Scheduling Standard Follow-Up Calls And Appointments
Top Producer 7i ensures you won’t forget to follow up with any of your contacts by allowing you to assign a follow-up marketing plan to your new or existing contacts in a few easy steps.
Setting a Standard Follow-Up Call
- From the main menu, go to Search, then Search for contacts. Use either the Quick search or Advanced search to find a contact.
The contact opens in the Contact details window.
- From the action menu select Schedule follow-up.
The Add new activity – Step 1 of 2 window opens.
- Choose the Call option button and click Next.
The Add new call window opens.
Tip: Depending on the type of activity you’d like to create, select the appropriate option button from the Add new activity window. An Add new window will open for the selected activity.
- Schedule an individual or group call from the Individual/Group activity section.
- Fill in the appropriate information in the Activity details section:
- Description – choose from the pick list.
The Call description pick list window opens. Select Standard follow-up, then click OK. If the call isn’t a standard follow-up, you can choose Ready for evaluation, Ready to list, Transferring, or create your own call description. - Select the Date for the call, and a Start and End time.
- Description – choose from the pick list.
Note: Setting a start and end time will set the activity as an appointment and will list it under the Appointments category, not the Calls category. You will receive a pop-up message with this information when you go to Finish the call.
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- Notice the Contacts drop-down list is automatically filled. This is because you created the activity from the contact page.
- Your name will default in the Assigned to field. If you have entered an assistant in your Agent Setup, you can assign the call to him or her.
- Associate the call with a listing, closing, or nothing in the Link to section.
- In the Occurrence section, determine if the call occurs only once, or repeats.
If you choose Repeating, the Setup repeating activity link becomes active. Click the link to set up the occurrence.
The Setup repeating activity window opens. Fill in the appropriate information:- The day interval at which the activity should repeat
- How many times the activity should repeat
- The start and end date of the repeating activity
Click Finish to return to the Add new call window.
- In the Reminder and Drop off section, set the numbers of days before the call you’d like to be reminded.
Click the Apply drop off to Today’s business check box and select the number of days to remove the activity from Today’s business. - Click Finish to return to the Contact details window.
Click Close to close the Contact details window.
Setting an Appointment
- Complete steps 1 and 2 as above.
- From the add new activity window, choose Appointment then click Next.
The Add new appointment window opens. - Complete steps 4 to 10 as above.
