings within My Settings for events to transfer via email popup.
Recurring meetings - for instance weekly sales meetings can be scheduled at the Global Calendar. The same process for setting Recurring Meetings can be used for setting other meetings.
Double click appointment date on calendar to set new appointment. At the Event pop up window complete the Location information, select the Start and End dates and times. If the meeting will repeat, select the repetition periods.
Recurring Appointments: to create a recurring appointment, select the periods to repeat, i.e. Weekly, Monthly; the Repeat Every (number of weeks) or Repeat On (which day or first, second, third, fourth, last and day of the week) and the number of weeks; the number of occurrences or end date.
Select the Task to be performed for this meeting event from the Task Type drop down:
Select a Category or color code for the appointment if desired. Select the Schedule Type: None, Business, Personal or Other:
Select Attendees and a Message Group (if needed): set the appointment for one User or send the to multiple Users and/or include one or more Message Groups. The appointment time will be “blocked" or shown as busy on all User’s calendars at both the Global Schedule and within each Opportunity, indicating the User is not available. Please keep in mind that User’s are allowed to be “double-booked" and are responsible for managing their calendars individually including resolution of multiple bookings.
Tip: Select multiple User names by checking the box at the Office level (includes all Users within that Office that this User has Rights to “view") or check the box next to each individual User to either view the calendar events for those Users or, prior to double clicking on the calendar to set a new appointment and include those selected.
To view calendar events for the selected Users:
1) All User calendar events will be displayed on one single calendar
2) Specify to view User calendars horizontally (side-by-side) or vertically (one after another)
3) Select Calendar or Chart view
4) Select “Synchronize Appointments"
Be sure to select Save to save the appointment or cancel to cancel setting the appointment.