A refresher on how to manage sales leads in iDSS. Get familiar with lead distribution and take home actionable ways to improve your leads workflow so you can win new business.

1. iDSS SALES
TOURISM ACADEMY 2019

2. PRESENTER INFO:
iDSS Client Success Manager
JOHN BARNETT

3. iDSS SALES
● Lead Search
● Lead Create
● Lead Document
● Sending the Lead
● Viewing Responses
● Lead Tasks
● Connections
● Files
● Editing Dates
● Requesting Pickup
● Sending Lead Updates
● Lead Reports & Queries

4. LEAD SEARCH
LEAD SEARCH
To search for a lead, you can use the
lead search, or you can search from the
Global search.

5. LEAD CREATE
CREATE LEAD FROM LEFT HAND NAVIGATION
Hover over the leads tab within the left hand
navigation, click Lead Create.

6. LEAD CREATE
CREATE LEAD FROM WITHIN THE
ACCOUNT
Click on an account, then click on the leads
tab within the account. (This is best
practice)

7. LEAD CREATE
● Create Lead Summary
● Add Lead
● Enter Main Tab Info
● Add Contacts
● Enter Dates
● Enter Room Flow
● Enter Venue Detail
● Create Lead Document
● Add Partners to Lead
● Send the Lead

8. LEAD CREATE
1 - ADD NEW LEAD SUMMARY
you can either create a new summary, or
choose an existing summary. They are “file
folders” to keep leads of the same kind
organized
2 - SUMMARY NAME
Fill in Lead Summary Name, select the
recurrence, and choose the Event lead type.
These are customizable by your bureau.
3 - ADD LEAD
When you click add lead, you will be directed to
the main tab of the lead and there you will
enter in the basic lead info.

9. SAVE
Once you have completed adding the lead
information, click save. You will then have
the ability to add Primary and Secondary
Contacts to the Main Tab, as well as the
ability to edit the rest of your lead (The
grayed out tabs will become accessible).
MAIN TAB OF LEAD
When you click add lead, you will be prompted to fill
in the information about the lead. Minimum lead
requirements can be configured in the Admin
Section.
SUMMARY NAME
Auto Populates from the
Lead Summary
LEAD EVENT TYPE
Your organization
determines the types of
Events for categorizing
on reports.
LEAD STATUS
Status of the lead, to be
updated as the event
progresses. The info button will
show you the history of the
status.
SOURCE
Where did this lead
originate.
PRIMARY MARKET
Industry or Market
Type
DATE SESSIONS
Choose type of
dates here
EVENT SYNOPSIS
This is an outline of your event
including start date, end date,
estimated attendance, and
other important info

10. ADD CONTACT TO A LEAD
1 - ADD CONTACT
On the main tab of the lead, scroll to
the bottom to Contacts. When you
click Add, you will have the ability to
edit the contacts on the lead.
2 - SEARCH FOR A CONTACT
Click the magnifying glass to search
for a contact. You can also choose
from the contacts on this account.
3 - SELECT A CONTACT ROLE
The primary contact will show on the
lead document. There can only be 1
primary contact.

11. LEAD DATES ADD DATES
Click Add to enter the date(s).
Once you have entered the
date information and click
save, the room flow details
will populate at the bottom of
the page.
ADDITIONAL INFORMATION
Fill in the session name, event start and
end date, First and Last room, Event Set
up and tear down, Session Description if
necessary, Primary if primary set of dates,
Peak room number (highest amount of
rooms needed per night) and sort order.

12. LEAD ROOM FLOW
ROOM FLOW
Complete the room flow
details, then click save.
AUTO FILL
Calculate Rooms from % - will update the Rooms Column based
on the % you enter in the Percentage Column. The system will
calculate the % of the Peak Rooms.
Calculate % from Rooms - will update the room % based on total
rooms you enter - and will show what percent of the Peak Room
Number you will be requesting.

13. LEAD ROOM FLOW
VENUE DETAILS
Click the (+) to the left of
Non-Accommodations.
Complete the comments
section for each day and click
save.

14. LEAD DOCUMENT
1 - ADD LEAD
Click Add Lead to create the
lead document.
SENT DATE
The Lead Sent date defaults to
today.
RESPOND BY DATE
Defaults to one week from
today.
DECISION DATE
Not required but good to let
your partners know when the
decision will be made.
INFO TO DISPLAY ON LEAD
Uncheck the boxes for details
you do not want shown to the
partners on the lead.

15. ADD A FILE TO THE LEAD
Click attach, choose a file, and attach the file to
the lead. This file will go out with the lead to
the partners.
LEAD REQUIREMENTS TEMPLATES
Add in any other details you want to tell the
partners using the Lead Requirement Templates
EDIT ADDITIONAL LEAD INFORMATION
Add in any other details you want to tell the
Partners using the Lead Requirement
Templates.

16. SENDING THE LEAD
LEAD REQUIREMENTS TEMPLATES
Add in any other details you want to tell the
partners using the Lead Requirement Templates
ADD PARTNERS
Click Add Partners to choose which partners
this lead should be sent to.

17. SENDING THE LEAD
PARTNER ADMIN
These are the people that are getting
the lead emails. If there is an account
there without a name, NO ONE at that
property is getting an email..
SEND THE LEAD
When you click send, the lead will be
sent based on the selection you chose in
the Send Lead Options.

18. VIEWING RESPONSES
PRINT THE RESPONSES
Click the dropdown to choose
the report you would like to
print.

19. SALES TASKS
SALES TASKS
You can create custom tasks
that will auto generate based
on the settings you give them.
These auto tasks appear on the
Sales tab and the Services tab
of a lead. The Sales tab is for
the Primary Sales Rep on the
lead. The Services tab is for the
Services person on the lead.

20. LEAD CONNECTIONS & FILES
CONNECT
Here you can create custom file folders and
checkboxes in your system to record Yes/No
answers about this lead if there is no other
place to record this information.
FILES
You can attach any files you like to this lead
by clicking Browse, finding the file and
attaching it here. Any files that you attach to
a lead will automatically be listed here. Any
files that you attach to a Task will also be
listed here.

21. EDITING LEAD DATES
COPY LEAD
To Change the Dates on a Closed Lead, you
are going to have to Copy the current lead
exactly the way it is now. Give it the same
Lead Name, then look at the dates of the
Event at the top. Since the Dates have now
changed, make up a new set of Dates for
this lead, pick the event status and check
yes for Copy Lead.

22. REQUESTING PICKUP
REQUEST PICKUP
Click the Request Pickup button. An email will
go out to the people at these locations given
the role of “Partner Pickup” asking them to
enter pickup for this event. This email will only
go to those that have Accepted the lead and
are set as HQ or Overflow only. The email
they receive is the Lead Email Selection Status
Email Template found under Admin > Email
Notifications > Manage Email Templates. They
will also receive a note on their Home Page in
the Partner Extranet.

23. SENDING LEAD UPDATES
1 - ADD A LEAD UPDATE
Click the edit button within a set of dates
to change the dates.
2 - ENTER A NOTE
Enter the note you
would like for the
partners to receive
with the update.
3 - CLICK SAVE
As soon as you click save – ALL Partner
Admin’s will receive an email with the Lead
update document attached, along with
your note

24. LEAD REPORTS & QUERIES

25. QUESTIONS?
TOURISM ACADEMY 2019 - iDSS SALES