This article and video will guide you through using the WORK IT feature. The WORK IT feature allows you to log phone calls, send an individual email or text, or log a person-to-person contact.
1. Access Work It
To log a client contact using Work It, search and select the desired prospect/client/member under the prospect or customer/member tab in your site. After you select the prospect/client/member click on the WORK IT icon to continue.
2. Make A Phone Call
The WORK IT icon will open up to Make A Phone Call by default.
This screen allows you to log the details of a phone call. The prospect/client's phone numbers will be shown. Under the phone numbers, you can select the outcome of the call. Use the drop down menu to make a selection: DIDN'T TALK TO ANYBODY, ANSWERED BUT DIDN'T TALK TO CLIENT, or TALKED TO CLIENT. While on the phone with the prospect/client, use the Sales Scripts and Fast Book tabs at the top of the Work It box to read pre-written scripts and to book clients into sessions.
If you are using Advanced Business Automation you can use the next menu to select a purpose. Use the next menu to add a new call task, if desired.
View Call History / Notes
To the right of the where you enter in call details you will see past call history such as, Last Call, Last Talked With, and Calls Last 30 Days. Underneath this information you can view the details of any past call attempts and notes.
There are tabs across the top of the call details box that allow you to view/edit Key Note information, view All Notes, and view Lead Type History.
3. Send An Email
The Send an Email tab allows you to send this prospect/client an email. Use the left side of the Work It box to create your email:
To - This is the email address on file for your prospect/client.
Reply To - This is the default reply to address set up under Setup > Communications > System Emails. You can type in a different reply to address by clicking on the edit pencil.
Subject - Type in a subject for the email.
Template - Use the ClubReady system default template or click on change to use a different email template.
Purpose - If using Advanced Business Automation, select a purpose of this email.
Type in the content of your email in the content box. Basic editing features include bold, italicize, underline, and insert a hyperlink. Click on Send Email To 'Client'.
To the right of the where you create your email you will see past email history such as the title of the email, when it was sent, an option to view the email, and the status (Delivered, Bounced, etc). Hide misc emails is checked by default. Misc emails include automatic emails such as booking reminders, new agreement emails, and booking cancellations.
The same tabs are across the top of the email details box that allow you to view/edit Key Note information, view All Notes, and view Lead Type History.
4. Send An SMS
You can send your selected prospect/client a text message from the Send An SMS tab. A sufficient credit balance is required to send text messages. Use the links view prices and add credit to add enough credit into your account. Use the content box to type in your text message. There is a 160 character limit. If using Advanced Business Automation, select a purpose, then click on Send SMS To "Client phone number" .
To the right of the where you create your text you will see the past text message conversation history between staff and the prospect/client. If there are new messages you can click Mark All SMS Read to clear them from your Unread Incoming SMS Widget. For more information on the Unread Incoming SMS Widget click here.
The same tabs are across the top of the email details box that allow you to view/edit Key Note information, view All Notes, and view Lead Type History.
5. Person To Person
Use this tab to log a conversation with this prospect/client that you had in person.
Use the drop down menu to Select The Outcome Of The Contact, whether its a positive conversation or a negative conversation. Enter in the details of the contact into the content box. If using Advanced Business Automation, select a purpose from the drop down menu. From the next drop down menu, you can choose to add a new contact task, if desired. Finally, click on Log The Contact to save your conversation details.
To the right of the where you log the conversation will be past conversation history between staff and the prospect/client.
The same tabs are across the top of the email details box that allow you to view/edit Key Note information, view All Notes, and view Lead Type History.
Sales Scripts
To access the Sales Scripts feature click on the Sales Scripts tab at the top of the Work It box. Scripts can help guide a call between a prospect/client and staff member. For information on how to use Sales Scripts, click here.
Fast Book
To access the Fast Book features click on the Fast Book tab at the top of the Work It Box. Using Fast Book allows you to book a prospect/client into a consultation, service, or class without leaving the Work It box. For information on how to use Fast Book, click here.
Requirements - A 'Master Admin' login or a staff login with the following permissions.
- Prospect Management - Can access prospects
- Member Management : General - Can access member options