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Home Care CRM Tutorial – ASNSPARK! How to Manage “SETTINGS”

Tutorial: Home Care CRM for Sales, Marketing, & Recruiting. ASNSPARK! Tutorial on How to Manage Settings. This tutorial shows you how to Manage SETTINGS for recruiting, sales, and marketing your home care business

ASNSPARK! CRM – How to Manage Settings 12-2021

Tutorial: Home Care CRM for Sales, Marketing, & Recruiting. ASNSPARK! Tutorial on How to Manage Settings. This tutorial shows you how to Manage SETTINGS for recruiting, sales, and marketing your home care business

CRM Login: https://app.approvedseniorcareCRM.com

Full Transcript:

Hi, everybody, for this tutorial, we are going to talk about the Settings feature inside your ASNSpark! Dashboard. So when you log in, this is what you normally would see. I need to move some things all the way, but we’re going to go down here to the bottom left hand side of your screen, and we’re going to click on Settings. Some of you will never need to use this, and some of you will need to use this right away. So we’re in our demo account and the first thing we’re going to notice is that this is all the navigation over here for Settings. It used to be across the top, and now it’s on the left hand side.

A couple of things to notice. Now, for us, all of us who are at the agency level, which all of you are at the account level, sometimes you need your location ID. That’s right here. If anyone asks you for your location ID, that would be right here. Usually that’s something we take care of. If you don’t see your logo here, you’re welcome to upload it, but we should have already taken care of that for you. Your company name should be correct. The main email, it doesn’t have to be your email, but the main email for your company. This is just a demo, again. So, your main email should go here. Your main company, phone number, and your main company website, and your main company address. The correct address for your main location or your, if you have multiple offices, this would be your headquarter location.

Right here under General, there are lots of things you can check. I would not check Allow duplicate contact. I would leave that. If you allow duplicate contacts, you will make a gigantic mess. It will cause lots of crazy things to happen. It’s already crazy enough so leave this alone. The only time that it will affect you is if you’re trying to add a contact and you put in a phone number or email address that’s already in the system, the system will say, “This account does not allow duplicate contacts.” That’s your trigger to know, “Hey, this person’s already in here.” So do a search by their phone number. Under Contacts, do a search under their phone number or their email address and find them and then make corrections instead of adding them again.

All right, Allow duplicate opportunity. This is one I would leave checked. This serves a lot of different purposes. It’s mainly for leads, recruits, and that, just leave that checked.Merge Facebook contacts by name, absolutely. If we have your Facebook account hooked up to your CRM account, you’re going to want Facebook to bring in the actual name of the person. Do not have Disable contact timezone checked. Leave that marked emails as invalid due to hard bounce, you can check that if you want. We usually leave it unchecked. And validate phone numbers when contact is created. This will validate the phone number when the first text or call is made.

So, if you want to check that, you can do so, and what will happen is if for some reason the person gave you an incorrect cell phone number, and we’re really only interested in cell phone numbers for this CRM. You can leave a landline phone number in there. That’s no problem. You’ll just see a little triangle next to it. Like a warning that you can’t send texts to that phone number. I would leave Validate phone number, and I would also Mark emails as invalid to a hard bounce.

Enable/Disable depreciated features. I’m not sure if you guys can see that on your end, but we are going to leave these checked and we want them to stay checked. Then, this last one, whoop, this last one you probably don’t need. I use it. You can use it if you want. It’s Enable missed call text back. What that means that if someone calls your office line, and the call is not answered, that it will text them back. If you want them to do that, if you want the system to do that, it certainly will. But I would leave that unchecked for now. Most of you already have an on-call person, you have an after hour service that takes your calls. I would not able this unless you talk to us first, because it might complicate your life more than you need to. Call in voicemail settings, this is also something that most of you do not need so I would leave this alone.

All right, so that’s your business info. If we have anything wrong in here, you are welcome to fix them. All right, let’s go to My Staff. In this case, there are no staff members in here so team management is where you would look for that. You can add an employee. If you’re an admin, you can add an employee and you can put them in. They will have the same user permissions that you do so you’re going to want to go in under User Permissions and turn on and off the things that you want them to see.

So if I were adding a new person to this, I would add Testing, and I would add their email and their phone number, and their password. You can set that. So, I do test. All right. And then, you can enable, and this is for you or for your employees, you can Enable signature on outgoing messages. If you’re going to do that and you’re sending email messages from here, on your profile, which you’ll see yourself in here and on your new employee’s profile, you can put the exact same thing in here that you would normally put in Outlook or Gmail. You can just copy and paste it right in here. I would leave this unchecked.

So, test testing owner, or let’s see … I’ll just put staff at Amazing Home Care, and then your phone number [inaudible 00:06:20] Calendar. You do not have to select the Calendar right now. We’ll come back to that. All right. So, User Permissions. If you want them to see, I leave this on. Dashboard stats, appointments, bulk requests, campaigns, triggers, funnels, opportunities, yes. Conversations, yes. Contacts, yes. Reviews, no. Online listings, no. Membership depends on if you have a membership portal that we have set up for you, or that you have set up on your own.

Only assign data. Now, this is a tricky one. If you are in a sales organization and you have multiple sales people, or maybe multiple recruiters that you don’t want them to get their information mixed up with the other person’s information because you’re both doing the same thing, but you have different people assigned to you. But this is mainly for sales people. If an organization has three or four salespeople, you might want to turn this on. It’ll give you the warning. And the warning says, “Please be aware that enabling this option will visually remove things like contacts, opportunities, and conversations from your dashboard if they were not assigned to your user.” So, if you want this to be turned on, please talk to us because that means that your leads that are in the system need to be assigned to each salesperson. I’m going to leave that turned off because I want this person to be able to see everything right now.

If you want them to be able to adjust the setting, you can leave this on. If you don’t want them to be able to adjust settings, you can turn this off. Most of the time we leave it on. Tags, you can leave on. Lead value, this depends. If you’re not really into putting the lifetime value of a client in here, if it’s not your gig, or you’re never going to use that feature; meaning, knowing how many leads are in your pipeline and how much value they might actually have. If you don’t care about that, you can turn that off. Some of our clients are very big on knowing that, and I think it’s important so they leave that on.

Marketing, leave that on. Websites, you do not need. Hand words reporting, depends on if you want them to see that and if we’re even doing that for you. Facebook ads reporting, again, do you want them to see that? Do you even have Facebook ads? Call reporting, I would leave turned on. Call reporting means how many calls have gone in, have they come in, calls that have gone out from the CRM. And it’s really for you to be able to listen to those calls, see what happened, mark people as leads. There’s a whole host of things that go with this.

Attribution reporting means if you have sales people who are using the system, you’re going to want them to use it all the time. If that’s the case, then you’ll be able to see how many emails they’ve sent, how many texts they’ve sent, how many outgoing calls they’ve made. Attribution … I’m sorry, that’s Agent Reporting. Agent reporting helps you know what your users have been doing inside the CRM, or maybe not doing inside the CRM. That is Agent Reporting. My apologies.

Attribution reporting talks about where people have come from, where leads or recruits have come from. Did they come from an organic search? Did they come from Facebook? Did they come from a Google ad? That’s Attribution Reporting.

Then, Workflows. This is pretty much just for advanced users. This is something that we manage for you most of the time because it’s complicated, and making a wrong turn on a workflow can really mess things up. Same rule with Campaigns. Most of the time I would have that turned off because we typically manage that for you. It gets a little complicated.

User rules. You have to decide if you want this person to be an admin or user. Call and Voicemail settings, most of you will never need this. But if you do want to initiate this, we need to talk to you about it first so that we can get a number set up and it needs to be specific to that person. If you want call and voicemail settings that are beyond what’s already set up, please contact us.

User availability. This really doesn’t have to be filled out, but you can if you want to. Usually, if folks are recruiting, that might be more helpful. Then, here you’ll have nothing.

So, now we’re going to hit save. And so we know that test testing, we’re going to send them their username, which is their email address and their password, which we know what that is and we entered it. Now, test testing is in here.

Teams are next. If you want to add a team, you can add one person to a team. We’re just going to say, team name is Test and test testing is the only person on that team. This might be sales and you might have three people on this team. There’s a lot of things that go into teams and calendar team configuration. It’s an advanced user item, and we’re happy to walk you through that, help you with it. Usually, sometimes our recruiting folks need a team calendar and sometimes sales people need a team calendar. Most of you who are just using this for sales and marketing and don’t have a big sales team or a big recruiting thing going on, probably don’t need to worry about Teams.

All right. That is My Staff. Pipelines, these are all of your buckets that you put people in. A pipeline tells you where your leads are, where your recruits are in the process. These are all pipelines that you can manage. This is another advanced user application and I would defer to us for Pipelines. Then, once we set one up for you, then you’ll understand more about how to do this. But typically, we take care of those.

Calendars. We have Val Demo calendar in here and Phone Interviews. If you want to add a calendar, you can. We also have some demo videos on how to sync your calendar with Outlook or sync your calendar with … I think Outlook has to be Team calendars, but you can sync your Google or your Gmail calendar with your calendars that are set up in here. If you need help with that, let us know. You can always add a new calendar and walk through the steps. But typically if you want a calendar added or you want some function to be automated based on your calendar, that’s something that we have to help you with at least the first time around, so please reach out to us.

Phone numbers. If you are in our Skip Care program, which is Google ads, Skip recruiting, which is recruiting, or something else that makes it even scope program, which is all content. If you are in any of those programs and you have a website with us and you have one of those little chat features, you’re going to need a phone number. This is a track to recorded line. And this track to recorded phone number dials straight to your office line. It takes texts in. If someone calls the number, it will just forward to your office line.

We set the phone number up for you. We forward it to your office line. So, if you’re ever looking at your information, say this email went out and I don’t understand what this phone number is, that’s probably your track to recorded line. What I would do is call it and then you’ll find out that that’s ringing straight to your office. All right? So, that is Phone Numbers. We add the phone numbers for you. We do not want you to add phone numbers and we label them. This isn’t as pretty as it usually is, but we label them for you so you know which program is using which phone number.

All right, Custom Fields. This is another advanced user section. Most of the fields that you see added here are for recruiting. They are different deal breaker questions. Things you would ask somebody who’s filling out a form on your website. We usually handle custom fields for you. These are just fields that normally don’t appear in a basic CRM setup. They’re additional things that you would want to know about a lead or a recruit. And we’re happy to customize that for you.

Custom Values is another advanced user setting that you probably will never use in your entire life. We’ll set it up for you. It usually only has to do with the review program.

Domains. Domains are just what we set up inside of the CRM to make your career center funnels and other things look pretty. We’ll take care of your domains for you. Media, these are all your media files. If you have ever created anything that has media in it in this whole system, all your media files will be right there. Logos, pictures, what you’ll notice is that all of your newsletter pictures are going to end up in this media library.

URL redirects, we’re not going to talk about that one here. Integrations, this is important for some of you. If you have Google Analytics on your website and we are not the people who manage and host your website, you might want to hook up your Google Analytics here so you can see your Google Analytics. That’s really what it’s for. If you already see that this is set up, you can add another account if you wish. If you’re in our Google ads program, then we will have already connected this to your Google ads account. You are welcome to add as many Google accounts as you want to this system. If you have Facebook ads running through us, or even if you don’t and we are doing something for you and you want to see Facebook contacts and Facebook messages come in from your business page, we’ll hook that up for you.

These other items here, you do not need and will not be using. All right, SMTP and mail gram services, we take care of this for you. You do not need to worry about it. Down here is Tags. I just did a video on Tags so look for that video all by itself.

So these are all the things that are under Settings. Some of them you may not be able to see depends on what programs you’re in. But you’re welcome to ask more questions. Let us help you with any kind of customization and modification so that we’re not turning things off that should be turned on. Thank you so much and that’s all about Settings.


Valerie VanBooven RN BSN

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