Sometimes you may need to cancel or delete a Lead due to factors like being unable to get in contact with them or finding storage elsewhere. This guide explains how to assign a Cancelled status to a Lead and how to completely Delete them from the system. Cancelled Leads get removed from any further Follow-up events and Deleted Leads get completely removed from CallPotential and, depending on your property management system, from that as well.
Note
Italicized terms represent clickable icons on the specific screen being discussed.
Access & Selection
(A) Status - From inside the Lead card, click the dropdown to access the available options and select (B) Cancelled. Note: System administrators will see another option in this dropdown, Delete. Upon clicking Delete, a confirmation window will appear and if "Yes, delete Lead" is selected, the Lead will be permanently deleted from the system. This will completely remove the Lead from CallPotential and, depending on your management software, from that as well. Since the Lead is completely removed from CallPotential, it will not affect your conversion rates. Click to access our What's New page.
Reason & Competitor - Note: After selecting Cancelled, you will need to enter the following information in a pop-up window.
(C) Reason - Click to access available reasons and select why the Lead will be cancelled. Information you enter here will reflect in the Cancellation Reasons Report.
(D) Competitor (optional) - If you learn the Lead did rent somewhere else, click the dropdown to access and select where they rented from. Entering information here is important as it will reflect in the Competitors Report.
(E) Notes (optional) - Add explanatory notes regarding why the Lead was cancelled.
(F) Confirm - Click to confirm the information entered and close the Cancel Lead window. Note: This becomes enabled after you've selected a reason.
Option to Delete the Lead - Note: Once you've clicked Confirm, you will have the option to permanently delete the Lead. System administrators can also delete Cancelled Leads from the system by selecting the Status dropdown and selecting Delete.
- (G) No, just cancel the Lead - Click this option to confirm your intention to Cancel the Lead. Cancelled Leads will be removed from your Follow-up events. They will remain searchable in CallPotential and your PMS.
- (H) Yes, delete Lead - Click this option to completely remove the Lead from CallPotential and, depending on your management software, from that as well. Since the Lead is completely removed from CallPotential, it will not affect your conversion rates.
Save
- (I) Save - Click to save changes within CallPotential and, depending on your management software, within that as well.
