Sales Pipeline

The Sales Pipeline and Contact Management module allows you to plan targets, keep track of your sales opportunities and record contact with learners, assessors and employers. These features can be found on the Contact & Sales panel of the ribbon, which is on the Home tab.

The Sales Pipeline has two modes:

Both modes have the common features detailed below, the difference being that My Pipeline will only show your own opportunities.

Overview

1. My Recruitment Targets

This shows your sales target, forecast and actual values for each month. The two dropdown boxes at the top let you choose which year to view and which sales grouping to filter by (selecting the <not grouped> option will show all data). The target, forecast and actual figures are entered or calculated as follows:

Sales groupings can also be managed here by clicking the button next to the dropdown boxes:

Click the button to add a new grouping. You can then click the new row and enter a name for the grouping. To delete a grouping, select it and click the button. Each sales opportunity can be assigned to a grouping to make them simpler to organise.

On the system pipeline, the button (also next to the dropdown boxes) will automatically calculate the targets for the selected year and grouping. This is based on the summary of targets for individual salespersons.

2. Pipeline Chart

When a month is selected from the table above, the target, forecast and actual figures are presented as pie chart below. The example below shows a target of 9, a forecast of 6 and an actual of 3 for October:

The pie chart is layered rather than proportional. In other words, the red remaining target value always forms the full bottom layer (9 in this case), with the blue remaining forecast forming the middle layer (6, meaning it covers two-thirds of the target) and the green actual forming the top layer (3, meaning it covers one-third of the target and half the forecast).

If the forecast is greater than or equal to the target value, no red target area will be shown as the forecast will cover it. Similarly, if the actual is greater than or equal to the forecast, no blue forecast area will be shown.

3. My Pipeline

This lists the sales opportunities for the year and sales group selected from the dropdown boxes under My Recruitment Targets (on the left of the screen).

Each opportunity shows the following details:

The buttons above the table allow a range of functions:

- Creates a new opportunity.

- Opens the currently selected opportunity.

- Deletes the currently selected opportunity.

- Refreshes the list of opportunities.

- Lets you filter opportunities with a search term (based on the Summary field).

- Lets you choose which columns to show on the grid. Tick or un-tick the column boxes as required. You can also drag and drop the columns to re-order them.

4. Reports

A set of Sales Pipeline reports can be run directly from the ribbon. Please see the reports library page for more information on the reports.

Create a New Opportunity

To create a new sales opportunity, click the button above the sales pipeline table.

There are five tabs for each opportunity:

Details

This shows the basic details of the opportunity.

Notes

This allows you to add notes to the sales opportunity. To add a note, click the button. You can then enter the date the note was added and the note itself. Click OK when finished to save the note.

Tasks

This lets you create tasks relevant to the opportunity. To add a task, click the button. You can then enter the task summary, due date and description. Tasks will also appear on the Maytas 5 start page on the left (click Tasks at the bottom-left. You may also need to click the button to alter the task filters for particular tasks to show).

Trainees

This lets you attach specific learners to the opportunity. To add a learner, click the button. You can then either click Add existing to search for and add an existing learner, or click Create new to add a new learner.

Competitors

This lets you add and attach competing businesses to the opportunity. To add a competitor, click the button. If you have already added competitors, you can select an existing one from the Competitor dropdown box. Otherwise simply enter into the Competitor box to add a new one. The Status box lets you specify whether the opportunity has been lost to or won against the competitor. If the opportunity is still in progress, this can be left blank. At the bottom of the window you can enter notes about the competitor for the opportunity.

Employer Contact

This lets you maintain a comprehensive log of all contact with the employer. Please note that an employer must be attached on the Details tab of the opportunity for the Employer Contact tab to work.

Please see the Contact Log page for information on using this tab.

Lock Down Sales Targets

Sales managers can be given a permission which enables them to lock down sales targets. This prevents other salespersons from being able to alter their targets. To enable the permission:

  1. Go to Tools | Edit Permissions.
  2. Select the relevant user or group.
  3. Go to the Commands tab.
  4. Expand the Contact module section.
  5. Set the Edit Other Users Pipeline permission to Visible.
  6. Click Apply.

The permission will be applied the next time the user restarts Maytas. To lock targets:

  1. Go to Home | My Pipeline.
  2. You will now see a User dropdown box on the ribbon. Select the user for whom you wish to lock targets.
  3. Right-click the target on the left of the screen and select Lock target. This will lock the target for the selected year and grouping. You can also lock targets for all months by right-clicking the Target header and selecting Lock All In View.
  4. Click Apply.

The targets will be locked for the relevant user the next time they restart Maytas.