This article covers how to effectively manage leads in your CRM, including viewing and filtering leads, customizing your list, and using table or Kanban views to stay organized. You’ll also learn how to add leads, update their profiles, and graduate them to CCMS with ease.
By streamlining these processes, you can save time, reduce manual tasks, and provide a smooth experience for both administrators and guardians.
View and Filter all Leads
The leads tab in CRM allows you to view all leads. You can customize your view and filter your list.
Table and Kanban View
You can switch your lead view between table and kanban. Click the View options button in the right corner of the screen to switch between views. Once you click the selected view, you must click Apply at the bottom right to see the new view. The kanban view can be helpful to visualize how many leads you have in each stage.
Add Properties to Your Lead List
Add properties to your view to see more information about your leads from a glance.
From the Table or Kanban view of your lead list, click the View options button in the right corner. The View Options sidebar will open.
Add a property to your view by clicking Add property. This will cause a new box to appear under the last listed property.
Click the Select a property box and select the property you would like to add from the dropdown.
When you have added your desired properties, click the Apply button to close your sidebar. Your view will be updated with the applied filter(s).
💡 You can change the order of how the properties are shown by dragging and dropping a property into the desired order. Deleting a property (clicking the trash can icon) from view will not delete the property itself.
Filter Your Lead Table
The lead table can be filtered to view leads in a certain stage and/or with a certain property.
From the Lead tab in CRM, click the View Options. The View Options sidebar will open.
Click Add condition. The filters functionality will appear.
Select the stage or property you want to filter for and then select an option.
Select Is Equal To to view all leads with the selected option. Select Is Not Equal To to view all leads without the selected option.
Optionally, click Add conditions to have multiple filters applied to your list. Or delete an filter by clicking the trash can icon.
When satisfied with your filters, click the blue Apply button in the bottom right.
Your lead list will now be filtered based on your selections. To change or remove your filters, click View Options and repeat the steps above.
Create & Manage Saved Views
Saved Views allows you to create and save multiple filter conditions and/or visible property combinations. This can be useful for quickly switching between different views.
From the Lead tab in CRM, click the View Options. The View Options sidebar will open.
To create a saved view, click Save and apply after you are done updating the view (table or board), filters, and/or visible properties as desired.
The Save view window will open asking you to Name the view you created. Click Save when you are done.
You will now see the view you created in the dropdown next to the View options button.
To edit a view, select it and click View Options, make your changes, then select Save and Apply. To create a new view, open the view dropdown and select + New View. This takes you to an Unsaved View (the initial default view) where you can follow the same steps.
Export Lead Table
To export/download your lead table, follow the steps below:
From the Lead tab in CRM, click the download icon in the top right corner of your leads table.
Select which columns you would like to export and click the Download button to download the leads table to your computer.
Lead Profile Overview
The lead profile serves as a central hub for viewing lead information and communication history. From the profile, administrators can easily call, email, or text leads directly. Additionally, they can add notes to keep track of important details, ensuring effective and organized lead management.
The lead history is located on the left side of the lead profile. All lead, guardian, and student information is located on the right side of the lead profile. Click on a field to edit the information. The new information will automatically save. Click the Actions button at the top of the screen and then click Create Note to save a note to the lead profile.
Add Leads to CRM
Leads can be added to your CRM via form submission or by manually adding them to the system.
Manually Add Leads
From your CRM Dashboard, navigate to Leads on the left sidebar.
Click the blue Add Lead button in the top right corner of your screen.
Add the Lead Details.
Select the stage that this lead is in. If you created custom stages, they will appear in this list.
Optionally, add who at your school is the owner of this lead.
Add the Guardian and Student Details. If you added any custom properties, they will appear here.
Click the blue + Add button next to Guardians and Students to add multiple guardians and students.
When you have entered all details, click the blue Save button to save your lead. Your lead will now appear in the lead table.
Add Leads via Form
Forms are a powerful tool for collecting information from leads. You can share them on your website, social media, or other platforms to engage with potential leads and gather essential details. When a parent completes a form, they will be added to your CRM and you can start engaging with them!
When a guardian fills out a form, the information they provide is automatically saved to the lead's profile. If the lead progresses to CCMS, any data mapped to the system will seamlessly transfer. This streamlined process reduces the need for parents to re-enter information, saving time and effort while ensuring a smooth experience for managing student details.
Graduate a Lead to CCMS
Leads in a terminal "Closed Won" stage can be seamlessly graduated to the CCMS. Upon graduation, parents receive a sign-up link, and all mapped student and guardian fields are automatically transferred to the CCMS. This streamlined process eliminates the need for parents to re-enter previously submitted information, ensuring a smooth and efficient experience.
Administrators can further enhance this workflow by automating the graduation of leads directly to an enrollment listing or a classroom, saving time and simplifying the enrollment process.
Graduate a Lead to an Enrollment Listing
Once a lead has been moved to a terminal Closed Won stage, a blue banner to graduate the lead will appear.
Click the white Graduate button. The Graduate Lead window will open. Choose the Send Enrollment Listing graduation option. Then select the listing you would like to send. Click the blue Send button.
The guardian will be sent a sign up link to the email on file.
The parent will click the blue button to create their Playground account.
Once the account is created, the parent will be redirected to the enrollment listing.
The parent will select the student they are applying for and will continue through the enrollment process. All information entered for the student in the CRM will be carried over to the enrollment listing.
Once the parent completes the enrollment listing, the student will appear in the enrollment funnel in your CCMS. You can now follow your regular enrollment process to accept the student.
🚨 If the guardian does not complete the enrollment and closes the page, they will not be able to access the link. If this occurs often with your guardians, we recommend creating an automation to send the enrollment link one day after the student has been graduated.
Graduate a Lead to a Classroom
Once a lead has been moved to a terminal Closed Won stage, a blue banner to graduate the lead will appear.
Click the white Graduate button. The Graduate Lead window will open. Choose the Enroll in Classroom graduation option and choose the classroom you will enroll the student in. Then click Graduate.
The guardian will be sent a Playground sign up link. And the admin can now view the student in the CCMS.
View CCMS Connection
Once a lead has been graduated to the CCMS, you can view the connection from their lead profile. Click on the students or guardians name to be redirected to their profile in the CCMS.
