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Lead/Prospect Management

A Prospect is someone not yet ready to book, but who may become a customer.
 

Prospect Management allows your sales team to:

  • Track potential clients
  • Record initial interactions
  • Organize follow-ups
  • Measure lead sources

The Prospect form is structured into key sections:

Section Purpose
Contact Information Identify and reach the lead
Referral Source Track where the lead came from
Assignment Define who owns the lead
Notes & Communication Capture context and follow-ups

Prospect vs Customer (Critical):

Prospect Customer
Early-stage lead Ready to book
No events allowed Can create events
Used for tracking

Used for revenue

Rule:

You must convert a Prospect to a Customer before booking or quoting.

Before using Prospect Management, ensure:

 Required Access

  • Access to Sales & Marketing
  • Permission to use CRM (Customer)

 System Setup

  • Referral Sources configured (e.g., Facebook, Website, Referral)
  • Sales reps/users created
  • Roles assigned for accountability

 When to Use Prospect:

Use Prospect when:

  • A client is inquiring
  • There is no confirmed event yet
  • You are still qualifying the lead
FIELD DEFINITIONS:
Field What it Means Format Example Business Impact Required
Name Prospect’s name Text Maria Lopez Identifies lead ✅
Company Business name Text ABC Corp B2B segmentation ❌
Phone Contact number Numeric +503 7777-8888 Direct follow-up ✅
Email Email address Email maria@email.com Communication ✅
Referral Source How they found you Dropdown Instagram Tracks marketing ROI ✅
Assigned To Sales representative Dropdown John Perez Accountability ✅
Notes Additional info Text Wedding, 150 guests Improves conversion ❌
Created Date Entry creation date Auto 2026-05-25
DECISION FRAMEWORKS:
 
When to Use Prospect vs Customer:
 
Scenario Action Explanation
Initial inquiry Prospect Early-stage tracking
Client asks for pricing Convert to Customer Required for quoting
Repeat client Customer Skip Prospect
Marketing leads Prospect Track campaign performance
Confirmed booking interest Prospect → Customer Convert immediately

A) To add a new Lead/Prospect:

  1. Go to Sales & Marketing in the left side panel.
  2. Click on Customer (CRM).
  3. Click Lead/Prospect in the navigation bar.
  4. Click Lead/Prospect Management.
  5. Click New Entry.
  6. Fill in the information of the New Lead/Prospect information.
  7. Click on Save.


  8.  Additional Info, add extra details about Prospect such as: Prospect Profile, Financial Budget and Special Date:

          9.  Notes, helps the user to leave important information or details about the Prospect created:

 
10.  Secondary Contact, allows the user to add a secondary contact for the Prospect created:

11.  Lead Details, allows the user to track the event´s information such as: Guest Count, Event Date, Event Time, etc.: 

12.  CRM, track and manage customer interactions by setting the Last Action and scheduling the Next Action. You can also view the CRM activity history and upload files for record-keeping, helping maintain organized and up-to-date communication details: