Overview
The redesigned Guest Card provides a comprehensive and user-friendly interface for managing prospects within LeadManaging. The new design emphasizes accessibility and intuitive navigation, allowing users to quickly gather all necessary details regarding prospects. Most functionalities remain the same but have been relocated in the new interface.
Some features of the Guest Card may also vary depending on whether you have activated Vivian (Nurturing Engine) and Smart Surveys for your property.
What’s New?
1. Key Metric Tiles (Vivian-Driven Insights)
The new version of the Guest Card introduces tiles that present key metrics when Vivian (Nurturing Engine) is activated. These tiles dynamically update based on Vivian’s insights, offering deeper context into the prospect’s urgency, priority, and sentiment.
a. Priority: Displays the prospect’s priority level (e.g., Warm, Hot).
b. Goal: Shows the next target milestone of Vivian in the prospect’s journey.
c. Overall Sentiment: Provides insight into the prospect’s sentiment based on interactions.
d. Nurtured Interactions: Displays the number of nurturing interactions the prospect has had with Vivian.
For further assistance or inquiries about Vivian, please contact your Account Manager.
2. Communication Preferences
This new section allows users to manage communication preferences of the prospect such as:
a. Preferred communication method (email, call, SMS).
b. Opt-in status for each communication method
c. Preferred numbers or email for calls, texts, and emails, making it easier to ensure that agents contact prospects using their preferred method.
Old vs New Guest Card
The main difference between the old and new versions lies in the reorganization of information and the addition of key features. Below are the primary differences:
Old Guest Card:
- Only Contact Details and Leasing Preferences were available in the Prospect Profile.
- Action buttons (e.g., Email, Call, Book Appointment) were located below the Prospect Profile.
New Guest Card:
- Prospect Information, Leasing Preferences, and Communication Preferences are now combined under a unified Prospect Profile section.
- Action buttons (Contact, Book Appointment, etc.) have moved to the top for easier access.
Guest Card Features
1. Breadcrumb navigation:
Displays the navigation path at the top of the Guest Card, showing how the user arrived at the current view. Each part of the breadcrumb is clickable, allowing users to easily navigate back to previous sections or pages without losing their place in the workflow.
2. Header:
The Header provides a quick summary of the prospect’s key information. This section ensures that agents have immediate access to the prospect’s basic details and essential functions such as contacting the prospect or scheduling an appointment.
a. Prospect Name: Displays the name of the prospect at the top of the card, allowing agents to identify the profile they are viewing.
b. Contact Stage: Indicates the current contact stage of the prospect (e.g., Prospect, Applicant, etc.). This helps agents understand where the prospect is in their leasing journey.
c. Property Dropdown: Displays the current property for which data is being viewed.
d. Originating Source: Displays where the prospect originated. This helps track how the prospect was created in the system, whether from an external lead source or through direct inquiry.
e. Agent: Displays the agent assigned to the prospect, based on the most recent event or interaction with the prospect. This helps ensure that the assigned agent is always visible for context.
f. Action Buttons: Provides quick access to key actions for managing the prospect. Includes options for:
- Contact: Allows contacting the prospect through available methods such as phone, email, or SMS.
- Book Appointment: Scheduling an appointment with the prospect.
- Schedule a Follow-Up: Setting up a follow-up task to ensure timely communication.
- Add Event: Logging any additional interactions or tasks related to the prospect.
Old Guest Card: The actions were located below the prospect profile.
New Guest Card: These actions have been moved to the top, providing easier access to contact methods, scheduling, and task management.
3. Prospect Profile: This section provides a comprehensive view of the prospect’s personal details, leasing preferences, and communication preferences. It enables agents to gather all essential information about the prospect at a glance.
a. Primary Contact Section:
i. First and Last Name: Displays the prospect’s full name. This is the primary identifier for the prospect and is shown prominently at the top of the profile.
ii. Phone Number: Displays the prospect’s phone number.
iii. Email Address: Displays the prospect’s email.
b. Leasing Preferences:
i. Desired Suite Type: This reflects the type of unit or suite the prospect is interested in renting (e.g., Studio, 1 Bedroom, All Types). Agents can quickly assess what type of accommodation the prospect is looking for.
ii. Desired Move-in Date: The specific date by which the prospect is aiming to move in. This is critical for timing communication and follow-ups around availability.
iii. Additional leasing preferences may be enabled by the property, depending on your configuration.
c. NEW! Communication Preferences:
i. Language preference: This displays the prospect’s preferred language.
ii. Communication Method: Indicates the prospect’s preferred methods of communication (e.g., Email, Call, SMS). This helps agents respect the prospect’s preferences for how they want to be contacted.
iii. Opt-In: Shows whether the prospect has opted in for communication via the listed methods.
iv. Preferred Call Number: Displays the preferred phone number to use for calling the prospect. This may be different from their main contact number if they prefer to be reached elsewhere.
v. Preferred Texting Number: The number where the prospect prefers to receive SMS messages, useful if the prospect separates their communication methods between calls and text.
vi. Preferred Email: If the prospect uses multiple emails, this field will display their preferred email for contact. This helps agents ensure they’re sending important information to the correct address.
Old Guest Card: Previously, only Contact Details and Leasing Preferences were available, providing limited insight into the prospect’s overall profile.
New Guest Card: The sections for Prospect Information, Leasing Preferences, and the newly added Communication Preferences are now consolidated under a unified Prospect Profile section, offering a more streamlined and comprehensive view of the prospect’s details for easier access and navigation.
4. Edit Prospect Profile:
The Edit functionality allows users to update or modify a prospect’s information within the Guest Card. This feature ensures that prospect details remain accurate and up-to-date as new information is received. The Edit button is located on the right side of the Prospect Profile panel. This will open an editable form of the Prospect Profile fields in a side window.
5. Appointments & Follow-ups:
This section offers a comprehensive view of all scheduled appointments and follow-ups associated with the prospect, helping agents stay organized and on top of upcoming engagements.
a. Appointment Details: Each appointment displays key information such as:
i. Date and Time: The specific time and date of the appointment.
ii. Agent: The agent assigned to the appointment.
iii. Action Options:
1. View Details: Allows users to view more detailed information about the appointment, including the ability to modify or cancel the appointment.
2. Modify: Selecting this option enables the agent to make changes to the appointment, such as rescheduling or updating details.
3. Cancel: This option allows the agent to cancel the appointment.
6. Notes:
This section enables agents to log and view key information related to a prospect, such as informal updates, special requests, or additional context not captured elsewhere in the profile. Agents can easily add new notes and review the history of past entries.
The most recent notes are displayed for quick reference, with each note including:
a. Note: A brief text entry created by an agent.
b. Agent Name: The agent who added the note.
c. Timestamp: The date and time the note was added (e.g., Sep 11, 2024, 9:34 AM).
d. View More: Clicking the View More button opens an aside window, displaying all notes associated with the prospect. This feature is helpful for reviewing the complete note history without cluttering the main Guest Card view.
e. Add Note: This is available both in the main Guest Card view and in the aside window. Users can:
i. Select from a dropdown menu the appropriate Property.
ii. Enter the note content in a text field labeled Add note.
iii. Once the note is written, they can click Add Note to save it, and it will immediately appear in the note history.
7. Lead History: This section offers a detailed log of all interactions and events related to a prospect. It includes tabs for Recent Events, Appointments, Activity Log, and Surveys (if Smart Surveys is enabled).
a. Recent Events Tab: Displays a chronological log of significant interactions between the prospect and the agent or system.
i. Date/Time: Displays the exact date and time when the event occurred, helping to track the timeline of interactions with the prospect.
ii. Contact: The name of the prospect with contact number.
iii. Contact Stage: The stage or type of interaction related to the event, indicating where the prospect is in their journey.
iv. Agent: The name of the agent or admin handling the interaction or managing the event.
v. Source: The platform or channel through which the lead originated.
vi. The system displays the most recent events by default. Clicking View All will show a detailed log of the prospect’s entire event history.
b. Appointments Tab: Lists all past and upcoming appointments, including any follow-ups scheduled with the prospect.
i. Date/Time: The scheduled date and time for the appointment, allowing agents to track when interactions with the prospect are taking place.
ii. Contact: The name of the prospect or prospect involved in the appointment. Clicking on the name typically provides more detailed contact information such as phone number and email.
iii. Contact Stage: The stage in the prospect’s journey related to this appointment (e.g., Appointment, Follow-up, etc.).
iv. Result: The outcome of the appointment, such as Completed, Canceled, or No-show, to help agents track the result of each interaction.
v. Source: The platform or channel through which the lead originated.
vi. Activity Log Tab: A detailed record of changes in the prospect’s profile.
vii. The system displays the most recent appointments by default. Clicking View All will show a detailed log of the prospect’s entire appointments history.
viii. Date/Time: The exact date and time when the activity or update occurred, helping to track when changes or interactions took place.
ix. Event: A description of the specific event or action logged (e.g., update, creation, etc.). It reflects any important activity related to the prospect.
x. Action: The specific action that was taken (e.g., Create, Update, Delete). This field helps track what was done during the event.
xi. Field: The specific field or information that was affected by the action (e.g., FirstName, Email, Phone). It indicates which part of the prospect’s details was changed.
xii. Updated: The new value after the update or change was made. This helps agents track the new information input for that particular field.
xiii. The system displays the most recent changes by default. Clicking View All will show a detailed activity log.
c. Surveys Tab (If Smart Surveys is enabled): This tab displays results from any Smart Surveys completed by the prospect and agent.
i. Date/Time: The date and time when the survey was completed or attempted, allowing agents to track the survey’s timeline.
ii. Contact: The name of the prospect who completed or received the survey, with additional contact details (phone or email) provided.
iii. Survey: The type of survey sent to the prospect (e.g., PreTourAgent, PostTourAgent). This indicates the stage in the customer journey the survey is tied to.
iv. Status: The result or status of the survey, such as Completed, Failed, or No Response. This field helps agents track whether the survey was successfully completed.
v. Clicking View All will show a detailed list of the surveys. This expanded view also allows users to view each survey questions and responses.
vi. If Smart Surveys is not enabled for the property, this tab will be hidden, and the surveys functionality will not be available.
Switching Guest Card Versions
Vida LeadManaging provides a flexible feature that allows users to switch between the new and old versions of the Guest Card at any time. This feature is especially useful during this transition period where users may prefer using the old Guest Card layout while gradually adopting the new version.
It also ensures that users can always revert back to the older version if needed, as we continue to update and improve the user experience in the new guest card.
How to Switch Versions:
1. Users can switch the Guest Card version by clicking on their profile icon in the top-right corner of the screen.
2. From the dropdown menu, select Switch GC Version.
3. This action will toggle between the new and old versions of the Guest Card interface.