Customer card information (read-only version)

Most of the information on the Customer card is pulled directly from our integration with your property management software (PMS). This information is uneditable in the CallPotential system as it is part of your tenant agreement. You are able to add some new contact info specific to CallPotential but tenant information and account ledgers should be managed in your PMS. Any notes made on a Customer card in CallPotential will also transmit to your PMS.

Note

Italicized terms represent clickable icons on the specific screen being discussed.

Terms in blue are links to additional information about the described functionality.

Customer data presented in the Customer card is pulled directly from your management software. Any changes to Customer data must be made directly in your management software. You cannot edit Customer data directly in CallPotential.

Tab Section

Contact Header - This provides key contact information and is always viewable across the Customer, Lead or History tabs. Note: This information can also be found in the Lead card information guide.

(D) Search - Click to match incoming calls to existing records and change the record you are working with. This is particularly helpful when the Lead or Customer is associated with another location.
(E) Name - This is the name associated with the account and will appear in all Customer or Lead searches and Collection or Follow-up events.
(F) Type -This provides a visual representation of the person’s status. Status categories include an orange Customer label or green Lead label.
(G) Phone - This is the primary number associated with the account. All outbound phone calls and texts get sent to this number unless otherwise indicated by clicking the (H) Phone Dropdown.
(H) Phone Dropdown - Clicking this dropdown provides access to additional phone number(s), if any, and the ability to call or text those number(s). This is also where additional numbers can be added or removed in CallPotential.
(I) Phone & Text icons - These allow the user to call or text the primary phone number. These icons also appear when accessing any additional phone numbers associated with the account when clicking (H).

(J) Email - This is the primary email address associated with the account. All outbound emails get sent to this address unless otherwise indicated by clicking the (K) Email Dropdown.
(K) Email Dropdown - Clicking this dropdown provides access to additional email address(es), if any, and the ability to email those addresses. This is also where additional email addresses can be added or removed in CallPotential.
(L) Email icon - This allows the user to email the primary email address. This icon also appears when accessing any additional email addresses associated with the account when clicking (K).
(M) Status - Customer categories reflect their payment status and include Current or Delinquent. Lead status’ categories reflect their progress toward renting a unit and include Active (they are an active Lead who has not yet rented a unit), Rented (they moved into a unit and are considered a Customer), and Canceled (they were a previous Lead who never moved in and was canceled in the system).
(N) ID - This is the unique Customer identification number generated by your property management software.
(O) Location & (P) Information - This lists the location where the Customer is currently renting. Clicking the Information icon provides more information about the rental location, including local time, address, office and access hours, website, and the location’s email.
(Q) Neighbors - This provides the ability to associate a Lead to a neighboring location. This is not applicable when working with Customers.

Collections - This section of the Customer card is only pertinent if your company uses CallPotential’s Collection Manager service.

(R) Start Collection Event - This only appears if there is a manual collection event scheduled. Click to open the text or email window or begin the collection call.
(S) Dropdown Options - Click to access and select alternate numbers or email addresses to complete the event if needed.
(T) Next Event Date & Information - Provides the date and type of the next collection event.
(U) Promise to Pay - This feature temporarily pauses collection events. Use this feature if the Customer has committed to a future payment date. Note: This feature may not be available based on your management’s settings and policies.

Unit Details - Unit Details are listed separately if multiple units are rented.

(AA) Unit Description - This area provides the unit number, size, and type of unit rented. Unit type can include such things as Climate Control or Parking and is configured by your management team within the property management software for the specific location.
(BB) Status - This indicates if payment on a specific unit is Current or Delinquent. It is possible for one unit to be Current and the other Delinquent.
(CC) Rent Amount - This amount represents the standard recurring monthly rate, not including any taxes or fees associated with the unit.
(DD) Next Due Date - This lists the next date a payment is due.
(EE) Last Payment Date - This is the most recent date a payment was received.
(FF) Paid to Date - This is the date that the unit is paid through.
(GG) Days Past Due - Indicates how many days this particular unit is past due. Note: For current Customers, this field will be blank. CallPotential considers Day 0 as their due date. Day 1 is the first day collection events may occur.
(HH) Amount Due - This is the total amount due for the unit, including any outstanding payments.
(II) Pay - Click here to take Customer payment.

Customer Details

Notes - Notes are listed separately if the Customer has multiple units.

(LL) Unit Selection - If the tenant has multiple units in their account, you will first need to select the unit for which a note will be applied. Notes are unit-specific. For Customers with only 1 unit, no selection is required.
(MM) New Note - When finished interacting with the Customer, click to enter a customized note summarizing the interaction.
(NN) Quick Responses - Click the dropdown to access and quickly add notes to the Customer record from a list of standard responses. Responses listed in the dropdown are created by your upper management.
(OO) Urgent - This is only available when accessing CallPotential as an Agent. If this is checked, the email sent to the location containing the note will have URGENT appear at the beginning of the subject line.
(PP) Mark as Collection Note - Click to identify the new note as collection. Once added, the note will appear below with a green dollar sign. Note: Depending on which property management software you have, this might not be available.
(QQ) Add - When finished composing the note, click to add it to the unit’s record. An email containing the note will also get sent to the location if it was added by a Call Center agent.
(RR) Notes History - This lists notes added directly through CallPotential and those entered through your property management software chronologically starting with the most recent.
(SS) View More - Longer notes get truncated by the system, click this to expand and read the entire note.
(TT) Show More Notes - Sometimes Customer records have too many notes to all fit on the Customer card. When this happens, click this to access those additional notes.