Follow Ups & Opportunities

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The Follow Ups page displays the Follow Up Tasks and Opportunities that currently exist in aXcelerate. Follow Ups enables you to view and update tasks and marketing opportunities associated with contacts in your system. The tabs at the top of the page allow you to switch between viewing tasks assigned to yourself and viewing everyone's tasks in the system.

Marketing

 

Follow Ups

 

Tip: An Opportunity is a type of Follow Up that has a value associated with it and a probability of conversion.

Add a follow up task

  1. Click Add New Follow Up Task
  2. Set the Name of the task
  3. Assign a Task Owner
  4. Set the task Status
  5. Set the task Priority
  6. Select a Task Requester
  7. Set a Due Date
 

Tip: Add additional task fields to enable additional features and further customisation of the task such as setting a Reminder Email date to notify the task owner at a specified time.

Mark a follow up task as complete

Follow up tasks assigned to you can be marked as completed from your contact profile.

  1. View your contact profile
  2. Locate the task under your Follow Up Tasks
  3. Click the Complete icon to mark the task as completed

Update a follow up task

  1. Search for the task you would like to update
  2. Click the Update icon
  3. Make changes to the task as required
  4. Click Save Task

Delete a follow up task

  1. Search for the task you would like to delete
  2. Click the Delete icon
  3. Click Ok when prompted to confirm the deletion

Add additional task fields

Some fields associated with tasks are not set to display by default. Additional fields can be set to appear using the Add Fields button when adding or updating a task. These fields can be used to access more complex task functionality such as creating Opportunities or setting reminder emails.

  1. Add or update a follow up task
  2. Click Add Fields
  3. Tick the additional fields you would like to display
  4. Click Ok

Reminder

This allows you to set a date to send a reminder email to the task owner.

Advanced Scheduling

The Advanced Scheduling fields enable you to set time estimates and a start date for the task. An option to show the task in the calendar will also be available.

Workshop

Enabling this field lets you link a workshop type and workshop to the task.

Accredited Training

Enabling this field lets you link a qualification, class and class enrolment to the task.

Marketing

The Marketing section lets you assign a client contact and organisation to the follow up task. You are also able to forecast the opportunity and create a contact note associated with the task.

Quality

The Quality fields allows the follow up task to be linked to goals and goal categories present in the system.

Create an opportunity

An Opportunity is a type of Follow up that has a value associated with it and a probability of conversion. A Follow Up task will become an Opportunity when Forecast Opportunity is clicked and the relevant information related to the opportunity is assigned.

  1. Add or update a follow up task
  2. Enable the additional task fields for Marketing
  3. Click Forecast Opportunity
  4. Add an Opportunity Status
  5. Set a Forecast Value
  6. Set the Forecast Probability
  7. Click Save Task

The available opportunity statuses and applications for each are listed below:

Pending

The opportunity is currently awaiting confirmation of success or failure.

Won

The opportunity has been successful. You should enter the Forecast Probability as 100% for won opportunities.

Lost

The opportunity has been unsuccessful and not been converted. The prospect may have selected an alternate provider.

Abandoned

This status usually means that the opportunity was no longer viable or the prospect did not proceed with any provider.

Scheduled

The opportunity has been won and has now been scheduled as a program to be delivered.

 

Tip: A forecast distribution can be assigned to identify when the cash flow from a sales opportunity will flow to the business.

 

Note: The Marketing fields must be set to display to be able to forecast an opportunity. Click 'Add Fields' to show additional dynamic fields.

Add a forecast distribution

A Forecast Distribution is used to identify when the cash flow from a sales opportunity will flow to the business. The distribution can have specific values can be allocated to each date or be evenly weighted across the dates that have been set.

  1. Add or update an opportunity
  2. Click Add Distribution Forecast
  3. Enter the date and value that this portion of the forecast is expected to be received
  4. Repeat steps 2 and 3 as required to create an accurate distribution
  5. Click Save Task
 

Tip: Click 'Distribute Evenly' to spread the value of the opportunity evenly across each of the dates you have set for the distribution.

 

Note: The total Forecast Value must match the Forecast Distribution.

Update an opportunity

  1. Click the Everyone's Opportunities tab
  2. Search for the opportunity you would like to update
  3. Click the Update icon
  4. Make changes to the opportunity as required
  5. Click Save Task

Delete an opportunity

  1. Click the Everyone's Opportunities tab
  2. Search for the opportunity you would like to delete
  3. Click the Delete icon
  4. Click Ok when prompted to confirm the deletion

Follow-ups & Opportunities Webinar

This webinar demonstrates:

  • Creating Follow-ups from a Contact Page
  • Creating Follow-ups from the Marketing Area
  • Updating a Follow-up and adding an Opportunity
  • Adding Marketing Fields to a Follow-up Task
  • Viewing and reporting on Opportunities

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