How to add new or edit existing locations on your account
Table of Contents
1. Login to the WebAPP
First, you are going to want to log in to the WebAPP. You can do this by navigating to http://app.callpotential.com and logging in with administrator credentials. If you have forgotten your login credentials, you can reach out to support at 877-552-2557.
2. People & Places Tab
After logging into the WebAPP, you will want to click the "People & Places" tab, the "Locations" sub-tab, and then the "New Location" button. This will load the new location wizard for you add the location to your account.
3. Easy Form
The first form that will load will be a very simple, basic form. This will have you fill out information like the name of the location, the address, city, postal code, main phone, and location email. You can just use this form to just set up the location by hitting the "Save" button at the bottom right corner of the yellow pop up; However, in order to get more into having the location ready to go live with callpotential, you will have to go back in and edit it. If you would like to fill out all the information now, you are going to want to click "Advanced Setup".
4. Advanced Form & Basic Information
After selecting "Advanced Setup", you will be brought to an entirely new page. The Advanced Location Setup page has six tiers, the first one being Basic Information. The fields are as follows:
1. Location name: The unique name of your location
2. Primary Phone: The primary phone number at the location, where all CallPotential tracking lines will forward into
3. Outbound Phone: The number of the phone you want to ring when managers do outbound calls through CallPotential
4. Display Phone: This field puts the value into a system variable, which you can use in other areas of the software
5. Setup Hours: By clicking this link, you will be able to set up location hours and access hours
6. Greeting: Either text-to-speech, or an mp3 recording that will play prior to connecting to the site when a customer calls in
7. Record Outgoing Calls: By checking this box, you will record outbound calls. You can then elect to type in a message to play to the customer, prior to the call connecting
8. Checkboxes: The next three checkboxes enable call transcription (to text), ad name whispers that play to the manager prior to connecting the call, and the hide primary phone feature, which makes managers select their name prior to seeing the customer's phone number
9. Timezone: You will be able to select the time zone this location exists in, and if you wish to use daylight savings
10. Friendly Name: This field puts the value into a system variable, which you can use in other areas of the software
11. Checkboxes: The next two checkboxes require the manager to enter a source when creating a new lead, and bypass the "press 1 to be connected to the customer" message, when doing outbound phone calls
Other fields on the card include the Location Address, the state and city, postal code, location email, and website. You will also be able to load images for your location, that you can also use by calling on a system variable elsewhere in the system. Simply click the "Upload Images" link on the right side of the card and use the uploader form. Once you are finished with this tier, go ahead and click the "Next" button.
5. Sheet Assignments
The next tier is the Sheet Assignments menu. The fields are as follows:
1. Lead Capture Card: The default lead form you would like for this location
2. Script Lead Card: The default lead script you would like for this location
3. Customer Card: The default customer card you would like for this location
4. Location Gradesheet: The default location gradesheet (Performance Manager)
5. Employee Gradesheet: The default employee gradesheet (Performance Manager)
6. Tags & Variables: Tags will appear, for reference, at the top right corner of lead cards. Clicking Variables will pop up the custom variable editor
7. Follow up Rule: The default follow up workflow for the location
8. Collection Rule: The default collection workflow for the location
9. Call Routing Rule: The default call route for the location
10. Override Tracking Number: Whether you would like the displaying phone number when doing outbound calls to customers/leads to display as the number the customer/lead originally called (Dynamic) or a specific tracking number
11 Primary: To select whether you would like to use the lead script or the lead form (see points 1 & 2)
12. Card Assignments: This link opens up a lite window where you can select a different lead form/script card for each scenario
13. Settings: This link opens up a lite window where you can make Collections-specific modifications to your collections process
After you're finished filling out all the appropriate fields here, you will want to click the "Next" button at the bottom of the card.
6. Competitors
The next tier will take you through adding your competitors. These competitors will show up on your "Competitor list" when one of your employee tries to cancel a lead. In addition, your added competitors will also show up on the Competitor Report. Simply click the "New" button, type in the name of the competitor, and click "Add". This will send the newly entered competitor into the Competitors list. Once you have finished, just click the "Next" button and you will be taken to the next tier.
7. Assign Managers
After finishing up with the competitors, you are going to want to assign managers to the facility in the "Assign Managers" tab. Managers will have a bit more rights than employees do, but they do not have the rights an administrator would. These accounts will have access to their daily activities, as well as some additional employee call grading (Performance Manager). Simply click on the names you wish to add to this location under "Available Manager", and they will get sent to the "Selected Manager" list. After you have finished, simply click the "Next" button.
8. Assign Employees
After entering managers, you will have to do the same with employees. Your employees will only have rights to do their daily activities in CallPotential, and peer grade calls (Performance Manager). Once you have added all the employees that work at the facility, you can go ahead and click the "Next" button.
9. Add Tracking Numbers & Save
The final step (for non-integrated/DoorSwap users) in setting up your location will be to add any additional tracking numbers. If you want to learn more about setting up tracking numbers for your location, please refer to the "Acquiring a Tracking Number" guide. You can now click either "Save" or "Finished" if you are non-integrated, or "Next" if you are integrated to carry on to the next tier.
If you are integrated with Domico, QuikStor, or CenterShift, please carry on to Step 10. If you are integrated with SiteLink, please carry on to Step 11.
10. API Settings (Domico/CenterShift/QuikStor)
The final step for Domico, QuikStor and Centershift users is the API Settings tab. This will include information and settings that are specific to your integration. Some of the settings included are:
1. Push or Board Rate - With this field, you will be able to select whether you would like to display the push rate or the board rate from your management software
2. Round Board/Push Rate - By checking this, you will elect to round the rate to the nearest whole number
3. Max Reservation Length - The maximum amount of time that a unit can be reserved, in days
4. Is Inquiry Type Required? - By checking this, you will require managers to enter an inquiry type
5. Can rent unavailable Unit? - By checking this, you will give your managers the ability to select units that are currently not available
6. Restrict rate adjustment? - By checking this, you are restricting your managers from making adjustments the the unit rate
7. Enable Reservation Payment? - By checking this, you are enabling the ability for managers to take payment for a reservation fee
8. Default Available Filter On? - Defaults the "available units" filter as on, in the lead card, so that only available units show
9. Select Available Unit Types - By clicking this link, you will be able to select the types of units you wish to make available in CP
Once you have finished updating all your API settings, you are ready to click either the "Save" or "Finished" buttons, and your new location with be created!
11. API Settings (SiteLink)
The final step for SiteLink users is the API Settings tab. This will include information and settings that are specific to your integration. Some of the settings included are:
1. Push or Board Rate - With this field, you will be able to select whether you would like to display the push rate or the board rate from your management software
2. Round Board/Push Rate - By checking this, you will elect to round the rate to the nearest whole number
3. Max Reservation Length - The maximum amount of time that a unit can be reserved, in days
4. Is Marketing Source Required? - By checking this, you will require your managers to select a marketing source when creating a new lead
5. Is Marketing Source Un-editable? - By checking this, the marketing source will be un-editable after the manager initially sets it
6. Is Inquiry Type Required? - By checking this, your managers will be required to select an Inquiry type when creating a new lead
7. Can rent unavailable Unit? - By checking this, you will give your managers the ability to select units that are currently not available
8. Restrict rate adjustment? - By checking this, you are restricting your managers from making adjustments the the unit rate
9. Enable Reservation Payment? - By checking this, you will give your managers the ability to take a reservation payment through CallPotential
10. Default Available Filter On? - By checking this, you will default the unit display on the lead card to only show available units
11. Select Available Unit Types - By clicking this link, you will be able to select the types of units you wish to make available in CP
12. Select Available Unit Specials - By clicking this link, you will be able to select the types of units you wish to make available in CP
Once you have finished updating all your API settings, you are ready to click either the "Save" or "Finished" buttons, and your new location with be created!